Sponsorship Frequently Asked Questions (FAQs)
- What is meant by the word "sponsorship"?
- Who can submit a sponsorship request?
- How do you “submit” a request for a sponsorship?
- Who reviews the sponsorship requests?
- I often get calls from people wanting our department to sponsor an activity or event. What should I do?
- Our department has sponsored a not-for-profit organization’s event for the past eight years. We have funds in our budget to cover this cost. Do we still have to submit a sponsorship request?
- If a sponsorship request is approved, does that mean the health system will pay for that sponsorship?
- How are decisions made regarding whether or not a sponsorship request is approved or denied?
- Are there any types of requests that would automatically be excluded from consideration?
- How often are sponsorship funds approved at the level requested?
- Can one health system department sponsor the event or activity of another health system or campus department?
- I have a specific question. Who can I contact to discuss?
A sponsorship is defined as direct financial or in-kind support for special events and may include (though is not limited to) nonprofit agency fundraisers (breakfasts, luncheons, dinners, walks/runs), speakers series/lectures, health fairs or other community outreach that closely align with the UC Davis Health System mission, vision and strategic plan.
Sponsorship requests can be submitted by UC Davis Health System faculty or staff or by any external organization seeking financial or other kinds of support.
Complete the two-page “Sponsorship Request Form” (PDF) and mail to:
UC Davis Health System
4800 2nd Avenue, Suite 2100
Sacramento, CA 95817
or fax to (916) 734-5777
Sponsorship requests are reviewed by members of the multi-departmental Sponsorship Committee. Currently, representatives of Government and Community Relations, Health Sciences Development, and Public Affairs and Marketing review each request submitted in consultation with senior administration of the hospital and Dean’s office.
Have them contact the Sponsorship Office (916-734-5441 or firstname.lastname@example.org) to request a copy of the “Sponsorship Request Form”.
Yes. It is important for the health system to assess, record and track all sponsorship activity – regardless of which department is involved or paying for the sponsorship. By keeping track of all activity, the health system can better manage the distribution of funds to various organizations. This also helps prohibit solicitors from contacting and securing funds from more than one individual or unit. In addition, communication about the sponsorship helps ensure financial transparency for the health system and the university.
Sponsorship funds that were previously maintained in multiple departments are now pooled into a single fund which is used for health system sponsorships. In many cases, these funds will cover the cost of an approved sponsorship. In some cases, approval will simply mean approval to pursue the sponsorship, but not to fund it. In those cases, the requesting department would need to cover the cost.
All requests must comply with university financial and accounting policies and procedures and promote one or more of the following:
b. Engagement: Academic preparation, collaborative partnerships, community development, government relations, health promotion and outreach.
c. Marketing: Align with organizational positioning and current focus areas, appropriateness of target audience, potential to increase awareness, name recognition or new patient volume.
d. Advancement: Fostering extramural support, stewarding current donors, cultivating new sources of future philanthropic support, supporting funders’ initiatives.
The health system cannot support political action committees, ballot initiatives or political campaigns.
There is no set level as each request is reviewed individually. Some requests are approved, some are denied, and some are approved at a lower or higher level than initially requested.
Each request will be reviewed individually. In most cases requests to sponsor another department will be declined since they constitute a transfer of funds between departments. However, there may be some exceptions. Examples of requests that involve departments sponsoring other departments include:
- Department X holds an annual fundraising event. Department Y works closely with Department X and has purchased a table at the event in previous years.
- Department Z wants to hold a benefit to raise funds to support the work of Dr. Jones, a faculty member in that department.
- Department A receives a sponsorship request from a campus department.
Contact the Sponsorship Committee office at (916) 734-5441 or email@example.com.