View Current

Sponsorship of External Activities procedure

This is the current version of this document. To view historic versions, click the link in the document's navigation bar.

Section 1 - Preamble

(1) This Procedure is effective from 14 June 2023.

Top of Page

Section 2 - Purpose

(2) This Procedure outlines the processes involved in obtaining University sponsorship for the conduct of a range of curricular and extra-curricular activities.

Top of Page

Section 3 - Scope

(3) This Procedure applies to all staff and students of the University, the University community and the wider community. It excludes sponsorship support for University teaching or research partnerships.

Top of Page

Section 4 - Policy

(4) This Procedure is pursuant to the Sponsorship of External Activities policy.

Top of Page

Section 5 - Procedure


(5) Staff, students, community groups and organisations may apply for University sponsorship of a range of activities, including:

  1. intellectual or physical pursuits by staff members or students. Applications for sponsorship of pursuits by staff members must show that the pursuit will benefit an approved charitable organisation.
  2. events to be held at the University and, in some cases, events to be held elsewhere (e.g. Relay for Life).

(6) Applicants who request that a charitable organisation be included in the University's payroll deduction scheme must apply in writing to the Special Adviser to the Vice-Chancellor.

(7) Other applicants must follow the sponsorship Guidelines on the Marketing and Recruitment (Sponsorship) website and then submit a Sponsorship Application form.

Evaluation and approval

(8) The Director, Venues and Events will evaluate the applications according to the Sponsorship Guidelines, which will include a risk assessment, and will complete the Sponsorship Application form. They will then forward the application to the Special Adviser to the Vice-Chancellor who will determine whether to approve it.

(9) The Special Adviser to the Vice-Chancellor or nominee will only approve applications that are consistent with the University's Strategic Plan, annual sponsorship priorities and the Sponsorship Guidelines.

(10) The Special Adviser to the Vice-Chancellor or nominee will advise each successful applicant in writing and will ensure that a sponsorship agreement is signed by both parties. The agreement will include provision for the University to use the activity to promote the University's name, image, services and programs.


(11) Heads of Organisational Units will maintain an annual record of their area's sponsorship activities and will, on request, supply this information to the Special Adviser to the Vice-Chancellor for internal audit purposes.

Top of Page

Section 6 - Definitions

(12) There are no definitions arising under this Procedure.