External Co-Sponsorship Process

Please thoroughly understand the following information before submitting your request:

The co-sponsorship process begins with the submission of a completed co-sponsorship application, which should include all relevant information, such as event details, itemized budget, and requested monetary amount, if applicable. Your organization can also request a non-monetary co-sponsorship for marketing assistance through this same External Co-Sponsorship Form. If you would like to borrow RHA items for an event, please fill out the Equipment Checkout Form instead.

Submission of this application form in no way guarantees approval of your request. It is vital that your organization takes the time to provide as much detail as possible in this application form. Your submission will play the largest role in the General Body's ability to decide whether to approve your co-sponsorship request. We strongly encourage each organization to make sure that all of the supporting documents, especially the itemized budget, are accurate and up-to-date.

Next, all members of the General Body shall receive and review the co-sponsorship application. At the VP of Auditing and Finance's discretion, voting may occur either virtually on during a General Body meeting. The General Body may also vote virtually to discuss a co-sponsorship at a General Body meeting.

Your organization may be invited to present your co-sponsorship request at a General Body meeting before voting. For this presentation, you will receive 5 minutes to present and hold a Q&A period about your application. During this time, you may have a slideshow presentation, a copy of your budget, and any other materials you deem necessary to present. If you are selected to present, we will contact you at least one week in advance with the General Body meeting date and time which you should attend. Please be prepared to send a representative to that meeting.

At least 70% of the RHA General Body must approve or deny a co-sponsorship request in order for further action to be taken. Please note that members of a requesting organization cannot be present during deliberations or voting.

Until the co-sponsorship is voted on, your application on CampusGroups will be on hold. The organization will be immediately updated on the application status of the co-sponsorship (pass, denied, or hold). This communication will be through the VP of Auditing and Finance.

After the conclusion of your event, you must submit your receipts to the RHA Budget Line in Campus Groups by the 7th of the next month (i.e. if the event is in October, your receipts are due on November 7th). If the event is held in April, all receipts must be submitted by the last day of classes. Failure to do so will result in withdrawal of monetary co-sponsorship support.

External Co-Sponsorship Policies

Failure to adhere to the below policies will result in denial of your request:

1. Organizations must be able to demonstrate and explain appropriate residential interest, need, and benefit from the proposed event.
2. Organizations may only apply for one external co-sponsorship per semester.
3. Organizations may only request up to $700, and no more than RHA's remaining external co-sponsorship budget for the year.
4. Co-sponsorship application forms for any event must be submitted in-full at least three weeks in advance of the event. If a co-sponsorship application is received within three weeks of the scheduled event date, the VPAF reserves the right to deny the application before it is brought to the General Body for a vote.
5. All information to be presented to the RHA General Body must be included in the application, including event details, itemized budget, and advertisement details. Slideshows and graphics, if needed for the presentation, must also be submitted in advance with the co-sponsorship form.
6. Organizations must submit their receipts to Campus Groups in order to receive funding.
7. All marketing materials must prominently feature the RHA Logo.
8. Organizations may not apply for a monetary co-sponsorship from any of the RHA Community Councils. A monetary co-sponsorship is to be defined as direct funding used for the execution or planning of an event or program. Ticket sales, manpower, and marketing provisions are not considered monetary.

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Organizations requesting a co-sponsorship through this form may NOT be affiliated with RHA or the Office of Residential Living and Learning. Affiliated organizations should instead utilize the Internal Co-Sponsorship process.

For any questions or concerns, please contact the VPAF at rha-finance@case.edu.