External events are those hosted by organizations or individuals with no affiliation or collaboration with the host institution. These entities are not part of any internal department, student organization, or institutional body.

Facility Use Guidelines:

External organizations or individuals may reserve space only when it is not already booked by internal users.

Requirements:

• Signed Facility Rental Agreement
• Certificate of Insurance
• $250 refundable deposit
• Payment prior to the event

Once the Rental Request Form has been submitted, our team will reach out for further event discussion.

Co-sponsored events involve a partnership between a campus department and a recognized external organization.

To Qualify as a Co-Sponsored Event:

• The event must provide mutual benefit and align with both organizations' missions.
• Appropriateness is subject to approval by the Special Events and Programming Office.

Requirements:

• The on-campus group must complete a Rental Request Form for approval.
• A formal agreement between the campus entity and the external organization is required (unless waived by campus authority).
• Certificates of insurance may be required, as determined by Risk Management.
• The event must not interfere with existing campus programs or activities.
• A department representative must act as the primary point of contact for the external organization on the day of the event.
• If unavailable, an approved alternative representative must be present.
• All planning and communication with the Special Events and Programming Office will be managed by the sponsoring department.
• The sponsoring representative is also responsible for communication with the external organization.
• Approval of one co-sponsored event does not guarantee future approvals.
• Individual faculty, staff, or students cannot serve as independent co-sponsors.
• Exceptions must be approved by the designated campus authority.
• If co-sponsorship is not approved, the external organization may still host an event as an independent rental.

A sponsored event is when an organization partners with an outside group to support an event that benefits the organization in a meaningful way. Either the organization hosts the event, or it pays all related costs.

To be considered a sponsored event:

• The event must align with the organization’s mission.
• There must be a clear connection between the organization and the outside group.
• The outside group must offer a significant benefit or service to the organization (as decided by leadership).

Who Can Request Sponsorship

Individual departments, students, faculty, staff, or student groups cannot approve or offer event sponsorships.

Requirements for Sponsored Events 

• A Facility Use Agreement
• Insurance Certificates (decided by the Risk Management team).
• All event costs prior to event
• The event must not interfere with the organization’s normal activities or use of space.
• Sponsorship is not automatically continued for future events—each event is reviewed separately.

An Employee Personal Use Event is a non-work-related event organized by a current employee for personal purposes (such as a private celebration, family gathering, or similar occasion) using organizational facilities and services,

Eligibility & Requirements

• The event must be hosted and arranged by a current employee of the organization.
• The employee must be present at the event and is fully responsible for ensuring that all facility rules and procedures are followed.
• The rental agreement and certificate of insurance must be in the employee’s name to qualify for any applicable employee rate.

Policies & Procedures

• All standard policies and procedures for external rentals apply.
• A signed agreement and valid certificate of insurance are required.
• Charges for food services, labor, security, and other services are fixed and non-negotiable.