1 About Buckeye Late Night: Programming Grant Initiative Please print for your records Buckeye Late Night Mission: To provide vibrant and fun late night programs, which create a sense of campus community, for a diverse group of students. This wide array of activities provides students with programming experience, leadership development, and social interactions. I. What is the purpose of this initiative? The current goal of Buckeye Late Night is to assist student life and University Interfaith Association partners in providing alcohol free, late night activities to OSU students by the distribution of mini- grants. Mini-grant requests may be made for up to $5,000 (for events expecting less than 2,000 students in attendance). These funds are for events on Friday or Saturday nights only. II. What problem does this grant initiative address? In response to growing awareness and concern about alcohol and other drug abuse problems, Buckeye Late Night is part of our comprehensive prevention plan. This initiative provides students with consistent alcohol and other drug-free recreational activities. III. Who is eligible to receive funds? Student life and University Interfaith partners are the only sources that will be receiving our limited late night funds at this time. The success of this initiative depends on involvement and support from the entire campus community, especially student involvement. IV. What funds are available? First and foremost, we remind you to plan your event as if you will not be receiving any funding from late night. The late night committee may adjust the level of requested funding upon review of the application. The maximum amount of funding you may request is determined by the scale of the event and the expected number of students in attendance. All approved applications are pending sufficient funding. V. How will my group receive its funding award? You have two options for how your group can receive funding: budget transfer, purchase order, or check. You must return any unused funds to Buckeye Late Night within 14 days of the event. Budget Transfer: This is the easiest and quickest method of payment, but can only be done if you are working with a recognized University department. You must provide the necessary chart field numbers (organization, fund, and account) to which we can have the funds sent. Check: If you are unable to use budget transfers, you will most likely need to have a check cut 1. Provide the individual or organization name to whom the check will be made out 2. Provide the organization’s tax ID (or EIN number) 3. Provide a valid address for that individual or group While we submit our transfer of funds as quickly as possible, there is no guarantee as to when you will receive funds. All awarded funding will, at the very least, be reimbursed shortly after the event. It is unacceptable to delay or scale down an event at the last minute based on perceived lack of funding. VI. How will award funds be used? Award funds may be used for: entertainment, food, promotion, and other ways the Buckeye Late Night Review Committee recommends. This should be clearly noted in the budget abstract and budget narrative included in your application. 2 Dear Late Night Applicant, Thank you for your interest in Buckeye Late Night: Late Night Programming Initiative and for your desire to host an event for the OSU Columbus campus. This is the tenth year for Buckeye Late Night. In an effort to create a more consistent late night experience for OSU students, Buckeye Late Night will fund only events that occur on Friday or Saturday nights and that begin at 9:00 pm (or earlier) and run until at least midnight. As of this year, events do not necessarily need to be held in the RPAC; however, preference will be given to events that plan to use the RPAC. On a campus as large as Ohio State, it is difficult to reach a large number of students without information getting lost, so advertisement is crucial. We hope that OSU students will learn to expect Buckeye Late Night events on Friday and Saturday nights. The RPAC is a great facility to host your event because rental of the RPAC is free through Buckeye Late Night (with the exception of a few spaces such as the pool or spa), and thus provides a more cost-effective venue for events than many other campus spaces. The maximum amount of funding you may request per event is determined by the scale of the event and the expected number of students in attendance. The average funding award is around $2,000. Please e- mail your application to the director of student wellness, Connie Boehm, email@example.com. Additionally, you must copy (or “CC”) your group’s advisor onto the e-mail. This ensures that the advisors are aware of your group’s responsibilities. Event holders may be asked to meet with the director of student wellness* at least three weeks prior to the event. If the event is being held in the RPAC, the event planner must also meet with RPAC Evening Weekend Coordinator, Kari Miller (firstname.lastname@example.org, 292-7671), to discuss logistics and setup of the event. You may want to do this immediately following the meeting with the director of student wellness* (if asked), as both offices are in the RPAC. The application submission