Co-Sponsored Events: A co-sponsored event is defined as an external client using Pace University space where the user fee is waived. The following guidelines apply:
- All events in which a Pace University School or department “collaborates” with a non-Pace person or entity (meaning the University’s participation is greater than simply lending its name to the event) should be brought to the attention of the University Counsel’s office to determine if a Facilities Use Agreement is necessary. Currently, Assistant University Counsel Robert Yarbrough, handles University contracts. In many instances there are existing contracts between the University and the non-Pace entity. If, however, a given existing contract does not address facilities usage, a separate Facilities Use Agreement may still be necessary. University Counsel will make that initial determination. In addition, the relevant school/department must provide University Special Events with a letter indicating which costs are waived and which costs are being paid by the non-Pace person or entity.
- The University treats the producers of all events staged entirely by non-Pace entities, even those as to which the user fee is waived, as “External Clients.” External Clients should be given the approved condensed Facilities Use Agreement in conjunction with a confirmation letter. The External Client must sign the relevant Facilities Use Agreement and the confirmation letter before it may use Pace facilities. The relevant school/department must provide University Special Events with a letter indicating which costs are waived and which costs are being paid by the external client.
- University Counsel has confirmed that recruiting and information events for staff, faculty and students are to be handled as they are currently being handled. These events are not required to sign a Facilities Use Agreement nor provide a Certificate of Insurance. They are treated as an internal event, organized by various departments as they are providing a service to the Pace community i.e. Human Resources, Co-op and Career Services. If the external client i.e., TIAA-CREF, Ernst & Young, Morgan Stanley, etc. is incurring food costs, B&G etc., they are to be billed accordingly.
University Counsel indicated that if at some point a problem of sorts should arise with these external clients they will be reviewed once again by legal to determine if changes need to be made.
By providing the facilities use agreement and insurance requirements to all co-sponsored clients, the University will be assured that the User agrees to defend, indemnify, and hold harmless Pace University. In addition, the non Pace person or entity, will furnish Pace with a certificate of insurance evidencing such coverage, and naming Pace as an additional insured with respect to its liability coverage.