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University Event Planning Office

CO-SPONSORED AND EXTERNAL EVENTS

Purpose & Scope

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

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

Scope: Applies to all SCU events involving non-SCU participants or external partnerships.

I. Quick Reference / Decision Guide

Question

If YES →

If NO →

Is SCU solely planning, funding, or staffing the event, with no external co-planning or branding?

Internal

Next question

Is SCU 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-SCU organization for a primarily non-SCU audience, with SCU providing space only?

External

N/A

II. Definitions

Internal Events

  • Planned by SCU for SCU’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

    • SCU 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 SCU’s name or logo appears, it’s co-sponsored. An event is considered SCU-sponsored if any of the following apply:

  • It is endorsed or co-sponsored by an SCU department.

  • SCU is involved in planning, funding, staffing, or promotion.

  • SCU has a contractual or legal responsibility (e.g., host, fiscal agent).

  • Jointly planned by SCU and an external group that furthers SCU’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 SCU Fellowship Program.

    • Professional society conducting a public meeting with an awards celebration.

A co-sponsored event must have:

  • Approval from dean/VP

  • SCU cost center

  • SCU 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-SCU entity.

  • May include SCU participants, but not primarily for the SCU community.

  • Requires:

    • Facility Use Agreement

    • Proof of insurance or TULIP coverage

  • No use of SCU branding without prior approval. 

  • Events must:

  • Examples:

    • Weddings

    • Community Partner renting space

    • Sports camps run by a 3rd party

III. Process & Requirements

Step 1: Identify SCU Coordinator

  • Must be SCU employee/faculty

  • Handles all reservations and logistics

  • The SCU 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: Co-Sponsored Event Request Google Form completed by SCU 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:

Youth Protection Requirements: 

  • Sexual Assault & Molestation (if SCU is overseeing minors): $1M + 

  • Background checks, if SCU 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 SCU 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 SCU 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 SCU 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 SCU 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.