Sponsorship Procedure

1. The purpose of our procedure

This procedure ensures coordinated sponsorship activities across Adelaide University and establishes a fair and consistent framework for developing and evaluating proposals. Please read this procedure in conjunction with the Sponsorship Policy.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to Adelaide University staff members who develop or assess sponsorship proposals with external parties.

2.2 Exclusions

This procedure does not apply to the following situations:

• activities involving gifts, bequests or fundraising - see the Philanthropy and Fundraising Policy.

• sponsorship of student scholarships - see the Graduate Research Scholarships Procedure or Coursework Scholarships, Grants and Prizes Procedure.

3. Our sponsorship procedure

Adelaide University pursues a balanced mix of sponsorships that reflect the diversity of its community and support the needs of the organisation.

3.1   Our approach to evaluating outgoing sponsorship proposals

Proposals for sponsoring external parties or events must be evaluated in consultation with the [Sponsorship team] to ensure opportunities are recorded, maximised and conflicts avoided. 

Outgoing sponsorship proposals are assessed on the extent to which they deliver mutual benefit, advancing the interests of both the external party and Adelaide University. 

Benefits to the external party may include:

• financial support - approved and funded by the area that received the request

• in-kind support, such as:

• promotional opportunities in our printed publications or social media

• access to facilities, tutorial rooms or lecture theatres

• branded merchandise, such as pens, show bags and paper pads

• Adelaide University academic or professional expertise.

• a combination of in-kind and financial support, with the monetary value of in-kind contributions clearly defined during sponsorship discussions.

Benefits to Adelaide University may include:

• increased exposure of the Adelaide University brand, name, services, research outcomes and activities in media and promotional material to reach target audiences

• opportunities to build relationships that achieve strategic goals and reflect Adelaide University brand attributes

• invitations for staff or students to attend or present at events, ceremonies or functions with relevant audiences

• access to mailing lists, newsletters or databases (subject to privacy provisions).

Adelaide University will not sponsor events, groups or individuals if the proposal: 

• is offensive, denigrates or conflicts with our strategic objectives, values or brand attributes 

• includes activities or organisations that may be perceived as promoting or endorsing illegal conduct, tobacco, gambling, fireworks, environmental harm, adult-related industries, racism, political groups, or religious activities.

3.2   Our approach to evaluating incoming sponsorship and/or advertising proposals

Incoming sponsorship and/or advertising proposals may be made directly to the [Sponsorship team] or other staff members. 

Incoming sponsorship and/or advertising opportunities may be offered to current or past sponsors without implying preferential treatment or restricting Adelaide University from partnering with other organisations, including competitors.

Incoming sponsorship and/or advertising proposals will be assessed for strategic fit, risk and value to Adelaide University. Proposals: 

• must deliver benefits to Adelaide University that significantly exceed the total costs of servicing the sponsorship, including promotional and facilities expense 

• may provide benefits to Adelaide University in the form of financial or in-kind support 

• may include the provision for the sponsor to promote through Adelaide University platforms, such as notice boards, social media, and printed materials. 

Adelaide University reserves the right to reject sponsorship or advertising proposals for any reason, including but not limited to offers that:

• are offensive or potentially demeaning to individuals or groups

• create unreasonable risk or liability to Adelaide University

• compromise Adelaide University’s academic independence, research ethics or reputation, or place Adelaide University at a competitive disadvantage

4. Who holds a responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1   The [Sponsorship team] is required to:

• provide advice on inbound and outbound sponsorship proposals upon request

• keep records of sponsorship activities across Adelaide University, including the value of in-kind support to ensure a consistent and fair approach. 

4.2  Staff members who receive or develop sponsorship proposals are required to:

• evaluate sponsorship proposals objectively, fairly and consistently to ensure the benefits to Adelaide University are optimised.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

The approved Adelaide University Brand comprises all representations that identify Adelaide University, including its official title, the logo, trademarks, brand elements, business names and domain names.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

7. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

8. History of changes

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.