Event/Activity Guidelines

Internal Event*

An event initiated and planned by an MJC  program, department or School  taking place, in-person and on campus. Alignment with college mission/vision/strategy is required. Is required to go through the College Event Planning

Procedure if one or more of the following are true:

• Non-students are able to attend (Event is “open to the public”)
• Event is a fundraiser
• Alcohol will be served

 

Partnership

In a partnership, the college and one or more external organizations collaborate for the gain of both. Partners engage in an often multi-faceted relationship and provide support, including financial, that is limited to specific events or programs.

• College actively participates in the planning the event with organizations outside the college.
• College has oversight of advertising, promotion, marketing and brand integration is required.
• Event Sponsor is required.
• Alignment with college mission/vision/strategy is required.

 

External**

An organization outside the college holding an event/activity on campus and paying all associated facility and/or service fees.

• Alignment is not required.
• A fee waiver can be requested by an MJC Event Sponsor. (Alignment is required to obtain a fee waiver.)
• If event is aligned, a Request for Partnership can be submitted by the Event Sponsor. (See Request for Partnership procedure)

 

Event Sponsor

All Modesto Junior College events/activities must have an approved Event Sponsor.  An Event Sponsor is a college employee responsible for being actively involved in the planning, management, and alignment of an event/activity. MJC Event Sponsors are responsible for adhering to and complying with all laws and college policies and procedures when organizing an event/activity. 

Active involvement includes planning meetings with and for the event, communicating with corresponding service providers, i.e. facilities, public relations, foundation, and direct engagement with an outside organization for partnership and/or Fee Waiver events. 

 

Becoming an Event Sponsor

To become an Event Sponsor, the employee must review the College Event Planning Procedure, complete the Event Sponsor Agreement, attend the Event Sponsor training and receive approval before accepting or extending any event/activity invitations, or confirming and publicizing events/activities. 

 

Event Requirements

Events/activities must be directly related to the goals, purpose and/or strategic plan of Modesto Junior College. An Event Sponsor is the dedicated resource for all deliverables outlined in the Event Planning Procedures, including:

• All applicable activity fees; and
• Event/activity attendance or assigning a designee; and
• Provide additional staffing if necessary; and
• Securing Dean/VP signature

 

*Facility Use Fees are not charged for internal events. Staffing fees or resources funded by internal stakeholders.

**Facility Fee Waiver: Waivers provide financial support or resources to an event, individual, or organization in exchange for brand visibility and exposure. Labor (including but not limited to custodial, media, security personnel and miscellaneous equipment fees) is excluded from fee waiver unless funded by an MJC school, department or program.
An Event Sponsor must provide proof of alignment.