The EDI Office is committed to supporting events that align with our mission to foster equity, diversity, and inclusion within the Allard community. While a wide range of events may be considered, priority will be given to initiatives that highlights inclusiveness in the face of diversity and events that integrate both academic and social components.
Guidelines
To ensure transparency, equity, and effective use of resources, we have established the following guidelines for sponsoring events:
1. Collaboration and Partnership
- The EDI Office values collaboration in the planning and execution of events. Sponsorship requests should include opportunities for our team to work alongside organizers to ensure the event aligns with EDI principles and goals.
2. Event Accessibility and Inclusivity
- Sponsored events must be open to all Students, Staff and Faculty and not limited to a single class or course.
- Events should actively promote inclusivity, ensuring diverse participation and representation.
- When planning an event, please be mindful of room and event accessibility where possible.
3. Funding Limit
- The financial contribution from the EDI Office will depend on the number of attendees per event. The funding pool is currently $5000 for the duration of September 2025 - June 2026. Funding will generally be between $300 and $500, depending on the scope of the application and attendees.
- When the sponsorship is shared with other funding sources or organizations, the contribution will equal that of the co-sponsors.
- Funds may be used to cover specific expenses, such as catering, materials, or honoraria, but are subject to university and Allard policies and restrictions. This means that the funds cannot be used towards gift card purchases, no alcohol, etc.). Additionally, funding cannot be used towards accommodations such as hotels and lodging.
4. Advance Notice & Timelines
- Sponsorship requests must be submitted at least three weeks prior to the event date. This allows adequate time for review, planning, and resource allocation.
- Once funding has been approved, projects should be concluded in 6 months or 1 year, depending on what the project entails. Successful funding recipients will discuss with the EDIO.
- The deadlines to use the funding will be provided upon successful funding.
- All sponsorship approvals will be processed as reimbursements per the university's policies and procedures.
5. Additional Support
- In addition to financial contributions, the EDI Office can assist with:
- Booking event spaces on campus.
- Ordering catering services.
- Providing guidance on event planning to ensure alignment with EDI values.
- When promoting the Projects / Initiatives / Events, please include: Event sponsored by the Allard EDI Office.
6. How to Apply
- Applicants must be current Allard Law students, faculty or staff. Students must be in good standing at the time of the application and for the project's duration.
- Event organizers requesting sponsorship must complete the survey found on our website.
- Some of the information we will require includes:
- A detailed description of the event, its objectives, and its alignment with EDI goals.
- A proposed budget outlining the total costs and the specific amount requested from the EDI Office.
- Any additional resources or support needed from the EDI Office.
- The EDI Office is available to work with you and/or your group on the proposal if you are unsure of its components or would like to develop your idea further.
- Requests will be reviewed case-by-case, and approval is subject to budgetary availability and alignment with office priorities.
- Applicants will be notified via email of the decision, and if necessary, we will request more information about the event.
*Proposals seeking funding for academic research that would be carried out in the normal course of work or study, or may be eligible for research funding, will not be accepted.
7. Post-Event Follow-Up
- Organizers are encouraged to provide feedback and a summary of the event’s outcomes, including attendance numbers and how it met its objectives.
- All expenses are subject to the Finance Guidelines and Procedures.
- Submit your itemized receipts via email to edi@allard.ubc.ca.
- Attendance list.
- Link to the event information or poster of the event.
Apply for Funding
Applicants are responsible for ensuring the application is fully completed and all required information is included for the EDI Office consideration. Applicants who need assistance with the application process may email edi@allard.ubc.ca for support or further information.
Please note that the EDI Office provides funding only for the specific purposes outlined in the Community Events Sponsorship Guidelines. Receiving funding does not mean that the EDI Office endorses or agrees with the recipient’s views, messages, or activities.