Sponsored Events

Definition:
Events by groups not affiliated with OSU-Oklahoma City (OSU-OKC) but directly related to an OSU-OKC department’s area of service and the campus mission. These events must have an OSU–OKC faculty or staff member serve as the contact person and require the approval signature of the sponsoring department’s Division Head or Director as well as the appropriate Vice President or the President. Fees for profit will not be charged to attend these events.

Examples included are professional organization meetings and conferences, higher education administration meetings and events to promote departmental offerings. Typically, charges will be waived for normal facilities use. Charges for equipment and support services may apply.

The sponsoring OSU-OKC contact person will have direct control/involvement in the event including, but not limited to, the following:

1. Verify the event directly relates to the mission of their department and OSU-OKC.
2. Request and tentatively reserve campus facilities with the Office of Student Center and Campus Events.
3. Complete the Request for Sponsorship form and obtain department Division Head or Director approval.
4. Ensure the event organization contact person is aware of OSU-Oklahoma City Facility Use Policies and Procedures and has signed/returned the OSU-Oklahoma City Facility Use Agreement.
5. Serve as the OSU-OKC host for the event. (i.e. provide a “welcome greeting” to the group, coordinate OSU-OKC publicity/recognition through the Public Relations office, provide appropriate promotional materials, or other similar activities)

Steps to Request Sponsorship

1. Event Organization initiates the request with the sponsoring OSU-OKC Department.
2. The OSU-OKC Contact Person tentatively reserves campus facilities with the Student Center and Campus Events office.
3. Student Center and Campus Events completes the estimated requested resources on the Request for Sponsorship form and e-mails it (and this “Sponsored Events” information sheet) to the OSU-OKC Contact Person.
4. The OSU-OKC Contact Person completes all portions of the top two sections of the Request for Sponsorship, prints the form and obtains their departmental Division Head or Director approval signature. The signed Request for Sponsorship is returned to Student Center and Campus Events.
5. Student Center and Campus Events forwards the Request for Sponsorship to the appropriate Vice President or the President for final authorization.
6. Student Center and Campus Events sends a copy of the authorized Request for Sponsorship and the Event Confirmation to the OSU-OKC Contact Person.

Approved by VP Council 12-17-01

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