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 and plan on providing in-kind assistance by providing UC Davis Health speakers. 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?
- 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 UC Davis Health 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 mission, vision and strategic plan.
Who can submit a sponsorship request?
Sponsorship requests can only be submitted by external community organizations seeking financial or other kinds of support.
How do you submit a request for a sponsorship?
Read the sponsorship guidelines and submit all the required documentation.
Who reviews the sponsorship requests?
Sponsorship requests are reviewed quarterly by members of the multi-departmental Sponsorship Committee. Currently, representatives of Public Affairs and Marketing and senior administration of the hospital.
I often get calls from people wanting our department to sponsor an activity or event. What should I do?
Have them contact the Sponsorship Office at 916-734-2198 or hs-sponsorships@ucdavis.edu to receive information.
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 and plan on providing in-kind assistance by providing UC Davis Health speakers. Do we still have to submit a sponsorship request?
Yes. It is important for UC Davis Health 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, UC Davis Health can better manage the distribution of funds and in-kind assistance to various organizations. This also helps prohibit solicitors from contacting and securing funds from more than one individual or unit. Communication about the sponsorship helps ensure financial transparency for the health system and the university and allows for tracking of community benefit as required by the Affordable Care Act.
If a sponsorship request is approved, does that mean the health system will pay for that sponsorship?
Sponsorship funds that were previously maintained in multiple departments are now pooled into a single fund which is used for UC Davis Health 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.
Are there any types of requests that would automatically be excluded from consideration?
The following list would be automatically excluded from considerations. The list is subject to change.
- Travel expenses
- Religious activities, in whole or part, for the purpose of furthering a specific religious doctrine
- Requests that benefit an individual or family
- General operating expenses (including salaries, rent, etc.)
- Political candidates, campaigns or organizations
- Memorials, scholarships or endowments
- Capital requests
- Multi-year requests
- Events or organizations outside our service area
- Field trips or tours
- School teams
- Employees, teams or other individuals in a fundraising event or activity
- Conference fees
How often are sponsorship funds approved at the level requested?
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.
Can one UC Davis Health department sponsor the event or activity of another health system or campus department?
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. All requests must be submitted to the Sponsorship Committee for review.
I have a specific question. Who can I contact to discuss?
Contact the Sponsorship Advisory Group at 916-734-2198 or hs-sponsorships@ucdavis.edu.
