UPB frequently co-sponsors other events on campus with other organizations. The following are the new cosponsorship guidelines that student organizations should follow if requesting a co-sponsorship with UPB. The cosponsorship form is found at the bottom of the requirements, or in the docs tab.
General Notes about Cosponsorships
Cosponsorships shall be limited to events that cater to the entire Case undergraduate population and are not exclusive against any students.
Cosponsorships should be events that are aligned with the University Programming Board’s mission and purpose to promote student activities and entertainment from the Student Allocation Fund.
Cosponsorships will not be granted to philanthropic events where donations are required i.e. ticket sales or entrance fees that go to a charity. Furthermore, money given to events must be applied for programming purposes, no donations can be applied from The University Programming Board’s funding.
Events must be open and advertised to all undergraduate students for the major benefit of undergraduate students, i.e. undergraduate student attendees shall be at least 50% of total attendance.
Only Student organizations and departments recognized by Case Western Reserve University may request funding.
Procedure and Timeline for Deciding Cosponsorships
Group must submit a cosponsorship form and present to the University Programming Board a minimum of 28 days prior to the date of the event (or 4th board meeting before event; whichever is longer).
In addition to the cosponsorship form being sent to upbexec@case.edu, a detailed budget and estimate of attendees shall be submitted by 5:00pm the day of the board meeting presentation.
The presentation shall be no longer than 3 minutes in length excluding questions. The presenter will be asked to leave while University Programming Board members deliberate and vote. Voting will take place as written ballots and two-thirds of votes cast are required for an event to be cosponsored.
A positive or negative University Programming Board decision will be announced to the group within one week after the presentation to the Board. At that time, the University Programming Board Event Liaison (from 1-3 members of University Programming Board) will have been decided by majority of the University Programming Board elected board members.
The following board meetings after presentation, the University Programming Board Event Liaison will treat this event as their own and present its activity and updates such as the budget and PR status.
The University Programming Board Event Liaison will be expected to attend or find a replacement to the cosponsored event.
After every event the ‘Event Organizers’ will be required to complete an Event Evaluation and Budget Utilization Form in consultation with the University Programming Board Event Liaison. If this is not followed, the University Programming Board shall deny future cosponsorship requests for one calendar year.
All cosponsored events must follow this procedure with the exception of events that a University Programming Board committee plans and proposes in their budget the previous semester.
Board debate for each event should include but is not limited to, cost spent per person, who will be the liaison(s), are there any overlapping grey areas that need to be discussed or that need work before the University Programming Board can approve an event?
These policies are a framework for deciding cosponsorships; the University Programming Board retains the right to deny events that even fulfill all the previously mentioned requirements.
Monetary Guidelines
Before cosponsorship can be granted, projected budget must be itemized.
There shall be a limit of $20 per expected person, i.e. if 50 people are expected, then $1000 is the maximum that can be granted.
The University Programming Board shall not contribute 50% or greater of the event cost unless the University Programming Board is the final decision-maker for the event.
All cosponsored events shall be cosponsored through the “Cosponsorship” allocated portion of the budget.
The group that is hosting the cosponsored event must use all money put towards it from cosponsorships and ticket sales. If there is a surplus of what they do not use on that specific event, a prorated amount of the allocated money shall be returned to the University Programming Board.
|
