Joint Sponsorship

Joint Sponsorship Process

In accordance with Regents' Rules and Regulations, Rule 80105, and UT Tyler's proceddures, please follow the Joint Sponsorship process outline below.

Joint Sponsorship Approval Form in DocuSign

STEP 1: Initial Contact
The initial contact can begin with any of the following in terms of utilizing UT Tyler space for a program/event.

• Outside group contacts someone at the University (Event Management, College, Departments.)
• Outside group contacts the Office of Community Engagement & Special Events.

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. 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.

“Special Use Facilities” listed in H.O.P. Section 5.14 are available for a fee for public use without a joint sponsor use agreement. All other spaces on campus, including classrooms, are only available for public use with Joint Sponsorship, fees may apply.

STEP 2: Approval of Joint Sponsorship
Community Engagement Approval Process
The Office of Community Engagement must approve all joint sponsorships by review of the Sponsorship Committee.  Please complete the Joint Sponsorship Approval form found in DocuSign. Please remember that it often takes several weeks to move through this process, so please contact Community Engagement if you have any questions about the timing of your event request.

If the event aligns with the University mission and is a good fit for a Joint Sponsorship, the Office of Community Engagement and the Sponsorship Committee will approve the Joint Sponsorship.

UT Tyler Point of Contact (POC)
The college, school, or department will designate a UT Tyler employee to serve as the Point of Contact (POC) for this event throughout the entire planning process. Event Management is available to assist in the coordination; however, it does not act as the event planner.

The designated POC will be responsible for overseeing the Joint Sponsorship steps below from start to finish, including, but not limited to, the following:

• Collect Data from Community Organization (Step 3 below)
  • Reserve space on campus through Astra
  • Complete the Event Management Coordination Form (EMC) (Step 4 below)
• Set up a 30-Minute Meeting with Event Management (Step 5 below)
• Actively Be Involved in Planning and Communication (Step 6 below)
  • Answer questions that may arise
  • Collect necessary data and fee information from Event Management
• Ensure Joint Sponsor Use Agreement is Signed upon Receipt (Step 6 below)
• Attend Event (Step 7 below)
• If Required, Ensure Payment is Received in a Timely Manner (Step 8 below)
  
  

STEP 3: Collect Data from Community Organization
Reserve Space on Campus Through Astra
After the Joint sponsorship Approval Form in DocuSign has been completed, the POC will need to gather general information in order to complete the online Astra request form, including, but not limited to, the following:

• Event Date
• Event Time
• Event Location(s)
• Is Food Being Served
• The Number of Expected Attendees
• Parking Information

Once submitted, the event will be placed in a pending status, as additional information will be needed to complete the Joint Sponsor Use Agreement, if the joint sponsorship is approved. Eventmgmt@uttyler.edu will send the Event Management Coordination form (EMC) to the POC for completion.

Complete the Event Management Coordination Form (EMC)
Upon receipt of the email, the designated POC needs to copy the reservation number and follow the link to access the Event Management Coordination form. At this stage, the POC may need to engage further with the community organization to obtain all relevant information necessary for completion of the form.  

Below are a few of the questions you will need to answer:

• Anticipated Attendance
• Will Minors be Present
• Is Housekeeping Needed
• Event Setup and A/V Needs
• Any On-Campus Deliveries
• Food Vendor Information
  • NetHealth Permits Valid
  • Current Insurance
• Will Alcohol be Served
• Does the Community Organization have Insurance that Meets UT Tyler's Requirements?  (see below for more information)
  • The community organization must provide a Certificate of Insurance (COI).
  • If the community organization does not have insurance, a Tenant User Liability Insurance Policy (TULIP) can be purchased from UT Tyler through Event Management.
• Community Organization Information
  • Who will sign the Use Agreement
  • Signatory's email address

Once the form has been completed in its entirety and submitted, the POC will receive additional instructions (Action Items) outlining the next steps to ensure the success of their event.  They may include further coordination with the UT Tyler Police Department, Environmental Health & Safety, Risk Management, and other applicable departments.

STEP 4: 30-Minute Meeting with Event Management
It is essential that Event Management and the POC maintain communication throughout the entire planning process.  The POC needs to email Peggye Mahfood to schedule a 30-minute meeting to review POC responsibilities and an event timeline.  Event Management has found that this meeting significantly contributes to a smooth process and the overall success of the event.

STEP 5: Actively Be Involved in Planning and Communication
Answer Questions that May Arise

• The Event Procedure Manual addresses most questions that arise during the planning process. However, if additional clarification is needed or an answer cannot be found, the POC should email Event Management for assistance.
• At least three (3) weeks prior to the event, the POC needs to confirm all final event and setup details with Event Management. This information is critical to ensure the success of the event.
  • Use the Cancel/Change Form to make any changes.
  • Last-minute changes may not be accommodated.

Collect Fee Information from Event Management
Depending on the nature and details of the event, fees associated with Joint Sponsorships may apply and will be the responsibility of the community organization.  Event Management will provide an estimate to the POC for approval prior to finalizing arrangements.

Potential Fees:

• Administrative Services
• Space Usage
  • Rental Fee charged for renting space on campus OR
  • Overhead Cost Fee as per Regents' Rules and Regulations, Rule 80105
• Porter/Housekeeping for events with food, large number of attendees, etc.
• Setup/Teardown if outside of normal working hours
• Certified Crowd Manager (CCM)
  • 50 – 249 attendees require one (1) CCM, 250 – 499 attendees require two (2) CCMs, etc.
  • For more information see the Event Procedure Manual
• UT Tyler Police Department for onsite presence if alcohol is being served, dignitaries on site, or 500+ attendees
• TULIP Insurance if the community organization does not carry liability insurance coverage

Fees may be waive fees or significantly reduced.  The community organization may be required to pay other fees that cannot be waived, including, but not limited to:

• Certified Crowd Manager
• UT Tyler Police Department
• TULIP Insurance
• Other Hard Costs

STEP 6: Ensure Joint Sponsor Use Agreement is Signed Upon Receipt
Event Management will upload the use agreement into DocuSign. It is the responsibility of the POC to coordinate with both UT Tyler and the community organization signatories, and to address any questions related to the DocuSign process.

PLAN EARLY! The Office of Legal Affairs requires 20 days to process and execute use agreements.

STEP 7: Attend Event
The POC or their delegate must be present at the event to troubleshoot, answer questions, etc. This may include, but is not limited to, the following:

• Welcoming group to campus
• Ensuring space is set up correctly
• Serve as the Certified Crowd Manager or designate people to this role. Requirements and link to receive certification can be found in Section 6 of the Event Procedure Manual.
• Assisting with equipment (if applicable)
• Notifying Physical Plant if the space is too hot/cold (903.566.7300)

STEP 8: Ensure Payment is Received in a Timely Manner
Event Management will invoice the outside organization, with payment due prior to the first date of the event. The POC is responsible for ensuring timely payment of the invoice.