Co-Sponsored and External Events

CO-SPONSORED AND EXTERNAL EVENTS

Purpose & Scope

To define terms and processes for hosting, co-sponsoring, or renting space for events involving 91Ӱ��.

Who: Faculty, staff, departments, and external organizations.

Scope: Applies to all 91Ӱ�� events involving non-91Ӱ�� participants or external partnerships.

I. Quick Reference / Decision Guide

Question	If YES →	If NO →
Is 91Ӱ�� solely planning, funding, or staffing the event, with no external co-planning or branding?	Internal	Next question
Is 91Ӱ�� involved in planning, funding, staffing, promotion, branding, or serving as host/fiscal agent with an external organization?	Co-Sponsored	Next question
Is the event organized and funded by a non-91Ӱ�� organization for a primarily non-91Ӱ�� audience, with 91Ӱ�� providing space only?	External	N/A

II. Definitions

Internal Events

Planned by 91Ӱ�� for 91Ӱ��’s benefit.
May incur service charges (custodial, A/V, overtime).
Typically no external agreements or COI required.
Additional charges may apply, for example overtime hours for Benson & Locatelli, Nobili Hall, Outdoor spaces, meeting rooms for cleaning fees.
Examples:
- Student Involvement hosts an employee luncheon
- 91Ӱ�� Career Center hosts a student job fair
Note: External organizations may fund these events. However, if they are involved in any capacity beyond funding, it is considered a co-sponsored event.

Co-Sponsored Events

Co-sponsorship means shared responsibility and reputation risk – not just facility access. If 91Ӱ��’s name or logo appears, it’s co-sponsored. An event is considered 91Ӱ��-sponsored if any of the following apply:

It is endorsed or co-sponsored by an 91Ӱ�� department.
91Ӱ�� is involved in planning, funding, staffing, or promotion.
91Ӱ�� has a contractual or legal responsibility (e.g., host, fiscal agent).
Jointly planned by 91Ӱ�� and an external group that furthers 91Ӱ��’s mission.
Examples:
- Professional societies co-hosting an event on campus
- Event with another University’s Thriving Youth in a Digital Environment initiative.
- Community event bringing 100 people to an on-campus festival that is a collaboration between a community organization and 91Ӱ�� Fellowship Program.
- Professional society conducting a public meeting with an awards celebration.

A co-sponsored event must have:

Approval from dean/VP
91Ӱ�� cost center
91Ӱ�� coordinator involved in planning/execution
Agreement + certificate of insurance
All external fees will apply, including booking reservation fees.

External Events

Organized and funded by a non-91Ӱ�� entity.
May include 91Ӱ�� participants, but not primarily for the 91Ӱ�� community.
Requires:
- Facility Use Agreement
- Proof of insurance or TULIP coverage
No use of 91Ӱ�� branding without prior approval.
Events must:
- Be not for profit (for 91Ӱ�� to avoid tax implications)
- Further the mission of the University
- Have relevant contract in place, including insurance and certificates of insurance. TULIP insurance coverage may be obtained if the event provider doesn’t have their own coverage Events Coverage / TULIP - Risk Management & Compliance - 91Ӱ��
Examples:
- Weddings
- Community Partner renting space
- Sports camps run by a 3rd party

III. Process & Requirements

Step 1: Identify 91Ӱ�� Coordinator

Must be 91Ӱ�� employee/faculty
Handles all reservations and logistics
The 91Ӱ�� Coordinator checks space availability through Conference Services and consults with the building manager for sponsored venues (e.g., de Saisset, Locatelli, Nobili).
Must be present during event

Step 2: Department/Dean Approval for Co-Sponsored/External Event

Step 3: completed by 91Ӱ�� Coordinator. All relevant cross-functional units will be notified for approval.

Step 4: Appropriate Agreement(s) Initiated by Office of General Counsel and/or Conference Services

Event Type	Agreement	Issued By
Internal	None, or Speaker Agreement	Department
Co-sponsored	Conference Facility Use Agreement	Conference Services
External	Facility Use Agreement	OGC
For-Profit	Case-By Case (Consult OGC/Finance)	OGC

Step 5: Risk Management to Verify Insurance and Risk Requirements

Insurance Requirements:

General Liability: $1M/$2M aggregate
Workers Comp: as required by CA law
Employer Liability: $1M
Submit Certificate of Insurances to Risk Management at risk@scu.edu
TULIP insurance coverage may be obtained if the event provider doesn’t have their own coverage: Events Coverage / TULIP - Risk Management & Compliance - 91Ӱ��

Youth Protection Requirements:

Sexual Assault & Molestation (if 91Ӱ�� is overseeing minors): $1M +
Background checks, if 91Ӱ�� is overseeing minors, or delegated authority to Co-Sponsor.
Additional information can be found on The Office Of Risk Management's Website.

Frequently Asked Questions

Q: Can a nonprofit use our facilities without co-sponsorship?
A: Yes, but it’s considered an external event and requires a Facility Use Agreement and proof of insurance.

Q: What makes something “co-sponsored” vs “external”?
A: If 91Ӱ�� helps plan, promote, or fund the event—or our name appears in promotional material—it’s co-sponsored.

Q: When is an external organization considered a "co-sponsor"?
A: If an external organization's role in the execution of an event is limited to just funding and 91Ӱ�� is managing everything else, the event is still considered an internal event. If the external organization's role reaches beyond just funding, it would be considered a co-sponsor.

Q: Who decides if an event can be co-sponsored?
A: The sponsoring department’s dean or VP, in consultation with Risk Management and Conference Services.

Q: What requirements apply if minors are at my co-sponsored event?
A: Special requirements apply only when 91Ӱ�� or its leadership is responsible for overseeing or supervising minors. See The Office of Risk Management's Youth Protection Program for more information. If minors attend the event with other supervising adults (e.g., parents, teachers, organization leaders), those adults retain responsibility for the minors.

Q: Where can I access other 91Ӱ�� resources that may be needed for event coordination?
A: For inquiries related to media services, see Media Equipment Request for Events. For inquiries related to Bon Appetit and catering, see Food and Dining Policies. For inquiries related to parking and transportation, see Event Parking.