Policy explanations

Scheduling Services utilizes many terms associated with university policies. This page explains the language we use so you can successfully move forward in planning your event.

Sponsor or funder?

Sponsor is the University Group responsible for hosting an Outside Group, represented by the University Primary Contact. This person will coordinate with campus offices and liaise with the Outside Group. UAM 5,302 (Definitions)  

Funder is the organization that is primarily financially responsible for fees and charges associated with the activity hosted on campus. This may be the University Group, the Outside Group, a separate entity, or a combination of these. (Sponsors are ultimately responsible for all financial obligations.)

University Event or Outside Group event?

University spaces may be scheduled for events when not in use for university activities (instruction, research, and administration).UAM 5,300 (Paragraph 2)

Outside Groups are organizations, entities, groups, or individuals not associated, affiliated, or employed by the University. If an Outside Group desires to use university spaces, the event must be sponsored by a University Group. UAM 5,302 (Definitions) 

When determining if your event is a University Event or an Outside Group Event, consider:

• Is the Outside Group guiding the event planning?
• Does the Outside Group have final decision-making authority over the event?
• Does this event primarily further the Outside Group’s mission or goals?
• Is the Outside Group the only entity being represented in event advertising?
• Does the Outside Group control the event website or marketing?
• Is the University listed solely as the event’s host location?
• Is the Outside Group managing and receiving event revenue?
• Is the Outside Group receiving any non-financial event benefits such as membership, personal data, volunteers?
• Would the event occur at another venue if it did not occur at the University?
• If the event is recurring, is the Outside Group responsible for program continuity?

A “yes” to any of these questions indicates an Outside Group Event. Incorrect classification will delay approval. Contact Scheduling Services if you are unsure.

Sponsorship of an Outside Group by a University Group requires written approval from the department chair/director. UAM 5,302 (Section 2)