Sponsored vs. Hosted Events

Sponsored Events

Sponsored events are University of San Francisco events; a department or division of the university is determining the content of the event and is planning and organizing all logistics, in conjunction with Events Management & Guest Services (EM&GS). In addition, a sponsored event is identified and promoted as a university event.

If you’d like to request to bring a sponsored or hosted event to USF, contact the Reservations Manager in EM&GS to see if bringing the event is logistically possible. If it is, EM&GS will put a tentative hold on your requested space(s) for seven calendar days, while you work to get this application signed by your (Associate) Dean, (Vice) President, or (Vice) Provost..

Criteria

  • The sponsoring department/organization must make the request for sponsored status via their (Associate) Dean, (Vice) President, or (Vice) Provost
  • A representative from the sponsoring department/organization must attend the event for its duration
  • A representative from the sponsoring department/organization must act as the contact (with EM&GS) for all event arrangements
  • The purpose of the event is not to generate revenue for an external organization
  • The event must support and benefit the educational, social and/or mission and vision of the university
  • The event must be open to the university community to attend

Benefits

  • Event liability insurance is at the discretion of Risk Management
  • No contract is required

Obligations

  • Treated as a normal USF event, and thus, a representative from the sponsoring department/organizations must act as the contact for the event, and liaise between EM&GS and the external organization
  • Advertise and promote the event to the university community
  • If the external organization/association doesn't pay their invoice (if applicable), the sponsoring department is therefore responsible for any outstanding payments.

Hosted Events

Although the university maintains a relationship with the community or outside organization, hosted events are not University of San Francisco events. The university may derive some benefit from holding the event on campus or from affiliation with the organization associated with the event, but the organization, and not the university, is primarily responsible for determining the content, agenda, logistical arrangements, and costs for the event.

Criteria

  • The sponsoring department/organization must make the request for sponsored status via their (Associate) Dean, (Vice) President, or (Vice) Provost
  • The event must support and benefit the educational, social and/or mission and vision of the university
  • The event must be open to the university community to attend
  • If there is a charge to attend, the charge should be an attempt to cover the cost of the event

Benefits

  • EM&GS works directly with the external organization on the event arrangements

Obligations

  • Event contract
  • Event liability insurance
  • If the external organization/association doesn’t pay their invoice (if applicable), the hosting department is therefore responsible for any outstanding payments.