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Event Requirements

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

  • All applicable activity fees; and
  • Event/activity sponsor must be in attendance or must assign a designee; and
  • Providing additional staffing if necessary; and
  • Securing Dean/VP signature

 

Events/Activities Definitions and Requirements by Category

Internal Event/Activity

An event/activity 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. Facility Use Fees are not charged. Staffing fees and/or resources are funded by internal stakeholders. An event sponsor is required for internal events.

Internal events are 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

Follow these steps to: 

Host an Internal Event

Partnership Event/Activity

A partnership event/activity is a non-fundraising event organized by an external organization in alignment with the mission and strategic goals of the college and the District. MJC may contribute resources to the partnership event in exchange for one or more of the following: benefits for students, community engagement and/or outreach. Fundraising for external organizations is prohibited.

Requirements for Partnership

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

Follow these steps to: 

Host a Partnership

External Event/Activity

An organization outside the college holding an event/activity on campus and paying all associated facility and/or service fees.  MJC may contribute resources, in the form of a Facility Fee Waiver, if there is a potential for future partnership and alignment with the mission, vision, values of the college.  

Requirements for External Event/Activity

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

Follow these steps to: 

Host an External Event

 

Request a Facility Fee Waiver

  1. Event Sponsor obtains recommendation from Dean for Facility Fee Waiver 
  2. Submit “Facility Fee Waiver” form with Dean recommendation to Events/Facilities & Duplicating Manager
    1. A Fee Waiver provides financial support or resources* to an event, individual, or organization in exchange for brand visibility and exposure.

      • Requires an Event Sponsor
      • Event Sponsor must provide proof of alignment with college mission, vision, and values
      • Event Sponsor is required to be present at event.

      *Labor (including but not limited to custodial, media, security personnel and miscellaneous equipment fees) is excluded from a fee waiver unless funded by an MJC school, department or program.

  3. Events/Facilities & Duplicating Manager submits form to College Events Planning Committee for approval or escalation to Executive Cabinet.

Request for Partnership

A request for partnership form can be submitted if both of the following are true:

  • This external event offers potential opportunities to contribute to the mission, vision and/or strategic goals of Modesto Junior College or Yosemite Community College District;
  • And there is evidence of a previously successful event.

Requests for partnerships will be reviewed by the College Events Planning Committee. Submitter will be contacted within 30 days. 

Submit a Partnership Request

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 Facility Fee Waiver events. 

Becoming an Event Sponsor 

To become an Event Sponsor an employee must complete the steps below before accepting or extending any event/activity invitations, or confirming and publicizing events/activities. 

  1. Consult a Dean for approval to become an Event Sponsor.
  2. Attend the Event Sponsor Training and receive approval. 
  3. Review the College Event Planning Procedure.
  4. Complete the Event Sponsor Agreement.

Request Event Sponsor Training