The ASABE Foundation offers the following guidelines for Sections to submit requests for Grass Roots Incentive Funding to facilitate an event, which a Section proposes to sponsor. These funds are available from the ASABE Foundation when such requests are submitted and approved according to the Foundation's approval procedures and continuing availability of funds.

Section events are to be held in conjunction with Section meetings with the primary goal of promoting increased meeting participation and member benefits. While educational and professional benefits to members are elements of intent and certainly are acceptable qualifying events, other events may include such activities as golf outings, fishing outings, other sporting events, special guest speakers or lecturers, other dinner/banquet activities, tours, transportation, tour refreshments, etc.

The event needs to be carefully planned, described and budgeted so that benefits to members and Section participation are enhanced by sponsorship of the event. The need for incentive funding needs to be clearly and adequately conveyed to reviewers of the incentive funding request. The incentive funding offered is for event start-up, advanced funding for promotions or expenses prior to receipt of event income to cover expenses.

While commonly referred to as 'seed money', the Foundation has chosen to call this an incentive funding program. If the incentive funded event produces a net income, the incentive funds are to be returned in full or partially to the Foundation upon completion of the sponsored event. Applicants are asked to note this requirement and its implications of adequate and accurate record keeping of income and expenses of the event. These records will become extremely important if the event does not produce a net income at the close of the event.

In submitting a request, Section(s) agrees to repay the incentive funding if the net income permits within 60 days of the event. If there are no funds available to cover repayment from the Foundation-funded event, the Section may request a waiver for no repayment or partial repayment within 60 days of the sponsored event.

The general intent of these guidelines is to request basic information about the event. Identification of member benefits, the need for incentive funding and a reporting of income and expense records and repayment must be clearly defined. If this information is not clear, be sure to contact the Foundation Administrator for clarification prior to signing and submitting an incentive funding request.

A completed funding request form should be submitted both electronically and by hard copy to the Foundation Administrator. The approval process is sequential; the Membership Development Council must endorse the request, followed by a majority vote of the Foundation Trustees. Approval may take place by e-mail ballot. Requests for incentive funding may be made anytime during the calendar year. There is a limited amount of funding available, so funds are available on a first come, first served basis. The Foundation Administrator targets the approval process for completion within two weeks of first receipt, so plan accordingly for early submission and the approval process time.