1. Purpose

1.1. This policy outlines criteria for the sponsorship of Students’ Union programming, events, initiatives, or infrastructure.

​

2. Definitions

2.1. Project Lead: The Students’ Union staff member coordinating a sponsorship partnership.

2.2. Sponsorship: A cash fee or in-kind donation provided in return for access to Students’ Union members or events.

​​

3. Jurisdiction/Scope 

3.1. This policy applies to:

3.1.1. All Students’ Union physical assets and infrastructure.

3.1.2. All Students’ Union activities and programming

3.1.3. Activities and programming organized by Students’ Union clubs, faculty associations, or faculty-based clubs.

​​

4. Policy

​

Sponsorship of the Organization

​

4.1. The Students’ Union will consider the following sponsorship categories:

4.1.1. Event Sponsorships: An agreement to attend or provide product for a Students’ Union event, including “in kind” contributions.

4.1.2. Access Sponsorships: An agreement for the Students’ Union to facilitate sponsor access to Laurier undergraduate students.

4.1.3. Advertising Sponsorships: An agreement that allows the sponsor to advertise to Laurier students.

4.2. The Students’ Union will only accept sponsorships on a limited-term basis.

4.3. Sponsorships must not conflict or impede existing agreements or sponsorships, including the Students’ Union’s contractual obligations with or through Wilfrid Laurier University.

4.4. Sponsorships must not contravene relevant provisions of Wilfrid Laurier University’s Advertising and Sponsorship Policy (13.3).

4.5. All sponsorships must contribute to the fulfillment of at least one of the Students’ Union’s Guiding Principles:

4.5.1. Student-Driven

4.5.2. Provide-Opportunities

4.5.3. Accountable

4.5.4. Community-Focused

4.5.5. Adaptable to Change

4.5.6. Approachable and Accessible

4.6. An internal Sponsorship Proposal must be completed by the relevant Students’ Union staff member.

4.6.1. The Sponsorship Application must include:

4.6.1.1. The sponsorship category and an overview of the proposed agreement.

4.6.1.2. The relevant Guiding Principle, a short explanation of how the sponsorship will contribute to advancing that goal, and any associated Executive Team Annual Plan projects.

4.6.1.3. A detailed accounting of the use of all sponsorship funds (e.g. sponsorship funds related to attending an on-campus Students’ Union event).  

4.6.1.4. A detailed plan for the use of any sponsorship in-kind contribution (e.g. product or merchandise).

4.6.1.5. The project lead and director-level support that will be oversee the sponsorship.

4.6.1.6. The term of the sponsorship, which shall not exceed one (1) year, unless otherwise approved by the Board of Directors.

4.7. All sponsorship proposals will be reviewed by the President’s Operations Group prior to approval.

4.7.1. Proposal reviews will be expedited ahead of sponsorship-intensive periods (e.g. Orientation Week).

4.8. Proposals valued above $10,000 must be reviewed by the President and Executive Director before they are reviewed by the President’s Operations Group.

4.8.1. The President and Executive Director may consult with Laurier’s Development & Alumni Relations department on proposals valued above $10,000 as necessary.

4.9. Proposals that include a term longer than one (1) year mut be reviewed by the President and Executive Director before they are reviewed by the President’s Operations Group.

4.10. A Sponsorship Agreement must be signed between the sponsor and the Students’ Union after a successful proposal, including the following:

4.10.1. Sponsor amount or gift-in-kind inventory.

4.10.2. The frequency, location, and asset requirements of any advertisement.

4.10.3. Detailed schedule of any access to Students’ Union programming or events.

4.10.4. Detailed schedule of any direct access to Laurier undergraduate students.

4.10.5. Term of the agreement.

4.10.6. Name of the Students’ Union sponsorship project lead.

4.10.7. A termination clause.

4.11. Approved Sponsorship Agreements will be managed by the project lead in collaboration with the relevant department supervisor.

4.12. All organizational sponsorship materials must adhere to the Students’ Union’s brand standards.

4.13. In-kind sponsorships must not conflict with any Students’ Union vendor service agreements, including organizational contractual obligations stipulated in the Operating Procedures Agreement with Wilfrid Laurier University.

4.14. All active organizational sponsorships will be disclosed on the Students’ Union website with term details and alignment with the organization’s Guiding Principles.

4.15. Sponsorships must not contribute to any practice, activity, or circumstance that is either unlawful, imprudent, or in violation of commonly accepted business or professional ethics.[1]

4.16. Sponsorship agreements shall be considered as part of the Students’ Union’s multi-year budgeting plan and financial self-sustainability goals.[2]

4.17. Sponsorship agreements shall not unnecessarily expose the organization, its Board of Directors, or its staff to claims of liability.[3]

4.18. Sponsorship agreements shall not endanger the organization’s public image, or credibility.[4]

​

Sponsorship of Clubs, Faculty Associations, and Faculty-Based Clubs

​

4.19. All club, faculty association, or faculty-based club sponsorships must adhere to the process outlined in the Clubs & Associations Procedures Manuel.

4.20. Club, faculty association, or faculty-based club sponsorship agreements shall not conflict with this policy.

​

​

[1] Wilfrid Laurier University Students’ Union Policy Manual, Executive Limitation #1 - Global Executive Constraint.

[2] Policy Manual, Executive Limitation #2e, 3 – Financial Planning & Budgeting.

[3] Policy Manual, Executive Limitation #2f – Asset Protection

[4] Ibid.