1.0 Policy Purpose
The purpose of this policy is to define the requirements for external third-party organizations to use campus space for events, programs or activities.
2.0 To Whom the Policy Applies
This policy applies to all faculty, staff, students, and contractors, as well as any other individual using campus space, including organizations outside the University.
3.0 Policy Statement
University-owned facilities are critical resources dedicated to advancing the University’s mission and are primarily reserved for use by students, faculty and staff to support teaching, research and campus life. Ownership of all Brown University space/facilities belongs to the University - rather than individuals, units or departments – and space is assigned for specific functions that support the educational mission and strategic goals set by the University.
Under specific circumstances and conditions, External Third-Party Events, Programs, and Activities may be accommodated if appropriate on-campus space is available.
The following external third-party organizations may be permitted to use University space:
- a recognized public service organization;
- a non-profit educational or professional organization;
- a non-partisan organization;
- a for-profit or commercial business entity;
- a government agency; or
- an elected or appointed government official (for non-partisan/non-political purposes).
All inquiries, with the exception of requests to use Brown athletic space or fields, must follow the Use of Space by External Third Parties procedures outlined on the Event Strategy and Management website.
3.1 Use of Campus Space for an External Third-Party Event, Program or Activity
External Third-Party Events, Programs or Activities that are not wholly or partially Sponsored or executed by a Brown individual, department or program are considered external events, regardless of whether Brown students, faculty or staff participate or attend. The organizers of the event are permitted to charge registration, membership or admission fees.
3.1.1 Requirements
External third-parties must adhere to the following requirements to be permitted to use Brown University space:
- Enter a signed contract with Event Strategy and Management.
- Provide a certificate of insurance showing evidence of general liability insurance covering the event, program or activity and use of campus space in an amount of at least $2,000,000 naming Brown University as an additional named insured. The signed contract, associated deposit (if applicable), and certificate of insurance must be on file before any External Third-Party Event, Program or Activity can take place on campus.
- Comply with all relevant University policies, including by not limited to Commercial Photography & Filming, Image Use Policy, Brown Name Use, Trademark and Licensing Policy, and Political Activity Policy. These policies specify requirements for acquiring permission to capture and use images from events, programs or activities taking place on Brown property; delineate limitations in using the Brown University name or marks in event programming or promotion of third-party events; and outline limitations for political activity and campaigning, among other areas of compliance.
3.2 Use of Campus Space for an External Third-Party Event, Program or Activity Sponsored by a Brown Department or Recognized Student Organization
In some cases, External Third-Party Events, Programs or Activities may be Sponsored by an academic or administrative department of the University. The Brown Sponsor is then the primary contact for the event, program or activity and assumes responsibility for ensuring adherence to this policy, as well as fiscal responsibility for all costs.
Recognized student organizations wishing to Sponsor an External Third-Party Event, Program or Activity must contact the Student Activities Office at 401-863-2341.
When necessary, Brown’s Event Strategy and Management staff may connect with appropriate offices or departments within the University to discuss and properly evaluate sponsorship.
4.0 Definitions
For the purpose of this policy, the terms below have the following definitions:
External Third-Party Event, Program or Activity: An event, program or activity Sponsored and executed by an unaffiliated external organization or association for which the use of University facilities, housing accommodations or other amenities is requested.
Sponsor/Sponsored: An event is sponsored by an individual, entity or organization – whether an external third party or a member of the Brown campus community – through support that includes investment in any or all of the following: funding support; organization, planning, or staffing; hosting by reserving or allotting space; or being named on event programs or materials as a host or sponsor. Any or all of these sponsorship acts reflect stakeholder accountability for the event, program or activity.
5.0 Responsibilities
All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policies
7.2 Related Procedures
7.3 Related Forms
7.4 Frequently Asked Questions
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7.5 Other Related Information
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Policy Owner and Contact(s)
Policy Owner: Senior Vice President for Communications
Policy Approved by: President
Contact Information:
Policy History
Policy Issue Date:
Policy Effective Date:
Policy Update/Review Summary:
Previous policy version(s) superseded by this policy:
- Use Of Campus Space By External Third Parties, Last Reviewed: September 23, 2022