Section 5.4: Co-Sponsorships

In limited instances, the facility use fee normally charged to outside organizations may be reduced or waived for those events or activities that are co-sponsored by a university school, department or recognized student organization.

To determine if an event qualifies for Co-Sponsorship benefits, answer and satisfy the follow questions and criteria:
  • Is this a "for-profit" event?
  • YES: this event is not eligible to be co-sponsored.
    Exceptions to this rule can only be approved in writing by the comptroller

  • Is there a registration fee? Defined as having an academic component such as for training, tuition, workshops, executive development and personal enrichment. Generally charged for a service which benefits the person registering.
  • YES: this event is not eligible to be co-sponsored. This is a Continuing Studies event.

  • There must be a logical connection between the IPFW sponsor and the outside organization.

  • The IPFW sponsor must have significant participation in the activity or event. This includes, being onsite the entire time the co-sponsored group is on campus for their event and being the sole point of contact on event day between the University and the co-sponsored group.

  • All event publicity must list IPFW and the sponsoring department in comparable size and status as the outside organization.

  • A tangible benefit must accrue to the University.

  • Co-sponsorship terms between the involved parties must be documented in a letter of agreement or contract.

  • The sponsoring department becomes the sole university contact for the group. All requests of the university (e.g., scheduling, facility set-up, LRC, Police and Safety, catering) must be made by the IPFW sponsor.

  • Will there be ticket sales? Defined as having a performance component involving entertainment, sporting events, amusement or leisure activity.
  • YES: all money is to be collected by approved cash handling venues in the University (RMC Box office, Gates Sports Center, Continuing Studies) at pre-established rates. The University will then disperse the collected funds to the co-sponsored group per the agreement or contract.

  • Co-sponsorship forms must be submitted and approved no less than 10 business days prior to the scheduled event date.
    • If the above questions and criteria are satisfied, please complete the co-sponsorship proposal form.
    Obtain the signature of the Campus Person proposing this sponsorship.
    Obtain the approval signature of the Department Head as the IPFW sponsor of this event.
    Obtain the approval signature of the Business Manager who has venue oversight of this event.
    If the event occurs in the Rhinehart Music Center or outside of your normal domain please contact the Special Events Manager at 481-5493.     Return to Table of Contents

    Copyright © 2002 Indiana University-Purdue University Fort Wayne.
    Send comments and corrections on this web site to Tim Heffron

    Revised: November 7, 2008
    URL: http://www.comptroller.ipfw.edu/cospon.html