Determine Your Event Type & Responsibilities

Not every event held on campus is the same. Before requesting classroom space, determine which event type best describes your event.

The classification of an event is based on who is organizing, managing, and controlling the event—not simply who attends or where it is held.

Choosing the correct event type early helps ensure your request follows the appropriate University processes and avoids delays during review.

Why Does Event Type Matter?

Event classification is not primarily about determining whether rental fees apply. Instead, it helps the University identify who is responsible for planning, managing, and overseeing an event so that appropriate risk management, liability, insurance, and contractual requirements can be applied.

When an event involves individuals or organizations outside the University, additional considerations may be necessary to protect everyone involved. Depending on the nature of the event, this review may include:

• Determining who has operational control of the event.
• Identifying who assumes responsibility for participant safety.
• Verifying whether insurance or indemnification requirements apply.
• Determining whether contracts or agreements are necessary.
• Ensuring University policies, procedures, and exclusive vendor agreements are followed.
• Clarifying each organization's responsibilities before the event occurs.

For this reason, the University evaluates who controls the event—not simply who attends it or where it is held. An event hosted in a University classroom is not automatically a University event, and inviting an outside speaker or community partner does not automatically make an event co-sponsored. The determining factor is the level of responsibility and operational control shared between the University and any non-University organization. The University's Co-Sponsorship Events Application reflects this by evaluating who is responsible for reserving space, approving activities, managing vendors, paying expenses, overseeing operations, and maintaining overall control of the event.

Remember: Event classification is a risk management and responsibility determination—not a pricing determination. While certain event types may have different financial implications, those are secondary to ensuring the appropriate organization is responsible for the event's planning, operation, liability, and compliance with University policies.

Event Types

Internal University Event

An Internal University Event is organized, managed, and controlled by the University of Minnesota.

Your event is likely Internal if all of the following are true:

• A University department or Registered Student Organization (RSO) is hosting the event.
• The University reserves the space.
• A University employee or RSO officer serves as the primary event contact.
• The University determines the event schedule, room setup, and operations.
• The University approves event activities.
• The University manages vendors (if applicable).
• The University is responsible for event expenses.
• University personnel actively manage the event while it is taking place.

Common examples

• Department meetings
• Faculty workshops
• Academic conferences organized solely by the University
• Student organization meetings
• Guest lectures hosted by a University department
• Employee training sessions

Co-Sponsored Event

A Co-Sponsored Event occurs when a University department and a non-University organization share meaningful responsibility for planning, organizing, or operating an event.

A co-sponsored event is not determined simply because an outside organization participates, presents, or attends.

Instead, the University evaluates whether responsibilities are shared, including:

• Initiating the event
• Reserving the space
• Planning event operations
• Approving event activities
• Promoting the event
• Executing contracts or vendor agreements
• Assuming financial responsibility
• Providing on-site management
• Maintaining overall operational control

Your event may be co-sponsored if:

• A University department and an outside organization jointly organize the event.
• Planning responsibilities are shared.
• Both organizations are publicly represented as event sponsors.
• Both organizations participate in operational decision making.
• The outside organization assumes responsibility for portions of the event.

Common examples

• A conference jointly organized by a University department and a professional association.
• A symposium planned with a nonprofit organization.
• A community health event coordinated by the University and a local organization.

Because every partnership is unique, co-sponsored events require review by the Real Estate Office to determine the appropriate agreements and risk management requirements.

External Event

An External Event is organized and controlled entirely by an organization or individual that is not affiliated with the University of Minnesota.

Your event is External if:

• The organizer is not a University department.
• The organizer is not a Registered Student Organization.
• The outside organization independently plans and manages the event.
• The University is not serving as an organizer or sponsor.

Common examples

• Professional associations
• Private businesses
• Nonprofit organizations
• Government agencies
• Community organizations
• Private individuals
• “Traveling” conferences where the event is primarily organized by an external party and is hosted at a different location annually

Quick Comparison

Still Unsure?

Answer these questions:

Is the University solely responsible for planning, managing, and operating the event?

• Yes: Your event is likely an Internal University Event.
• No: Continue below.

Is a non-University organization sharing responsibility for planning, management, operations, funding, or promotion?

• Yes: Your event may be a Co-Sponsored Event and should be reviewed by the Real Estate Office.
• No: Continue below.

Is the event organized entirely by an outside organization?

• Yes: Your event is an External Event.

If you are uncertain, contact the Real Estate Office before submitting your reservation request. Determining the correct event type early helps ensure the appropriate review occurs before planning progresses too far and reduces delays in the reservation process.