Special Events Contracts

Published: April 3rd, 2009

Category: Memos

Paul Robell, Vice President for Development and Alumni Affairs

A review of the Foundation’s special events contract process has highlighted that some university offices are not properly processing fundraising and alumni event contracts, leaving the university, the Foundation, and individual employees at risk for liability with those events.

A fundraising or alumni event is one whose purpose is actual fundraising, the cultivation of prospects or alumni, or donor recognition. Whether Foundation funds are used to pay for an event is NOT relevant to this determination. All contracts for such events should be considered Foundation contracts, reviewed by the Foundation’s special events and legal departments, and signed by a UFF signatory. Examples of the services we provide by this review: we confirm that the venue is non-discriminatory and handicapped accessible; we check the venue’s insurance and make sure to obtain specific special event insurance if needed, we confirm that the serving of alcohol is done appropriately, etc. The Foundation carries general special events insurance for such events.

Other individuals who sign such contracts expose themselves to potential personal liability for legal issues that may arise during or after the event.

There is a Guide to Special Events on the UF Foundation Business Center, www.uff.ufl.edu/Documents/. The Guide explains the contract review process in detail. In addition, our special events staff will provide informational sessions this summer on this contract process and event best practices. Please watch for the notices of the training.

Contracts for all other events must be processed and signed in accordance with University directives and procedures.

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