Conference Sponsorship

Colleges, schools, departments, divisions and other units of the University may sponsor conference activities. Conferences and Event Design partners with units to bring their programs to life. Continue reading to learn more about what you can expect.

Program Development

The sponsor of a conference activity determines the following:

• Date of the program
• Audience to be reached
• Program content and academic standards
• Choice of speakers or instructors

The sponsor is responsible for obtaining all needed academic authorizations to develop and offer the activity. Conferences and Event Design personnel participates in academic decisions to the extent that the decisions have a potential impact on financials, scheduling, customer service or regulatory/legal concerns.

Program Budgets

Purdue Conferences and Event Design (CED) assembles, in consultation with the sponsor, a projected budget for each activity. The budgets are accompanied by letters of agreement in which the respective responsibilities of the sponsoring department(s) and CED are delineated. The budget estimate must be approved prior to: (1) the issuance of any public announcements; (2) the making of financial commitments to speakers, hotel properties, attractions, or others; and (3) the collection of any fees. Budgets must be approved by the sponsoring unit head, the applicable dean or vice president, the responsible CED coordinator/program manager, the director of CED, and the appropriate business manager prior to activity’s implementation.

Use of University Facilities

Conference activities hosted in university facilities must satisfy one of the following:

1. educational meeting sponsored by colleges/schools or departments; or
2. educational meeting sponsored by colleges/schools or departments in conjunction with outside organizations; or
3. professional, scientific, and/or learned organizations having state, national, or international recognition; or
4. organizations other than education that present programs directly related to institutional academic programs or that make use of the academic resources of Purdue University; or
5. recognized student organizations through the Office of the Dean of Students that present programs related to academic programs or to campus activities; or
6. non-university groups that present programs of public or social significance that are a desirable contribution to general community welfare; or
7. appropriate meetings, short courses, institutes, and/or other events requiring facilities unique to those of the institutions.

Ownership Rights

The University’s policy on Intellectual Property (I.A.1) determines the ownership of conference-related scholarly or instructional materials, speeches, proceedings, recorded materials, other publications, and software. CED provides guidance to assist instructors, conference organizers, and others in the determination of ownership of intellectual property under university policy.

CED is authorized to work with Sponsored Program Services and/or the Office of Technology Commercialization to administer, distribute, and/or license Purdue-originated or Purdue-related courses and programs.