Cosponsorships

Procedures for Cosponsorship with UPB

The Ball State University Program Board is the largest programming organization on the Ball State campus and serves students, faculty, staff, alumni, and community members with a vast array of programs. In support of events sponsored by other organizations, University Program Board will consider cosponsorship. The following describes what you need to do to cosponsor an event with UPB:

It is required that you approach UPB at least eight weeks in advance of when you would like to cosponsor a program. Once you submit your proposal, the president of UPB will contact you about setting up an appointment to meet and discuss your cosponsorship before it is voted on by the UPB Executive Board. During this time the details of the program can be discussed, and ways in which both organizations will be involved can be identified. Only the president will deal with cosponsorships.
Before you complete and submit the cosponsorship proposal available both by our e-mail and in our office, please consider the following preprogram details:

1. Program goals
2. Target audience (whom is the program designed to serve?)
3. Date and time (consider university calendar and conflicts)
4. Location (reservations made through Charlie Scofield at 765-285-1850)
5. Availability of resources (location, talent, volunteers, etc.)

UPB is not a funding board. Our policy is to share costs, labor, and volunteers equally. When the cosponsorship proposal is complete and UPB feels that enough information has been provided for the board to consider the program, the president will submit the proposal to the UPB Executive Board for approval by affirmative vote. If your proposal is passed, then your organization will be required to sign a formal written contract with UPB. The stipulations, terms, and conditions for all cosponsorships with UPB are as follows:

1. The UPB logo must appear on any and all promotions.
2. UPB must be recognized at the event.
3. UPB will not purchase tangible items (prizes) or give donations.
4. No deposits or advance payments will be made by UPB.
5. Moneys payable to UPB should be in the form of a check. If an account transfer will be used, please contact UPB before making the payment.
6. UPB and the cosponsor shall not be responsible for any items heretofore mentioned when prevented from doing so by an act of God or any other legitimate condition beyond its control.
7. It is understood that smoking is prohibited at UPB events which occur in university buildings. Alcohol is also prohibited at UPB events. If either of these substances is present at the event, or the cosponsor arrives in an intoxicated state at the event, the cosponsor forfeits any claim to payment from UPB.