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SMITH COLLEGE PROCEDURES FOR SPONSORING & ENDORSING EVENTS

Smith College departments often receive requests from external individuals or groups to hold an event on campus. These requests usually include free or reduced fees for space, publicity and/or services.

Smith College recognizes two ways to facilitate these events: sponsoring an event, or endorsing an event. Read below to see what responsibilities your department will assume when either sponsoring or endorsing an event.

Please read carefully. Charges to your department may apply.

Definitions

• A sponsored event is one in which a Smith department and an external organization actively plan, develop and manage an event together. Such events are considered Smith events for purposes of fees, publicity, services and staff support.
• An endorsed event is one in which a Smith department is not involved in determining program content, management or publicity, but does facilitate date and space requests for an external organization.

For both types of events, departments must:

• Identify a department contact(s) to serve as the link between the college and the external organization and between the department and the Events Management Office; serve as the on-site coordinator at the event.
• Submit a space request using the online request form, indicating if this event is sponsored or endorsed.
• Submit an Event Service Request form (ESR) for services, publicity, staff, equipment and technical needs.

For sponsored events, departments must:

• Contact the Events Management Office for event planning information and requirements (for example: date consultation, liability insurance requirements, estimated costs and publicity procedures).
• Identify Smith College and the external organization as sponsors of the event in all advertising and promotional materials.

For endorsed events, departments must:

• The department chair must email the events coordinator [pforeso@smith.edu, 585-2179] stating that the event is being endorsed by the department.
• Ensure that the external individual/group complies with all rules and policies pertaining to external organizations.

For endorsed events, the following conditions apply:

• Insurance: Liability insurance requirements for external visitors will remain in effect.
• Fees: While there are no rental fees, additional charges for custodial or other services may apply. Departments determine if they will absorb event fees or if the external group will be charged.
• Use of Smith College name: The following language must be used on one (1) line for any written publicity: “Venue at Smith College,” e.g. “John M. Greene Hall at Smith College” or “Sage Hall at Smith College.”

Note

External organizations that have scheduled events and are already working directly with the Events Management Office may not attain sponsorship at a later date to reduce or waive fees.