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Substance FreeEvent Grant Application Instructions

The purpose of the Substance Free Event Grant Program is to provide support for student-sponsored social events. Any student-sponsored substance free event scheduled during a high risk timeis eligible.High risk timesare distinguished by times that students are more likely to engage in substance abuse; these times include Thursday, Friday, and Saturday evenings from 8 PM – 2 AM.We typically award between $50 and $300.

Substance Free Event Grant Requirements

  • Your event must have a substance use prevention or lower risk message you would like to promote. SPARKS will help provide a packet based on your event, one on one meeting and goals.
  • Examples include:
  • Reviewing standard drink sizes
  • Encouraging attendees to track the number of drinks they consume
  • Encouraging students to use SafeRides, calling a cab, etc. to prevent drunk driving
  • Encouraging students to be active bystanders in situations with substances
  • Explaining social consequences of substance use
  • Raising awareness about campus policies such as the Innocent Bystander, Medical Safety, or Good Samaritan policies.
  • Your event must take place on a Thursday, Friday or Saturday evening and must go until 11 PM on Thursdays or 12AM/Midnight on Friday/Saturday.
  • You must turn in the evaluation form and receipts within 3 days after the event. We will only be able to reimburse the aggregate amount of the receipts you are able to provide up to the approved amount.
  • If the grant application is approved and your event is funded, the sponsoring organization will be expected to dismiss any intoxicated students and follow all university protocols and risk management procedures.

Substance Free Event Grant Process

  • To turn this Substance Free Event Grant application, you may mail your completed application to Becca Bishopric Patterson, Campus Box 2040 or email it to or drop it off at the SPARKS Moseley Space.
  • Becca Bishopric Patterson or SPARKS will contact you within 72 business hours to set up a meeting.

At this meeting the grantors will:

  • Ask you about your plan for substance use prevention or lower risk substance use messaging and will agree upon how the messaging will be communicated (such as printed on giveaways, listed on handouts, or announced regularly during the event).
  • Determine a SPARKS peer educator to stop by the event to ensure low risk messages are delivered appropriately and take pictures. Failure to deliver agreed upon low risk messages may result in the applicant being required to refund the money.

Other Information

  • The grant amount will be considered based on the size of the event and the number of students involved. For example, if more students are involved, a larger grant may be awarded.
  • You must pay for the costs of your event upfront and we will reimburse you if the grant is approved. If you cannot pay upfront please let us know at least two full weeks in advance!
  • If the grant is approved and receipts turned in, your check will be mailed to your campus box. It can take a minimum of one to two weeks to process checks.
  • Grant money can be used for purchases like security, food, DJs, giveaways, etc.
  • Grant money cannot be used for fundraisers, t-shirts, marketing, or cash prizes. Gift cards may be purchased with grant money, but only gift cards to locations that do not serve alcohol (like a gas card or a restaurant that does not serve alcohol).
  • If there is unused funding or if the event is cancelled, the unused funds must be returned within 3 days along with the evaluation. If unused funding is not returned within 3 days after the event and the applicant does not respond to contact, the applicant’s advisor and Office of Student Conduct will be notified.

Elon University Substance Free Event Grant Application

Section 1: General Information

Name: ______Campus Box: ______Phone: ______

E-mail: ______

Student Organization(s) or Group(s):______

Advisor or Faculty/Staff Contact Person: ______

If the grant is approved, to whom should the check be made out?

(Name of person):______

Datatel #:______Campus Box: ______Phone: ______

E-mail: ______

Section 2: Description of Event

Name of Event: ______

Event Location: ______

Proposed Date: ______Alternative Date: ______

Proposed Time: ______Alternative Date: ______Estimated Attendance: ______

Event Goal(s):

  • Goals are what you hope to accomplish by hosting the event; for example, a goal may be to educate Elon students about campus diversity initiatives or simply to provide an alternative event on a high risk night).

______

______

______

Are any other funds being used for this event? Y/N

If yes, from where/who? ______

What substance use prevention or lower risk messaging will you promote?

