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
