Student organizations are sometimes involved in partnerships with organizations external to the University. Student organizations may be approached due to the unique access they have to campus, as well as their connection to fellow students. It is important to engage in positive collaborations and to recognize when a group is being approached in a manner that is not consistent with University policy.
The benefits that groups are able to access as student organizations are for the group's use alone. Groups may not reserve spaces for use by another student organization, University department, outside group, or individual to provide access or reduced costs in using University facilities, services, or staff. The organization or individual who holds the reservation must be responsible for planning, implementing, and financing the event. If intentional misrepresentation occurs, it may result in charges for the room, services, or venue to the organization holding the reservation at the external or departmental rate. It may also impact the organization's access to University benefits and/or the ability to reserve space on campus.
Events that are co-sponsored by an RSO or CLP with non-University organization(s) and that are held on campus (including exhibit fairs) require additional steps and advance planning:
- When booking the event space in Kirby Student Center using Mazévo, the student will need to respond "yes" to the question about co-sponsorship in the event questions prompt.
- Then, connect with [email protected] to initiate the paperwork process for the Facility Use Agreement and Certificate of Insurance. Please include a point of contact for the non-University organization and their contact information. Kirby Student Center events team will facilitate the paperwork on behalf of the student organization.
- The student organization is the event point of contact and a member of the organization must be present at the event at all times.
- The non-University organization cannot make the reservation nor arrange the setup requests.
- Once the paperwork is complete and the event is confirmed, the student organization will be notified by email.
- Requests for co-sponsorship paperwork should be made at least a month in advance and after the space reservation has been confirmed. Requests made less than a month in advance are not guaranteed to be processed.

We want to help groups enter into healthy collaborations. Please contact Kirby Student Center to discuss collaborations or partnerships under consideration, for a review of any partnership agreements, and/or if there are any questions regarding student organization policy and procedure regarding external collaborations.