UNIVERSITY lICENSING APPROVAL PROCESS:
A. EVENT SPONSORSHIP & CO-SPONSORSHIP:
Sponsored and co-sponsored events are defined as those, which have active
participation of University faculty, staff or administrators (in proposing,
developing, or managing the event). Events that do not have active participation
of University faculty, staff or administrators would be considered non-sponsored
events and be required to coordinate all activities through University
Licensing.
Sponsored and co-sponsored events are defined as those, which have active
participation of University faculty, staff or administrators (in proposing,
developing, or managing the event). Events that do not have active participation
of University faculty, staff or administrators would be considered non-sponsored
events and be required to coordinate all activities through University
Licensing.
There are two major types of sponsored events: those completely internal to
the University and those co-sponsored by a University entity and an agency
external to the University.
1. University Sponsorship: An event which is proposed,
developed, conducted and managed completely by one or
more departments, colleges, divisions or organizations, other than auxiliary,
which are considered part of California State University
Northridge.
2. University Co-Sponsorship: An event, which is proposed,
developed and conducted by CSUN departments, colleges,
divisions or other organizations in conjunction with an organization or agency
outside the University. There may be multiple internal
and external organizations involved in the event,
however, there should be a lead internal department
identified for the purposes of coordinating with
University Licensing.
B. REQUIREMENTS FOR ALL SPONSORED & CO-SPONSORED
EVENTS:
1. All events must have a University sponsor who shall be responsible for
oversight of the event, as well as direct and indirect
costs not covered by the fees received, and will ensure the event complies with
all applicable University policies. A list of possible
fees for a sponsored event is attached as an appendix to
this document.
2. The event would go through standard approval processes and comply with all
applicable University policies. Approval by a Cabinet
Member or Dean would be required per University Licensing Policy.
3. Approval of a sponsored event does not guarantee space. Upon approval,
space must be reserved through the appropriate agencies
(Room Reservations, University Licensing or Student Development).
4. Facilities use fees could be waived upon appropriate approvals per
University Licensing Policy. (A general understanding
has been that if an event is sponsored solely by the University, there are no
facility use fees.)
5. In addition, the approver must consider the following:
a. Relevance to the teaching, research, and public service missions of the
University;
b. Participants of the conference;
c. Expected size and target audience of the sponsored event;
d. Appropriateness of the event to the specific facility;
e. Impact of the event on the campus community, surrounding neighborhoods and
general public;
f. Environmental, health and safety concerns;
g. Direct and indirect costs to the institution (see
appendix).
C. ADDITIONAL REQUIREMENTS FOR UNIVERSITY SPONSORED EVENTS:
1. University insurance would provide primary coverage, however, University
Risk Management may determine that supplemental special
event insurance is required based on the specifics of the event.
2. Involvement by University Licensing would be required to prepare a
contract with the outside organization and coordinate
services, risk management and payment of charges from charge back units and
facility use fees.
3. University insurance would be primary coverage as to the "university
only." All external organizations involved would be
required to provide evidence of insurance per the minimum requirements set forth
in E.O. 849. The university shall be named as an
additional insured with respect to the activities of the
outside organization(s). Risk Management may determine
that supplemental special event insurance is required
for the university.
4. Charges for special services such as PPM, Public Safety or additional
insurance would be handled through University Licensing
after an understanding is developed between the sponsoring department and the
outside organization.
5. Revenue generated by the event would be distributed in accordance with
University Licensing Policy.
Academic conferences are considered a subset of sponsored events if the
conference involves the active participation of University faculty, staff or
administrators in the proposal or development. External parties may also be
involved. Consequently, academic conferences could be either University
Sponsored or University Co-Sponsored, following the requirements set forth
above. As a general guideline, academic conferences are those involving
academically related issues, presentation or discussion of ideas and
methodologies among scholars in a particular field of research. These activities
are of short duration and are conducted outside the structure of regularly
scheduled classes. In that the college that is sponsoring an event can best
determine what constitutes an "academic conference, " the Dean (or designee)
shall determine whether a proposed event to be sponsored within the unit is an
"academic conference."
The College Dean (or designee) shall be the approver for academic conferences
sponsored by the College or any department within the College. Associate Vice
Presidents shall serve as the approver for academic conferences sponsored
through their respective areas. If the academic conference is sponsored by units
of different academic colleges or other units, the heads of all of the units
shall serve jointly as approvers. Approvers of academic events must comply with
all guidelines of sponsored events as described above.
Room Reservations shall maintain the schedule of approved academic
conferences. University Licensing and other University event scheduling offices
will coordinate with Room Reservations.
D. ACADEMIC CONFERENCE & SPONSORSHIP COMMITTEE
MEMBERS:
VICKI ALLEN: Activities Coordinator, Student Development &
International Programs
A. EVENT COSTS - DIRECT & INDIRECT:
1. Facilities Use Fee: Charge for the specific facilities or
facilities used in the event.
2. PPM: Including but not limited to set up, clean up, and
take down of all equipment and furniture; electrical or
carpentry work.
3. Public Safety: Campus Security or Police Officers.
4. Media Services: Rental, delivery and set-up/take-down or
operation of AV equipment.
5. Risk Management: Supplemental insurance for internal
events;Insurance per minimum requirements in E.O. 849
for external or co-sponsored events.
6. Parking:
7. Departmental: University or student staff needed to
monitor or operate equipment within a
facility;University or student staff acting as
liaison.
8. Food Services:
9. Utilities & Consumable Supplies: Special equipment or
preparation costs needed for operation replacement of
consumable supplies.