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Sponsorship Procedures Related to Policy 13.3 Advertising and Sponsorship
This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.
Approving Authority: Vice-President, Advancement and External Relations
Original Approval Date: August 9, 2021
Date of Most Recent Review/Revision: N/A
Administrative Responsibility: Advancement (Advancement Services)
Parent Policy: 13.3 Advertising and Sponsorship
1.0 Introduction
1.1 It is important to coordinate sponsorship activities with Development (Advancement and External Relations) to avoid duplication of effort, over-solicitation, and to comply with existing University commitments, Canada Revenue Agency regulations, and University policy.
2.0 Scope
2.1 Affiliated Organizations are exempt from this procedure.
2.2 Affiliated Student Organizations (Students’ Union, Graduate Students’ Association, Wilfrid Laurier University Student Publications) are required to:
a. Clearly identify themselves as representatives from their affiliated student organization as distinct from Wilfrid Laurier University.
b. Coordinate with potential sponsors through a single point of contact.
3.0 Sponsorship Agreements
3.1 A sponsorship agreement is required where:
a. A contract is required under Policy 5.7 Signing Authority Policy, or
b. The transaction is valued at $10,000 or above, or
c. Involves multi-year commitments, or
d. Intersects with an academic area, or
e. Involves in-kind sponsorships, or
f. Involves any form of exclusivity as a benefit to the sponsor.
4.0 Sponsorships Under $5,000
4.1 The University strongly discourages the pursuit of sponsorships less than $5,000. It is recommended other sources of funding be found, such as from unrestricted faculty/unit funds.
If you are uncertain if funds could be available for your project, feel free to contact the Director, Advancement Services to look into if there are existing donation funds available.
4.2 Where a sponsorship (or series of sponsorships) valued under $5,000 will be sought, please engage Development (see section 5.1) to ensure relationships with prospects are managed appropriately.
4.3 When payments are received on sponsorships, they should be coded as sponsorship revenue under the external sponsorship account code.
5.0 Sponsorships of $5,000 and Above
5.1 Sponsorships $5,000 and above must be led by Development. Contact Development before engaging in any sponsorship solicitations.
5.2 Development will review the sponsorship to ensure compliance with Canadian Revenue Agency regulations and provide strategic insight into how to derive the maximum development benefit for the department involved, the University and sponsor.
5.3 Development will assist the applicant in identifying, consulting, and communicating with relevant stakeholders.
5.4 If a sponsorship agreement is required (see 2.0), the VP, Advancement and External Relations or designate will be a signatory, in addition to any signatories or approvals required under Policy 5.7 Signing Authority Policy.
5.5 When sponsorship funding is received, the payment should go to Advancement Services, who will process and record the sponsorship.