At UTSA, a joint sponsored activity is any event, camp, conference, meeting or program that takes place on any of the UTSA campuses, that occurs only after UTSA extends an invitation, and that is hosted by an UTSA/Internal Host and an Invited/External Host unaffiliated with UTSA. UTSA/Internal Hosts will arrange for use of UTSA property associated with the event, will obtain all required UTSA authorization(s) and permission(s) and will serve as the primary point of contact for the event.
Some joint sponsored events may require special permission from the University administration and close collaboration with UTSA Police, Parking and Transportation Services (http://www.utsa.edu/parking/) and the Environmental Health, Safety and Risk Management office (http://www.utsa.edu/safety/). University Event staff will provide assistance to joint sponsoring organizations to ensure each event meets all university policies, procedures and guidelines
All joint sponsorships must be consistent with Series 80105 of the Rules and Regulations of the Board of Regents and UTSA's Handbook of Operating Procedures (Chapter 8, Section 5). Detailed rules, regulations and procedures may be found at:
To ensure UTSA meets each event's needs, Invited/External Hosts and UTSA/Internal Hosts are asked to initiate the approval process for joint sponsored events preferably sixty (60) days prior to the event. For activities beyond a simple meeting, more lead time may be required for approval. If in its sole discretion, UTSA determines the application is not timely, it will not be honored.
We are committed to providing excellent customer service to both on-campus organizations and employees (UTSA/Internal Hosts) and outside organizations (Invited/External Hosts) planning events at UTSA. Please read the following information and work with the appropriate office to ensure you get the most out of your experience as you begin planning for your joint sponsored event.
The following UTSA Event Offices and staff members are available to assist university offices, departments and outside organizations with the joint sponsorship process: