Sponsoring Organization(s) Sponsoring organizations are the sponsors of an activity who are represented by an Event Coordinator (primary event organizer & contact). The University recognizes sponsorship for internal & external organizations. The Sponsoring Organization is legally and financially responsible for the overall organization, management, and implementation of a special event and its related activities.

Budget Number University budget numbers are required to request space to host special events. Budget numbers are made up as follows: Fund Number (Six (6) Digit Code) Org Number (Four (4) Digit Code) Subaccount Number (Five (5) Digit Code) Space request by internal customers are not accepted / completed without including a valid University budget number External organizations that do not have a budget number will use the budget number of their host organization. Any fees generated charges will be charged to the host organization. It is expected that all final charges as presented to the Sponsoring Organization or their hosts will be paid in full within 30 days / one (1) month of the end of the event

User Types Institutional Usage is consistent with the mission of the University, institutional activities created & offered by faculty, staff & administration. These offerings may be for credit or for non-credit (typically, Student Centers spaces are reserved for the use of co-curricular activities). Institutional usage must represent a true partnership must exist directly involving the University unit & an outside (profit & non-profit group) and the University unit must directly coordinate with the provider of the rental space all arrangements necessary for the use of the rental space Note: Should a University unit decide to use their institutional status to reduce or discount the established rental prices for a community group or for- profit company, that unit must provide funds to the rental space venue to make up the price difference. The sponsoring University office / department will be held responsible for any charges and misconduct related to the use of confirmed space & resources Student Usage are student activities including those offered by the student groups recognized by the Student Government Association. These activities must be consistent with the University’s mission & appropriate student conduct as described in The Source is expected. Student organizations are not allowed to use their student usage status to host Community- Related or University Guest (non-University) user types for the purpose of space use. Such activities may include, but are not limited to student social, cultural, educational & service projects and events Community-Related Usage are activities offered at the University by external not-for-profit groups as a service to the community consistent with the University’s mission. Community-related activities may include but are not limited to conferences, workshops & advisory services. University Guest Usage includes cultural, educational & training activities, which are not created at the University, but are not inappropriate with the University mission

University Usage Sponsor Non-University affiliated sponsors may use a University department / office’s institutional usage status to host events within Student Centers Administration managed / reserved spaces, as long as the use remains consistent with the mission of the department / office & the University The sponsoring University office / department will be held responsible for any charges and misconduct related to the use of confirmed space & resources Student organizations are not allowed to use their student usage status to host non-University affiliated sponsors for the purpose of space use

Sponsoring Organization Roles Event Coordinator: is the primary contact and organizer for a special event. He/she has the authority to make planning, operational and financial decisions on behalf of the Sponsoring Organization Department Authority: is a benefit eligible, University employee who is the chief administrator, overseeing a Sponsoring Organization. This person must be identified on and sign the Operations Plan. The Department Authority authorizes the Event Coordinator to make reasonable financial and operational commitments on behalf of the Sponsoring Organization for the special event. For Registered Student Organizations - The organization’s registered faculty / staff advisor is the Department Authority For University Offices / Departments and their Sponsored Committees – The presiding administrator / faculty that supervises the sponsoring area who authorizes the area’s budget & ability to enter into contractual obligations

Sponsoring Organization Roles Promotions: Responsible for the special event’s marketing / promotion plans Budget: Responsible for the development, management & accounts payable / receivable of the special event’s finances Hospitality: Responsible for planning & organizing hospitality needs (food, drink, lodging, comfort, etc.) related to the special event Technical: Responsible for planning & organizing technical (IT, Audio, Visual, etc.) needs of the special event Chaperone: Is a benefit eligible, University employee, who administratively represents a sponsoring organization during a special event. Division of Student Affairs graduate assistants may substitute for faculty / staff for student special events as long as they have a history of being actively involved with the activities of the student organization. Chaperones are asked not to interfere with the ejection or transport of any misbehaving or under the “apparent influence” individual. Chaperones may be deemed necessary for a special event in the case of: Student Events: Risky student special events to help the sponsoring organization determine actions in place of their primary faculty/staff advisor Campus & Student Events: May supplement the on-site presence of an Event Coordinator or Department Authority

Identifying Volunteers If someone is volunteering to assist during a special event, we ask that they in some way are identifiable in case concerns surrounding the event needs to be brought to their attention. For example, for student organizations we ask the following as part of a dress code: Volunteers are asked to wear either a: Unified t-shirt or polo that represents the organization and clearly identifies them as event staff of said organization Comfortable footwear that can support long periods of standing is highly encouraged. No open toed shoes allowed Loose comfortably fitting pants or dresses are mandatory. No tight apparel, shorts, spandex or overly revealing clothing is not allowed Organizations that do not have such a uniform will be required to wear either Student Centers Administration issued safety vests Student Centers Administration issued event staff lanyard and pass card holders

Contact Us With Questions Student Centers Leadership Team Charles Amerson Director of Student Centers Gengras Student Union, Room 205 Phone: 860.768.4413 amerson@hartford.edu Fallon Roberson-Roby Business and Scheduling Services Administrator Gengras Student Union, Room 205 Phone: 860.768.4757 scasched@hartford.edu Matthew Matarese Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 matarese@hartford.edu Marissa Theriault Coordinator Gengras Student Union, Room 205 Phone: 860.768.4283 theriault@hartford.edu