Collaborating with MPAC

The Minnesota Programs and Activities Council of Student Unions & Activities actively seeks to work in partnership with other entities to provide activities and events for the University of Minnesota students and the University community.

Download a Co-sponsorship Application

Definition:

Co-Sponsorships can be any of several types of events depending upon the extent of involvement and degree of financial commitment by the Minnesota Programs and Activities Council. Examples:

• Joint events with the Minnesota Programs and Activities Council programming committees
• Joint events with other University departments or registered student organizations
• Joint events with non-University entities
• Co-Productions with outside entertainment promoters
• Ongoing partnerships to institute workshops, series', or thematic programming

Co-Sponsorship Guidelines:

Because Minnesota Programs and Activities Council programming committees are funded by student fee money and revenue generated by Student Unions & Activities, any commitment of funds is subject to departmental and University guidelines. In addition to funds, Student Unions & Activities and the Minnesota Programs and Activities Council names and logos have value and may not be used without exchanged value and prior approval.

• University of Minnesota students must be the primary beneficiaries of events funded or partially funded by student fee money.
• There must be active student involvement by the Minnesota Programs and Activities Council in the decision-making process and event implementation. This means that MPAC program committees will not-co-sponsor events merely to waive room rental fees or provide funding for events without participation in the planning process.

Co-Sponsorship Procedure:

1. Initiate contact between MPAC and co-sponsoring organization(s).
   1. Prospective co-sponsor contacts MPAC programming chair and/or advisor to request collaboration on an event. A written proposal is preferred. Prospective co-sponsors are invited to a MPAC meeting or directed to the appropriate programming committee.
   2. MPAC programming chair contacts prospective co-sponsors to initiate collaboration on an event.
2. MPAC programming chair and prospective co-sponsor have a preliminary meeting to discuss initial terms of event, determine if event meets co-sponsorship guidelines, and decide if there is mutual interest from all prospective co-sponsors.
3. A final decision will be made within two weeks of request depending on whether or not the above-mentioned requirements have been satisfied.
4. MPAC programming chair and co-sponsor(s) meet to review event details, assign event duties, determine event budget, and complete co-sponsorship packet.
5. MPAC Advisor reviews drafted co-sponsorship packet and official co-sponsorship documents are typed and recorded by the Student Activities Office support staff.
6. The MPAC programming chair distributes official agreement for signatures from all parties.
7. Agreement is returned to MPAC Advisor. MPAC Advisor to reviews, initials, and submits to the Director of Programs and Activities, who is authorized to sign for all co-sponsorship agreements.
8. Director of Programs and Activities returns the signed agreement to the MPAC Advisor, who distributes copies to the MPAC programming chair and co-sponsor(s) of the event.
9. MPAC Advisor or MPAC programming chair submits a copy of the signed agreement to the SUA Events and Conferences department 20 U of MN business days before the event is scheduled to occur. Upon receipt of the co-sponsorship agreement, MPAC contact becomes the primary customer for the reservation. An officer from the co-sponsoring organization(s) is listed as the secondary contact.
10. Two weeks after the event, the MPAC programming chair and MPAC Advisor meet with the co-sponsoring organization(s) to evaluate the event and resolve financial details.

Helpful Hints:

DO's

• DO contact MPAC at least 6 weeks in advance of proposed event date
• DO designate a "point person" from your organization to maintain communication with MPAC
• DO check University of Minnesota Events Calendar for other activities that might conflict with your potential programming idea
• DO have an estimation of expenses and other basic resources required to implement the event
• DO meet with a Student Activities Office Advisor to discuss event details
• DO understand that co-sponsorships incorporate and equitable exchange from participating organizations

DON'Ts

• DON'T approach MPAC as a last-minute funding source for an already planned program
• DON'T approach MPAC with a co-sponsorship idea simply to waive room rental fees in the Student Unions
• DON'T approach MPAC with co-sponsorship ideas that involve fund-raising programs for charities or other non-profit organizations
• DON'T forget that communication is key!!!