Joint-Sponsored Events

What is a Joint-Sponsored Event
All spaces on campus, including classrooms, are only available for public use with Joint Sponsorship, fees may apply.

No - Not Joint Sponsored
If the event is primarily "owned" by UT Tyler and you are inviting a community organization to participate (like a guest speaker or participant), it is NOT considered a Joint Sponsorship and does not need to go through this process. 

Yes - Joint Sponsored
If the event in question is primarily “owned” by a community organization and they are inviting UT Tyler to participate, it qualifies as a Joint Sponsorship.

Refer to the Joint Sponsorship Process for detailed requirements at each step!

University or Department Sponsor
You are a university or department sponsor if the following conditions set by Regents’ Rule 80105 are met:

• Your department, program, or registered student organization is directly involved with the        planning and execution of the event and has a university representative (faculty/staff/club      member) attend the event; and
• The program or activity is upon invitation by the university; and
• The program or activity directly supplements the educational purposes of the institution; and
• The program or activity is not a political or sectarian gathering; and
• Your department or program will be responsible for all details of the program or activity and has a university representative (faculty/staff/club member) attend the event; and
• The scheduled property or buildings for programs or activities of The University of Texas at  Tyler will have priority over the scheduling of jointly sponsored programs or activities; and
• The fee charged for the jointly sponsored program or activity at a minimum ensures recovery      of the cost incurred by The University of Texas at Tyler.

Joint Sponsore Use Agreement and Liability Required
A Joint Sponsor Use Agreement and liability insurance are mandatory. The sponsoring department’s Dean/Vice President and Office of Community Engagement are signers as well as the President’s designee. 

Contact Event Management for more information. This process could take up to two (2) months. Start early!

You are not a university or department sponsor if any of the above criteria are not met. A community business or organization that wishes to meet on campus must contact Event Management to discuss availability and rental fees. “Special Use Facilities” listed in H.O.P. Section 5.14 may be available for public use, for a fee, without a joint-sponsored use agreement.  All events held in these facilities must clearly support and align with the mission of the University.

Student Organization Sponsor
Your registered student organization will be responsible for all details of the program or activity and has a university representative (faculty/staff/club member) attend the event.

• An authorized representative for the approved student organization must submit their request via UT Tyler Patriots Engage, preferably 14 days in advance.
• The event is not approved until the form is processed by Student Engagement and Scheduling & Conference Services
• Although usage fees will not be assessed; in some cases, there may be other campus services fees.
• Please contact the Department of Student Engagement at getconnected@uttyler.edu with questions.

Joint-Sponsor Process
In accordance with Regents' Rules and Regulations, Rule 80105, UT Tyler has created a Joint Sponsor process. It is the responsibility of the college/unit/school/department to review this process in full when considering hosting a joint-sponsored event.

UT Tyler's Office of Legal Affairs needs a minimum of 10 days to process and execute the Use Agreement.