Joint Sponsorship

Joint Sponsorship Process

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

Joint Sponsorship Approval Form in DocuSign

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:

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, Department)
• 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 a community organization is invited 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
The Chief Business Officer and the Office of Community Engagement, by review of the Sponsorship Committee, must approve all joint sponsorships.  Please complete the Joint Sponsorship Approval form 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 status of your event request.

If your event aligns with the University’s mission and meets the criteria for Joint Sponsorship, it may be eligible for approval.

STEP 3: Gather Details from the Community Organization
Reserve Space on Campus Through Astra
The POC needs to gather general information in order to complete the online Astra request form, including, but not limited to, the following:

• Event Name
• Event Date
• Event Time
• Event Location(s)
• Food Service
• Expected Number of Attendees
• Parking Information

Once the online request form has been submitted via Astra, the event will be placed in a pending status.  Eventmgmt@uttyler.edu will send the Event Management Coordination form (EMC) to the POC for completion.  If the joint sponsorship is approved, additional information collected from the Event Management Coordination Form (EMC) will be used to complete the Joint Sponsor Use Agreement.  

Complete the Event Management Coordination Form (EMC)
Upon receipt of the "Action Required" email, the designated POC should follow the instructions provided.  The POC may need to engage further with the community organization to obtain all relevant information necessary for completion of the form.  

Below are some of the questions you may be asked to complete in the EMC:

• Anticipated attendance
• Whether minors will be present
• Housekeeping needs
• Event setup and A/V requirements
• Any on-campus celiveries
• Food vendor information
  • NetHealth permit status
  • Current insurance information
• Whether alcohol will be served
• Confirmation that the community organization has insurance that meets UT Tyler's requirements
  • The community organization must provide a Certificate of Insurance (COI).
  • If the organization does not have insurance, a Tenant User Liability Insurance Policy (TULIP) can be purchased from UT System through Event Management.
• Community organization details
  • Name of the individual 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: Short Planning Meeting with Event Management
It is essential that Event Management and the POC maintain communication throughout the entire planning process.  The POC needs to schedule a 30-minute meeting with Peggye Mahfood to review POC responsibilities and the event timeline.  Event Management has found that this meeting significantly contributes to a smooth process and the overall success of the event.

STEP 5: Stay Actively Involved in Planning and Communication
Getting Clarification and Finalizing Event Details

• The Event Procedure Manual addresses most questions that arise during the planning process.
• 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 of your event, the following fees 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.

• Administrative services
• Rental fee for campus space or an overhead cost fee (per Regents' Rules and Regulations, Rule 80105)
• Porter/Housekeeping for events with food, large attendance, or similar needs
• Setup/Teardown services outside of normal working hours
• Certified Crowd Manager (CCM)
  • 50 – 249 attendees require one (1)
  • 250 – 499 attendees require two (2)
  • 500 - 750 attendees require three (3), etc.
  • For more information see the Event Procedure Manual
• UT Tyler Police Department presence (required when alcohol is served, dignitaries are present, or 500+ attendees)
• TULIP insurance if the community organization does not carry liability insurance

Fee Waivers and Required Costs
Some fees may be waive fees or significantly reduced depending on the event and the circumstancees.  However, cerain costs cannot be waived.  These may include, but are not limited to:

• Certified Crowd Manager (CCM)
• UT Tyler Police Department services
• TULIP insurance
• Other hard costs associated with event support
  
  

STEP 6: Agreement Signed Upon Receipt
Event Management will upload the joint sponsored 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 designated delegate, must be present at the event to troubleshoot, answer questions, and provide support as needed. Responsibilities may include, but are not limited to:

• Confirming that the space is set up correctly prior to the event
• Welcoming the group to campus
• Serving as the Certified Crowd Manager (CCM) or assigning individuals to this role. Requirements and the certification link 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 or too cold (903.566.7300)

STEP 8: Payment Receipt
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.