deadline is ongoing. There are no deadlines. Applications will be reviewed by the Buckeye Late Night Review Committee within ten days of the submission, after which time applicants will be notified of final decisions. Please feel free to contact me if you have any questions, comments or concerns regarding this application or Buckeye Late Night in general. Thank you again for your interest in becoming part of this program and I look forward to receiving your completed application. Sincerely, Connie Boehm Director, Student Wellness The Buckeye Late Night Event Process 3 1) Brainstorm with your organization: Determine what kind of event you want: movie, sports, DJ dance, games night, etc. Determine the date of your event. Remember, the event must occur on a Friday or Saturday night from 9:00 pm (or earlier) until at least midnight. Because most Buckeye Late Night events are held in the RPAC, determine what space within the RPAC you will need. Keep in mind the amphitheater steps are already reserved if you decided to use them. 2) Determine total cost of this event: Call and check around into price quotes for the event (i.e. cost of DJ, cost of catering, cost of supplies, movie rights, etc.) Please don’t just guess. Determine the total cost of the event. 3) Determine whether your event fits the Buckeye Late Night requirements. All Buckeye Late Night events must: Occur on a Friday or Saturday night between 9:00 pm and at least midnight. Be free and open to ALL Ohio State University students. Buckeye Late Night events are not fundraisers. Be designed to attract a diverse and large audience. Serve food only from Campus Dining (i.e. PAD, Oxley’s, Courtside Café, etc.), unless it is donated from an outside source. Meet the mission of Buckeye Late Night as stated above. 4) Apply for Buckeye Late Night Funding: Fill out the application. E-mail this application to Connie Boehm at email@example.com, the Director of Student Wellness, by the application deadline. Be sure to copy your advisor on the e-mail. Grant requests for fall quarter 2009 will be due on the following date: Friday, September 4, 2009 5) Preference will be given to groups that: Have secured additional funding from other sources or are willing to contribute their own funds and resources. This includes in-kind contributions like staff time, in-house copies for advertisements, etc. Are collaborating with at least one other recognized organization, campus department, or student group in sponsoring the program/activity. Propose a program/activity that has the greatest potential to attract late night patrons/participants. Propose that the event be hosted in the RPAC. If you need space in the RPAC, you must reserve that space on your own at http://recsports.osu.edu/space- reservations/reserve-a-space. 4 Encourages students to be involved in designing and implementing the events. Propose an event that is cost-effective. Events that make the most productive use of funding to benefit the greatest number of participants are given priority. Have had a positive relationship with Buckeye Late Night and successful events in the past. Submit a quality written application, using the forms provided. 6) The Buckeye Late Night Review Committee will meet within ten days of the deadline to discuss all applications. This committee consists of undergraduate and graduate students, staff from the Student Wellness Center, and staff from Student Life. After the committee has met and made a decision, you will be contacted by e-mail stating your allocation or rejection and specific information regarding access to these funds. 7) You may be asked to set up a meeting between the primary event planner in the group (usually the President or Vice President, but not always) and the director of student wellness*. The meeting must occur in person and must be at least three weeks prior to your event date. The director of student wellness* will address event logistics, advertising, and ensure that the event planner is aware and understands the requirements of the group in holding a Buckeye Late Night event. You must attend this meeting if asked in order to receive funding. 8) At this time, if the event is scheduled to take place at RPAC, the event planner must also set up a meeting with the RPAC Evening Weekend Coordinator, Kari Miller (firstname.lastname@example.org, 292-7671), to discuss your group’s setup and staff needs, RPAC logistics, etc. This meeting must occur at least three week prior to the event. Come to this meeting prepared to discuss exactly what you want the event to look like (i.e. tables, access to outlets, food location, etc.). If the event is scheduled to take place in another location, please set up a meeting with the appropriate person. 9) Report any changes to the Director of Student Wellness at 292-4527. All major changes must be approved before being implemented! This includes: Date or time changes Amount of funding to be received from other sources Funding allocation Change in nature of the event, etc. Any changes made without notifying the Director of Student Wellness could result in loss of funding and this will be taken into account when reviewing any future applications from your group.
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