Responsibilities for Approved Co-Sponsored Events

Internal University Unit:

  • Act as the liaison between external organization and University’s Office of Special Events

 

  • Provide Office of Special Events with the name of the internal University unit representative who will be the liaison with the external organization

 

  • Request space via the Web Viewer at webevents.pace.edu once the event has been approved

 

  • Provide Office of Special Events with the external organization’s requirements for its event, (for example, facilities, ed media, food service, security)

 

  • Timely provide Office of Special Events with list of event attendees for security purposes

 

  • Identify who will be charged for the internal service fees applicable to the event

 

  • Provide Office of Special Events with the name of the internal University unit representative who will be present at the event

 

  • A representative of the internal University unit must be present for the duration of the event.  Such person must be knowledgeable of all aspects of the event (for example, catering, set-ups, media requests, etc.)

 

  • Contact Pace University Admissions if event participants are potential University recruits

 

  • Provide budget index code to Office of Special Events for any internal fees not paid by the external organization

 

  • Obtain signature from the external organization on the “Co-Sponsored Agreement” and subsequently timely provide such signed copy to Office of Special Events

 

  • Provide Office of Special Events with copy of external organization’s insurance  coverage as required by the “Co-Sponsored Agreement”

 

  • Provide Office of Special Events the external organization’s tax exempt number form, if applicable

 

University Special Events:

  • Approve requested space once relevant authorized University official (typically, Dean/Vice President approves the event as a co-sponsored event

 

  • Prepare confirmation letter of all requirements to external organization including all expected charges for services provided

 

  • Provide copy of confirmation letter to the internal University-unit liaison

 

  • Provide instruction to all service groups pertaining to event needs based on hosting department directives

 

  • Oversee all administrative activities relative to the use of University space resources

 

  • Bill external organization after the event for University-provided services for which payment was not received prior to the event

 

Outside Organization:

  • Provide University with its contact information

 

  • Provide internal University unit with all pertinent information required to facilitate the event

 

  • Sign and return the “Co-Sponsored Agreement” to the internal University unit

 

  • Provide the internal University unit a certificate of liability insurance

 

  • Submit payment for 30% of the total user fee to the Office of Special Events

 

  • Submit payment for service department (i.e. facilities, ed media, food service, security) to the Office of Special Events for charges required for the event with payment no later than 3 days prior to the event if applicable

 

  • Cover any unexpected service (i.e. facilities, ed media, food service, security) department fees within 45 days of the event