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University and External Events

About MSMU

External Organization Sponsored Event Policy

Statement of Policy

Mount Saint Mary’s University recognizes the mutual benefit of collaboration with external or community organizations to offer programs and events on campus that further our goals and mission. These events, where an external group or partner has been approved to use Mount Saint Mary’s campus at a nominal or no charge, are referred to as “External Organization Sponsored Events.”

What is an External Organization Sponsored Event?

Sponsored events are academic programs, conferences, retreats, and/or meetings involving two entities: a University faculty/staff member and an external organization in which the University holds membership or maintains a relationship with that directly benefits the University community. An external organization sponsored event must not interfere with, or divert space or other resources from, the scheduled programs and activities of the University.

Criteria for an External Organization Sponsored Event

  • The event must support and benefit the educational and/or mission-related goals of the University.
  • The purpose of the event is directly related to the activities of the University.
  • The faculty/staff member sponsoring the event must directly participate in the event and approve all literature promoting the event. All event literature must display “Sponsored” or “Co-Sponsored by Mount Saint Mary’s University,” the University logo and the name of the co-sponsored University department.

Responsibilities of the Sponsoring Department and External Group

  • Complete the “External Organization Sponsored Event Application” and email to Civil Hernandez at cchernandez@msmu.edu. Once the application is completed, the event request will be reviewed. Events should not be announced or advertised until all sponsorship documentation has been processed and approved.
  • The faculty/staff member who is sponsoring the event will be present in the facilities being used and accountable for the duration of the activity and its related use.

Your External Organization Sponsored Event Has Been Approved – What Now?

  • The department sponsoring the event must obtain a signed Event Memo of Intent (MOI) with the external organization. Current students do not have the authority to sign contracts and/or MOIs on behalf of external organizations.
  • The department sponsoring the event will work with the external group to obtain insurance. External organizations need to provide the following insurance coverage for itself and all of its participants in the subject conference:
    • Commercial General Liability (bodily injury and property damage, combined single limit)
      • $3,000,000 Annual Aggregate
      • $1,000,000 Products/Completed Operations Aggregate
      • $1,000,000 Per Occurrence Limit
      • $1,000,000 Personal Injury and Advertising Limit
      • $5,000 Medical Expense Limit
    • Automobile
      • $1,000,000 Bodily Injury and Property Damage, combined single limit
    • Workers Compensation (where applicable)
      • Coverage (A) Workers Compensation — Statutory
      • Coverage (B) Employer's Liability:
        • by Accident - $100,000 per accident
        • by Disease - $500,000 policy limit
        • by Disease - $100,000 ea. Employee
    • Sexual Abuse and Molestation Coverage – minimum of $1,000,000 per occurrence
  • Please review Minors (under 18) on Campus Policy.
  • The sponsoring department must completely manage this event. The department will work directly with all campus support services—media services, Bon Appetit, Security, Facilities, Housekeeping, etc. This is not the responsibility of University and External Events.
  • The sponsoring department and/or external group will pay for fees or services not provided by the University, and any incremental costs associated with the event, as well as any parking and incremental audio visual, security, catering and overtime labor fees.

Questions?

Civil Hernandez
Coordinator, University and External Events
Mount Saint Mary's University
10 Chester Place
Los Angeles, CA 90007
213.477.2537
cchernandez@msmu.edu

Heather Schraeder
Director, University and External Events
Mount Saint Mary's University
10 Chester Place
Los Angeles, CA 90007
213.477.2761
hschraeder@msmu.edu

Fill Out the External Organization Sponsored Event Application