Sponsored Event Policy

Approved by PSD Board April 28, 2006, and amended November 11, 2006

Sponsored Event Application (PDF, 36 KB) can be downloaded.

Sponsored Events

The District encourages congregations and District Committees to develop and conduct conferences and workshops which help to promote UU values, provide opportunities for personal growth, and help to improve the quality of life in the congregations.

Any workshop or conference which carries the District name and/or seeks District sponsorship must be sponsored by a District committee or approved by the District Board on an annual basis. Events sponsored by District Program Areas and committees must stay within budget limits and also follow all other applicable policies of the District.

Application Process

When applying for District sponsorship, planners of events must submit an application addressing the following:

• purpose of the event and the prospective attendees;
• where the event will be held and proposed dates of the event;
• proposed programming and program providers;
• a proposed budget including the possible need for an advance from the District;
• proposed publicity for the event;
• what expectations the event planners have of the District regarding help with the event; and
• a statement that the event planners will comply with all District policies regarding background checks and accessibility.

Sponsored Event Application (PDF, 36 KB) can be downloaded.

All other events which are scheduled within the District should be reported to the District Office for inclusion on the District calendar. Events that are not sponsored by the District may not use the name of Prairie Star District in their promotional material.

Finances

Advances

The District is able to help with finances on a limited basis for District sponsored events. Advances are available, if needed, for pre-event expenses, to be repaid within 90 days of the end of the event.

Honoraria

Members of PSD congregations and PSD ministers are not to be reimbursed for expenses or registration fees or paid honoraria for participating in District conferences, workshops or events with one exception: at District conferences, workshops, and events where the person is a primary presenter, the primary presenter may be reimbursed for expenses and/or paid an honorarium and will not be required to pay registration fees.

Excess Funds Policy

• All excess funds from events sponsored by District Program Areas or committees or staff will be returned to the District. These conferences maybe subsidized by the sponsoring committee. In cases where the District specifically asks a congregation to host a District sponsored event, the host congregation may, at the discretion of District staff, be compensated for their efforts and/or be allowed reduced registration fees for congregation members.
• An exception will be the Annual Youth Conference (Boone). At least half the excess funds from this conference will be turned over to the District and the other half will remain within the control of the Boone Planning Committee for use in the ongoing coordination and maintenance of the Boone Conference.
• At least half of excess funds from other District sponsored events will be turned over to the District. These conferences and workshops are expected to be fully self-supporting.
• In some cases, the District may co-sponsor an event with an entity other than a congregation and the financial negotiations may be made on a case by case basis.

Losses

If the District-sponsored event results in a financial loss, it will be covered by the District, subject to receipt of a timely, full and clear accounting of the finances of the event.

Liability Insurance

Sponsored and co-sponsored events will be covered by the District liability insurance.

Background Checks

Background checks are required for adult leaders working directly with children and youth at District sponsored events.

Publicity

District services may be available to publicize the conference or workshop for District-sponsored events.

Report

A full report, including finances, must be made to the District Office within 90 days of the end of the District-sponsored event. Any excess funds available to the District, together with repayment for all advances made, must be included with the report.