______

Please attach the agenda/schedule for your event and include exactly when and how you will deliver the low risk messages.

Section 3: Detailed budget

Amount Requested: ______

Please attach adetailed budget that reflects the amount requested by the applicant. For example, if you apply for a grant of $100, you must detail exactly how that $100 will be spent. Please be as specific as possible.

______

Signature of applicant

______

Signature of Health Promotion representative

______

SPARKS Peer Educator

Elon University Substance FreeEvent Grant Evaluation and Feedback

*To be completedafter the event

  • Complete and turn in this formwithin 3 days after the event, along with all receipts.
  • Return toBecca Patterson, Coordinator for Health Promotion, in Ellington 104A, Campus Box 2040.
  • Attach or email () at least five pictures taken at the event.

Name of Event: ______Name of Applicant: ______

Campus Box: ______Phone: ______E-mail:______

Total # of participants: ______

Grant Received: $______Amount Used: $ ______

Think back to the goal of your program. Did you meet that goal? Please explain:

YesNo Don’t know

What aspects of the event were successful? ______

What was unexpected about your event? ______

What would you do differently about this event in the future? ______

General Event Recommendation and Guidelines

Easy Steps to Event Registration

  1. Begin planning your event.
  2. Reserve the space needed for the event via SPACES.
  3. Reserve the needs for the event: Campus Safety and Police (parking and security) at 336.278.5555, Event Technology Support (audio/visual services) at x6521, Video Services (streaming/recording) at x5079, Aramark Catering at x5357, Environmental Services (moving and set-up, housekeeping and recycling) at x5500 or for outdoor event approval email Tom Flood at .

Plan Your Event Budget and Funding

  1. Determine a budget for the event and reach out to other campus partners and student organization for co-sponsoring the event.
  2. Other places for funding: Health Promotion’s Substance Free Event Grant, SGA’s Fun Fund or Security Grants from SUB or Greek Life

Risk Management Guidelines

  1. All student organizations and university programs are required to send one representative to attend one event training each semester. The president and/or social chair are recommended.
  2. Adhere to all University Policies
  3. Events scheduled Sunday - Thursday must be concluded by 11 p.m. Events for Friday and Saturday must conclude by 2 a.m.
  4. Guests should clear the premises within 30 minutes of the ending time
  5. Cleanup should begin immediately following an event and must be completed within 2 hours of the event.
  6. Groups who do not follow Risk Management plans, violate party/event regulations or fail to follow cleanup procedures will be referred to the university judicial system for adjudication. Party/event privileges will be suspended pending the outcome of the judicial process.

Publicity

  1. All publicity about events must follow the Elon University Posting Policy found on the Student Handbook Web site.
  2. Groups may also post the event information on Elon TV by calling extension 5080.
  3. Groups may also want to advertise events E-Net! by following posting prompts.
  4. Groups may use Moseley Digital Boards to advertise their event.

Cleanup

  1. All trash/recyclable items must be picked up and sorted into proper receptacles. This includes trash around the outside of the house in the Loy Center. Trash should be closed in bags or trash containers.
  2. All cigarette butts must be picked up.
  3. Floors must be swept.
  4. Any spilled liquids must be mopped up.
  5. All leftover food/beverages must be placed in proper containers and stored.
  6. All cleanup procedures must be completed within two hours of the ending time of the event.

Use of University Nameand Phoenix Logo

1.The Office of University Relations must approve the use of the university name for any event.

2.The use of the Phoenix logo must be approved by the Office of Athletics.

3.The use of the Elon University logo must be approved by Dean Jana Lynn Patterson (x7200).

Fundraising

1.The University does not allow any form of raffle or chance drawing. This includes on- or off-campus events.

2.Any solicitation of off-campus businesses or individuals must be approved by Institutional Advancement before you contact the business.

3.Alcohol is prohibited at fundraising events.

Elon University Department of Health PromotionSpring 2014