Planning aCo-Sponsored Event PRESENTED BY THE Office of Special Events
Reasons Behind our Policy Change • The internal department point person is not always in attendance at the co-sponsored event • The University is not always named as co-sponsor in promotional materials • The University Special Events department conducted a significant amount of benchmarking and found most universities charge internal departments a reduced user fee for co-sponsored events • Waived fees in Fiscal Year 2010 was $275,00
Scheduling Priorities • The University Special Events Office, so as to maximize opportunity and avoid overtaxing facilities, resources and staff, will make every attempt to distribute events broadly and reserves the right to make space recommendations based on event type across the academic year. • When implementing our new scheduling system, we worked with administration to create a scheduling priority system. • Academic Classes • University/ School/ College Events • Student and Campus Activities Events • External Events
Schedule Priorities Described • Priority is granted to scheduled academic classes and then to annual, all-college events. Example of “college events” include: endowed lectures and concerts, university-Fest, student Orientation, Open House, Student Conversion Events and Commencement. Those events that may occur only once, such as a building dedication, will also receive scheduling priority. • One-time academic events aligned with the academic mission of the University will receive the next highest priority. • Established collaborations will be given the next priority, and renewed on an annual basis.
What is a Co-sponsored Event? • A co-sponsored event is an academic program, conference, retreat and/or meeting involving two entities: a Pace University entity (academic department, administrative unit, approved student organization) and an outside organization. • The sponsorship and the responsibility for the event are shared between the University unit and the external organization. The sponsoring internal University until must actively participate in the planning process of the event and a representative(s) of such internal University Unit must be present at the event.
Criteria for Hosting a Co-Sponsored Event • Your event request must have one or more of the following criteria: • Event will promote Pace to perspective students to increase student enrollment • Event showcases the innovative distinct strengths and distinguished programs of Pace • Event enhances Pace’s visibility and reputation. The event should promote Pace both within and outside the New York metropolitan area • Event will build strategic partnerships and enhances relationships in order to cultivate potential donors to meet the University mission for philanthropic goals. • Event builds relationships with government and/or non-governmental agencies in New York City, Westchester or on the federal level
New Policies for Co-Sponsored Events • The external organization will received Pace space at a 70% discount off the current room rental • Currently any outside entity reserving event space at the University is charged between $300- $30,000 for their event. • When requesting your event you now must submit your request via the online form, https://appsrv.pace.edu/cosponsoredevents • For more information please visit our website at www.pace.edu/special-events/co-sponsored-events
Co-Sponsored Event Procedures • Please note that prior to submitting your online application you should speak with your Dean/VP regarding the possibility of hosting your event at the University. • The Event requester from the internal University unit completes the online co-sponsored application. Once the co-sponsored application submitted, the application will be electronically routed to the relevant authorized University official (Dean/ Vice President) for review and approval.
My Event was approved…Now what? • Automated notification will be sent by electronically to the internal University unit. • Upon receipt the internal point person will initiate the space request, via the University’s Webviewer (www.events.pace.edu).The R25 scheduler will review the space request via the Webviewer and inform the requester if space is available • The Office of Special Events will liaise with the internal University unit to obtain the required information (including facilities, education media, food service, security) • The Office of Special Events will prepare the appropriate co-sponsored event agreement and confirmation letter
My event was Declined…What are my options now? • An automatic notification will be emailed to the internal point person. • The internal point person will contact the external organization and inform them that the event will be treated as an external client of the University • The internal University unit notifies email@example.com of the external client’s decision whether to proceed • If the external client wants to proceed, the co-sponsored event coordinator will route the information to Kristen Vinciguerra, Associate Director of Special Events
What are my Responsibilities as a Co-Sponsoring Department? • Request space via the Webviewer, once the event has been approved • Act as the liaison between external organization and University’s Office of Special Events • Provide the name of the internal University unit representative who will be the liaison with the external organization • Contact Pace University Admissions if event participants are potential University recruits • Provide budget index code the OSE for any internal fees not paid by the external organization • Identify who will be charged for the internal service fee applicable to the event • ide OSE the external organization’s tax exempt number form, if applicable
What are the Office of Special Events’ responsibilities? • Approve requested space once relevant authorized University official and provide copy of confirmation to the internal point person • Provide instruction to all service groups pertaining to event needs based on hosting department directives • Prepare confirmation letter of all requirements to external organization including all expected charges for services provided • Oversee all administrative activities relative to the use of University space resources • Bill external organization after the event for University-provided services for which payment was not received prior to the event
What are the responsibilities of the the External Organization? • Provide University with its contact information • Provide internal University unit with all pertinent information required to facilitate the event • Sign and return the “Co-Sponsored Agreement” to the internal University unit and provide the internal University unit a certificate of liability insurance • Submit payment for 30% of the total user fee to the Office of Special Events and submit payment for service department to the Office of Special Events for charges required for the event with payment no later that 3 days prior to the event if applicable • Cover any unexpected service department fee within 45 days of event.
Filling out the Co-Sponsored Application • The application is available at https://appsrv.pace.edu/cosponsoredevents • You will need your portal user name and password to fill out the application • Once logged into the system you will have a series of questions pertaining to the event to fill out. Please fill these out with as much detail as you can.
Co-Sponsored Event Proposal • Please provide your co-sponsored event proposal including the contribution of each co-sponsor in presenting the event and identify specific contributions of this event to the University. • The following are the questions you will be asked: • Purpose of Event • Event Description • The University contribution to the event • Explain in detail the ways in which this co-sponsored event benefit the University
Additional Information Needed for the Application • Will the event be open to the public? • Will there be a speaker(s) from Pace University in the program? If so who will be speaking? • Will this event be recurring relationship? • Will there be external marketing/advertising? • Will there be internal advertising & marketing needs?
Determine the following with External Organization • Determine who will be responsible for the following: • Lackmann (Catering) Charges • Buildings& Grounds Charges • Security Charges • Educational Media Charges
Important information to keep in mind • Any internal charges billed to the external organization and not paid will be charges back to the co-sponsoring internal University Unit. You will need to provide your index code for proper processing. • Internal University unit must work with Office of Special Events and with University Marketing and Communications Department on a communication/marketing plan to promote event. • If Pace University’s name will be used on external promotional materials (press release, advertisements, brochures, etc.), it must be approved by University Relations. Contact Christopher Cory, at 212-346-1177, for all press releases and media and Andrea Marais, at 212-346-1347, for all internal advertising, brochures, etc. • If you are working with a government agency, or elected official, you must, BEFORE AGREEING WITH SUCH GOVERNMENT AGENCY OR ELECTED OFFICIAL TO THE SCHEDULE THE EVENT, contact the Office of Government and Community Relations to notify the of this event. Contact Eric Morrisey, at 212-346-1613 • Proposed co-sponsored events not approved by the relevant University Dean or Vice President will be deemed an external client and all applicable University fees and charges will be incurred.