[DRAFT] FXU clubs and societies: sponsorship policy[RS1] and guidelines

Introduction

The purpose of the Sponsorship Policy and Guidelines is to help FXU clubs and societies secure appropriate sponsorship.

Finding a sponsor is not an easy task. However, but if you are willing to put in the work the rewards can be beneficial, including providing an additional income steam for your club or society.

Sponsorship or donation

If a club/society receives a donation it is unlikely that the club/society is obliged to do anything in return (save that the donor might want simple public acknowledgement). In contrast, the nature of sponsorship is that in return for a payment the sponsor receives a benefit (e.g. its name on sports kit). As such, by entering in to a sponsorship agreement a club/society takes on responsibility for performing its obligations under the sponsorship agreement.

FXU Sponsorship Policy

  1. Sponsorship agreements must be consistent with FXU policies and procedures.

Reason: all clubs and societies affiliate to FXU and in doing so agree to comply with FXU policies and procedures.

  1. The period of any sponsorship agreements must not commence before 1 August of the relevant year or extend beyond 31 July of the following year.

Reason: sponsorship agreements should bind the club/society for no longer than the period for which the relevant committee has been appointed.

  1. All sponsorship agreements must be in writing.

Reason: recording the terms of the agreement in writing should result in greater certainty about what is and is not included in it and help avoid misunderstandings and disputes.

  1. Prior to entering into a sponsorship agreement or amending an existing sponsorship agreement, the club/society must obtain written approval from the FXU Sports Clubs Manager or Societies Manager as appropriate or the FXU Activities Director.

Reason: so that FXU can be confident that the agreement is consistent with its policies and is in the interests of the club/society.

  1. Clubs/societies must not enter into sponsorship agreements with any individual, group of individuals or organisations that may harm or bring into disrepute the club/society, FXU, the University of Exeter and/or Falmouth University.

Reason: to protect and maintain the reputation of the club/society, FXU and the universities.

  1. Any payment of money made by a sponsor to a club/society under the terms of a sponsorship agreement must be paid to Falmouth & Exeter Students’ Union[RS2]. All payments must be by bank transfer or cheque. Within 5 working days of receiving payment, FXU shall transfer the money to the relevant cub/society’s bank account.

Reason: to ensure that there is an audit trail for all sponsorship monies received.

  1. Any committee member of a club/society having a pecuniary, family or other personal interest in any potential sponsor should declare that interest to FXU, which will determine what, if any, part that committee member may take in the related sponsorship negotiations.

Reason: to ensure good and effective governance those persons holding positions of responsibility and influence should act in an open and transparent manner and not be influenced by social or business relationships that may have, or be presumed to have, affected their conduct.

FXU Sponsorship Guidelines

  1. When entering in to a sponsorship agreement a club/society should be satisfied that the sponsor and the terms of the sponsorship agreement are consistent with the club’s/society’s aims and objectives.
  1. Sponsorship should be for the benefit of the members of the club/society as a whole rather than for individual members.
  1. Clubs/Societies should ensure that sponsors do not use their role as a means of pursuing direct sales of goods and services to any of the universities’ students – including the members of the individual club/society, the universities’ employees or alumni.
  1. Clubs/societies should ensure that where a sponsor’s logo is included in the club/society’s publicity material, the name of the club/society has primacy.

When seeking sponsorship, be professional – Appendices 1-3 will help you achieve this

Appendix 1 / Getting sponsorship / A list of tips on how to prepare a sponsorship proposal and negotiate a successful outcome
Appendix 2 / The proposal / ‘Pitching’ a proposal to potential sponsors
Appendix 3 / Draft sponsorship agreement / Documenting the terms of your sponsorship agreement

[RS1]Hayley: probably FXU has a process under which policies are adopted or amended. If that’s right, it might not be as simple as just presenting this as a policy

[RS2]Hayley: is that right or should payments be made to the particular club or society?