ERF 2019-20
ERFs for large events requiring the gyms, theater, cougar hall and/or administrative supervision MUST be submitted by 5/30/19. Any ERFs submitted after this date will be denied.

Be sure to check the online ERF Tracker located on the Clubs page of www.evhs.schoolloop.com/clubs for the status of your request. All requests must be submitted at LEAST three weeks prior to the event. Events highlighted in red are NOT approved.

Events may NOT be advertised prior to approval. Events without adviser supervision will not be approved. Approved events will be notified via a calendar invite within 2 weeks of ERF submission. The calendar invite will indicate any extra costs or needs required for the event. ASB will submit the paperwork for custodial, tech and/or security overtime to the bank at the beginning of each month. The club officers and club adviser are responsible for going to the bank to sign the paperwork and submitting approved club minutes.

If the club is raising money for a charity with this event they must use PurplePass or another outside online ticketing agency that sends money directly to the charity. No money raised from concessions or item sales can be donated to a charity. Be sure to place a copy of the ticket sales receipt in your club binder for verification of donation.
Club Name *
Your answer
Club Account Number *
Your answer
Club or Officer Email *
and name of officer to be contacted re: ERF
Your answer
Club Advisor Email *
non-schoolloop email
Your answer
Event Name *
Your answer
Event Starting Date *
All ERF's must me submitted ATLEAST 3 WEEKS PRIOR TO THE EVENT! Large theater events must be submitted SIX WEEKS prior to the event.
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Event Ending Date *
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Event Details/Needs *
microphones? tables? chairs? sound system? etc. Note: custodial and technical requests will be be charged the district rate for support. No use of ASB or theater technical equipment can be scheduled without also scheduling and paying an approved technician.
Your answer
Event Location *
This must be a specific room or location on the EVHS' campus
Your answer
Rental Starting Time *
If you are requesting the facility for extra time to include set up and clean up be sure to add it here.
Time
:
Rental Ending Time *
Time
:
Event Starting Time *
This is the ACTUAL start time of your event.
Time
:
Event Ending Time *
This is the ending time of your event.
Time
:
Entrance Fee - enter the amount charged. *
Remember that your advisor must check out numbered tickets and a cash box from the school bank if you are charging an entrance fee. Cash must be deposited w/ signed deposit form into the drop safe in the staff lounge behind cougar hall after your event. Advisors must set up an appointment with the bank clerk to check out tickets and petty cash.
Your answer
Will you be selling anything? If so, list items and how much will you be selling it for? *
If you are selling any items submit an RPO for purchase of those items to the school bank BEFORE spending any money (reimbursement or not). Advisors must check out cash box from the school bank for sales. Cash must be deposited w/ the signed Fund Raiser Deposit form into the drop safe inside the Staff lounge behind. cougar hall immediately after your event.
Your answer
What are your expected expenses for this event? *
Submit an RPO and club min. for these expenses 3 weeks before spending any money. For custodial, security or tech wages submit club min. AFTER ASB has created the RPO. ASB will create RPOs at the beginning of each month when timesheets are available.
Your answer
What is your anticipated Income for this event? Submit the Fundraising Deposit form w/ your funds. *
Your answer
Projected Attendance *
How many people are predicted to come to your event?
Your answer
Supervision Requirements *
Please check one depending on number of attendees. NOTE: your club adviser MUST commit to being present DURING your event. By signing this form they are confirming attendance.
Required
Supervision *
Teacher Name and Time Frame; List as many supervisors as necessary with the times they will be working. IF none are needed, then enter in " NONE REQUIRED" in the box below!
Your answer
Club Officer submitting this request. *
Enter the name of the CHARTERED Club Officer that is filling this form out
Your answer
Club Advisor's Name - indicating approval. *
DO NOT submit this form with your adviser's name unless they have agreed to supervise your event. Advisers will receive a calendar invite once your event is approved. Advisers MUST ACCEPT the invitation to indicate they have agreed to supervise. No club events will be approved without the adviser in attendance. If this form is submitted without adviser approval your club charter will be suspended until further notice.
Your answer
ASB ICCC Typed Approval
Only for Activites Office Use - the initial of the ICCC will appear here once your event is approved by ICC. No advertising of any event can take place prior to ICC and Activities Director approval.
Your answer
Activites Director Typed Approval
Only for Activites Office Use - the initial of the AD will appear here once your event is approved by the Activities Director. No advertising of any event can take place prior to the Activities Director's approval.
Your answer
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