Sponsorship Guidelines

Although Fairfield University is pleased to offer its event venues to external groups, the primary usage of our facilities is in service to the University’s academic and operational events, with a focus on its students, faculty and staff. Events are scheduled in keeping with the University’s mission as a Jesuit coeducational institution of higher learning, and focused on the creative intellectual potential of its students and fostering a sense of social responsibility.

Venues are inclusive of but not limited to: classrooms, meeting rooms, auditoriums, outdoor areas, banquet facilities, residence halls, and common spaces.

Fairfield University requires reimbursement for all direct costs incurred for venue use. Direct expenses include, but are not limited to, set-up/break-down expenses, costs incurred as a result of occupancy beyond regular hours, audio-visual requirements, custodial, personnel required to service an event, special equipment, Public Safety, parking, and technical support.

Regardless of the complexity or simplicity of your event, the Office of Conference and Event Management is here to answer questions and provide support to you during each step of your planning process.

The use of University venues for scheduled academic instructional and research purposes, and athletic events and practices take precedence over all other uses of such space.

University organizations, departments, or individuals are not permitted to negotiate the use of University facilities or services with external organizations except in coordination with the Office of Conference and Event Management.

In determining how an event is designated for pricing and programmatic purposes, the Office of Conference and Event Management works with the following user groups when planning events:

Registered Student Organizations:

Any registered student organization at Fairfield University that has completed all requirements for recognition by the Council of Student Organizations (COSO) Events in this category are exempt from event-related rental fees but are subject to direct event expenses, including work orders, catering, security, staff overtime, or special equipment-related costs.

Department:

Any recognized University department or committee

Events in this category are planned and produced primarily for members of the Fairfield University community. Department events include: athletics, faculty/staff development, commencement, open houses, etc. Events in this designation are conceived, created, operated, and paid for by a Fairfield University operating budget.

Events in this category are exempt from event-related rental fees, but are subject to all other event-related expenses.

Affiliated/University Co-Sponsored:

A non-university organization with a recognized relationship with the University or with a University department, not an individual employee

Such events may include academic programs, conferences, retreats and/or meetings involving two entities: a Fairfield University entity (academic department, administrative unit, approved student organization) and an outside organization, such as a professional association in which the University holds membership or maintains a relationship that directly benefits the University community or community-based organization.

In general, Fairfield University Co-Sponsored events involve a contractual arrangement with the University. The co-sponsoring university department is considered the primary owner of the event.

Events in this category are assessed discounted fees for venue rental only (all direct fees are the responsibility of the User). Additional fees may include catering, security, staff overtime, and special event-related costs. The partnering outside organization is required to sign a facility usage agreement with the Office of Conference and Event Management outlining the terms of use and will provide proof of liability insurance as outlined in the terms of the facility usage agreement.

The following criteria must be met in order for an event to be considered an Affiliated/Co-Sponsored event:

• The outside organization may not have any revenue-generating interest in the partnership/co-sponsorship; if so, then the non-affiliated/external event rate will apply.
• The appropriate University officer with the authority to commit the department’s financial resources will authorize the event in writing to the Office of Conference & Event Management (e-mail is acceptable). For events paid for by the outside organization, the non-affiliated/external event rate will apply.
• A member of The University’s academic or administrative unit will be designated as the “University Host” who will be responsible for:
  
  
  • Liaising with the Office of Conference & Event Management to coordinate the event and organizing all event-related reservations and paperwork
  • Attending the event in its entirety to ensure it is conducted in accordance with University policies and safe/proper use of facilities. Failure to attend the program by the University host may prohibit the approval of future scheduling privileges.

Non-Affiliated/External Events—Not-for-Profit Organizations:

An outside group or organization that does not have a recognized relationship with a University department, but is requesting use for a not-for-profit event These include events organized by not-for-profit individuals, groups, businesses, or organizations.

Events that fall in this category are assessed discounted fees for venue rental only (all direct fees are the responsibility of the User). These events require a contractual arrangement with Fairfield University. Sponsors must show proof of not-for-profit status when booking the event. Additionally, the University requires proof of general liability insurance prior to the event. If alcoholic beverages are to be served, an additional liquor liability policy is required. All proof of insurance must be filed with the Office of Conference & Event Management a minimum of 10 business days prior to the event.

The following criteria must be met in order for an event to be considered an Affiliated/Co-Sponsored event:

• The outside organization does not have any revenue-generating interest in the event or conference; if so, the regular non-affiliated/external event rate will apply.
• The outside organization is a recognized not-for-profit company or business

Non-affiliated/External Events—Other:

An outside group or organization that does not have a recognized relationship with a University department

These are events organized by individuals, groups, businesses, or organizations not affiliated with the organizational structure of Fairfield University. Examples include: weddings, receptions, corporate meetings and events, seminars, conferences, and social activities.

Events in this category are responsible for full event-related fees including facility rental, staff overtime, catering, security, special event-related costs, and administrative fees. Non-Affiliated/External Events require a contractual arrangement with Fairfield University. Additionally, the University requires proof of general liability insurance prior to the event. If alcoholic beverages are to be served, an additional liquor liability policy will be required. All proof of insurance must be filed with the Office of Conference & Event Management a minimum of 10 business days prior to the event.