Sponsorship Requests
University Library Sponsorship Requests – policy and procedures
Authorized: January 22, 2026
Draft 10/16/2024; 11/13/2024; 5/29/2025; 6/25/2025; 8/21/2025; 12/23/2025
The University Library and its units are often asked to sponsor events, programs, or conferences hosted by campus and community organizations. Requests may be internal (originating within the Library) or external (coming to individual employees, unit heads, associate university librarians (AULs), or the Dean from outside the Library). Some requests are for sponsorship (seeking financial support) while others are for partnerships (seeking non-monetary support such as in-kind support or name use).
This document outlines the criteria used to identify and evaluate sponsorship requests and the process for submitting them.
The University Library’s name and wordmark may be used only with prior approval.
Alignment with Library and University Values and Standards:
Sponsored events must align with the Library’s mission to support the creation, dissemination, and free exchange of information and enhance the teaching, research, and public service missions of the university.
See: Effort and Compensation on Sponsored Projects – Campus Administrative Manual (illinois.edu)
See: Sponsorships and Advertising in Campus Publications – Campus Administrative Manual (illinois.edu)
See: Specific Financial Support or Sponsorship Payments to Outside Organizations – Business & Finance (illinois.edu)
An example is the Library’s support of the Urbana-Champaign Reproductive Justice (UCRJ) livestream event and panel. The Library supports science-backed, public policy and free access to information; it invests resources to sponsor the work of groups (or partner with groups around activities) consistent with its mission.
Process
Step 1. Identify Library contact of point person
The Library employee or unit must be willing to partner with external requesters. If no internal partner can be identified, the sponsorship cannot proceed. If a Library employee receives a request from an external party and is unsure which internal contact is most appropriate, the employee should forward the request to their Unit Head or AUL/Assistant Dean.
Step 2. Determine level of support
The Library may support internal or external activities through sponsorships involving a transactional component or partnerships requiring no monetary support.
Sponsorship (Monetary Support)
Requests that include Library or Library Unit funding—whether for events, initiatives, or other activities—are considered sponsorships and require completion of the full approval and funding process.
An example includes PYGMALION, where the Library has contributed funding in exchange to be listed as an event sponsor. The Library also receives discounted advertising in Smile Politely, and support for activities the Library may want to host during the festival.
Sponsorships include, but are not limited to:
- Host or co-host arrangements supported by Library funds, such as refreshments, audio/visual/IT support, and use of spaces.
- Financial contributions to another entity or event in return for name or logo recognition.
- Any commitment in which Library or Unit funds are transferred, reimbursed, or otherwise expended; this could include payment to be listed as a collaborating or supporting organization for promotional purposes.
Partnership (Non-monetary Support)
Requests that involve no transfer of Library funds but may include in-kind resources (e.g., staff time, space use, consultation) and/or use of the Library or Unit name for recognition are considered partnerships. Partnerships require approval but do not go through the funding request process.
Examples include the Education Justice Project that lists the Library as a sponsor by adding the Library’s wordmark to their marketing efforts and the Urbana Champaign Reproductive Justice (UCRJ), where the Library has used in-kind resources in the form of staff time to livestream their events.
Partnerships include, but are not limited to:
- Being listed as a collaborating or supporting organization for promotional purposes.
- Providing staff expertise, space, or other non-monetary resources without financial commitment.
Step 3. Submit request
Follow the process requirements below depending on the support needed.
| Sponsorship | Partnership |
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Approved / Authorized by: University Library Administration/Budget Group
Date of Authorization:
Authoring person / body: Events Working Group
Date of most recent update / review: December 23, 2025