External Event Classification Guide for the Suffolk Community

To help in this determination, the University uses the below framework to classify when contracts, insurance, and/or rental fees may apply.

Suffolk Sponsored Events

For the event to be considered Suffolk Sponsored by a Suffolk University department and be eligible for a rental fee waiver, the following must apply:

  • The program, meeting, or event is an initiative of Suffolk University which involves, to some degree: external partnerships, participation, funding sources, and/or guests. For all intents and purposes, it is a Suffolk event with external support.
    • External partners may pay for food and beverage directly as a show of support. This would be permissible and still qualify as a Suffolk Sponsored Event.

Please note: The room rental rate may be waived but other fees for space usage such as A/V equipment, labor, security, etc. may still be charged at full rates depending on the event’s logistical needs.

The Suffolk department must also agree to fulfill the following responsibilities for the event to be considered Suffolk Sponsored:

  • Serve as the primary point of contact for the external group;
  • Reserve the appropriate space on campus via the intranet;
  • Assist the external group with all event-related logistics, arrange site visits, and plan to be on-site the day of the event to respond to any client needs that may arise;
  • Contact University support departments on behalf of the external group to make arrangements;
  • Post the event on the University’s Event Calendar;
  • Actively promote the event to the target Suffolk audience through the appropriate means.

In such instances the Suffolk person/department should fill out the room request form found on the Suffolk intranet to reserve space. Please be sure to mention the external partnership at the time of booking in case of questions.

External Events

If the program does not fit the requirements of a Suffolk Sponsored event it is considered External. Some examples of External Events include, but are not limited to:

  • The program, meeting, or event is an initiative of a private company but involves some limited participation by a Suffolk department or student group (i.e. a faculty person is on the panel). The majority of event content is dictated by the external client. The external client is listed as the event organizer and contact for any event inquiries.
  • The program, meeting, or event is an initiative of a private company or non-profit and does not have a Suffolk connection.
  • The program, meeting, or event is an initiative of a private company or non-profit of which a Suffolk staff or faculty member is a member but otherwise has no connection to Suffolk.

Conferences & Events works directly with external organizations from start to finish.

If a Suffolk department, staff or faculty person has been contacted directly by an external organization, has a connection they’d like to foster, or is unclear if the event they are considering would be considered Suffolk Sponsored or External please email Alison Tejeda, Director of Conferences & Events, at [email protected].

We appreciate your cooperation!