SPONSORED EXTERNAL EVENT FORM

SPONSORED EXTERNAL EVENT FORM
Purpose
Belmont University values partnerships with external organizations whose programming aligns with the University’s mission. The Office of Strategic Venues & Event Services supports these collaborations by providing access to campus spaces whenever possible.

Events hosted by or in partnership with an external organization are subject to a facility license fee and associated event costs. An internal Belmont department may choose to sponsor an external organization, which may qualify the event to receive a discount on venue rental and select related charges.

This form helps determine any applicable fee reductions based on the strategic value of the partnership to Belmont as well as the university's capacity to support the event.

What to Expect
1. The Belmont department sponsoring the event must complete the form outlining the sponsorship agreement and the benefits to Belmont (e.g., program visibility, branding, or student engagement).
2. Any request for a reduction requires prior approval from the Office of Strategic Venues & Event Services and must be submitted at least four weeks before the event. Allow a minimum of two weeks for review; submission does not guarantee approval.
3. The Office of Strategic Venues & Event Services will work directly with the external organization on event planning and logistics. Once the event is confirmed, an Event Manager will be assigned to assist with coordination.
Examples of Sponsorship Benefits
- Increased visibility or recruitment opportunities for a Belmont program
- Use of Belmont’s name or logo in approved event materials
- Complimentary or discounted admission for Belmont students or staff
- Student or faculty engagement opportunities (speaking roles, performances, volunteer roles)
Should you have any questions while completing this form, please reach out to the Office of University Scheduling (scheduling@belmont.edu).

SPONSORING DEPARTMENT INFO
Sponsoring College/Department*
Full Name of Belmont Representative*
E-mail Address of Belmont Representative*
example@example.com
Please enter your fund code:*
Please enter your org code:*
Please enter the account code:*
Please enter the program code:*
Note: Charges related to external events sponsored by a Belmont department are the primary responsibility of the outside organization. However, a Belmont department may choose to fund all or part of the event. In the event all charges will be billed to the external organization, a FOAPAL is required should the outside organization fail to pay.

It is the responsibility of the Belmont Representative submitting this form to communicate potential charges related to this event with the departmental budget manager (and any other relevant parties) to ensure a timely fund transfer for expenses related to this program. Please identify the budget numbers this program should be billed to in the section below.
EXTERNAL ORGANIZATION INFORMATION
External Organization Name*
Is the organization a 501c or other tax-exempt nonprofit?**
External Organization Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
External Organization Primary Contact Name*

First NameLast Name
External Organization Primary Contact Email*
example@example.com
External Organization Primary Contact Phone
Please enter a valid phone number.
Is the billing contact different than the primary event contact?*
External Organization Billing Contact Name*

First NameLast Name
External Organization Billing Contact Email*
example@example.com
EVENT INFORMATION
Event Name *
Date(s) of Event*
Event Start Time*

Hour Minutes

AM/PM Option
Event End Time *

Hour Minutes

AM/PM Option
Belmont Space(s) Requested*
Expected Attendance*
Please provide a brief description of your set up needs (include desired room set up, and technology needs).*
SPONSORSHIP DETAILS
As the Belmont Representative, are you affiliated with this external organization in any way? *
Will you, as the sponsoring department, be directly involved in the planning and management of this event? *
If yes, please describe your involvement: *
Will you, or another Belmont employee be onsite during the event?*
If yes, please list their name here*
What is the total budget for this event?*
Will the external organization be responsible for any portion of the cost related to this event?*
If so, please describe what pieces will need to be billed directly the external organization (i.e. catering, labor, license fee). *
How will this event support the mission, vision, and/or strategic priorities of Belmont University?*
Describe the historic relationship of this organization with Belmont University. *
Will there be a fee charged (or suggested donation) to attend this event?*
If yes, please indicate the fee amount in box below. Additionally, please indicate who will collect these fees and how these fees will be allocated. (If there is not a fee, please indicate N/A in the box below) *
Please describe the benefit of hosting this event on campus (i.e. any direct positive impact for departments/programs/students/etc., any in-kind exchanges, brand building exposure or marketing benefits, institutional perks, special access or engagement opportunities, etc.).*
Please provide any additional information you feel is applicable to aid the senior leadership team in determining the significance for this event to be hosted on campus at a reduced cost.
Should be Empty:

SPONSORED EXTERNAL EVENT FORM

SPONSORING DEPARTMENT INFO

EXTERNAL ORGANIZATION INFORMATION

EVENT INFORMATION

SPONSORSHIP DETAILS