During the event-planning phase and together with the Center, Event Hosts will come up with a co-sponsorship strategy, i.e.: departments and or individual faculty members that the topic is relevant to. This can double as a future ‘who should we personally invite to this event?’ list. Think strategically about who you want to be in the room and whose voice might be missing that should be represented.
Below is a template of sorts to assist in writing a co-sponsorship solicitation email, personalize as needed. Solicitation letters should be approved by the Center as other programing items or partnerships may need to be considered. The Event Host, should draft the solicitation letter and send to the Center Manager who may send the letter(s) on behalf of the Center sponsored event. If the Event Host is a Center Director, they will send the solicitation and cc the Manager. If agreements are made in-person regarding co-sponsorships, confirm the agreement in writing with the sponsoring unit and cc the Manager.
When a person or department commits to co-sponsoring an event, thank them for their contribution and let them know you are cc’ing SJRCs Manager, who can assist with the transfer. The Manager will coordinate with the sponsoring unit and with the Center’s Research Analyst to oversee the transfer of funds.
A few basics to cover:
Who are you?
What is the event about?
Why is it relevant to them, a class they are teaching, or their department?
When is it or expected to take place? Provide confirmed date if available or if not, which term.
Where will it be located?
What are we asking them for? Details can be covered in a follow up email after initial interest is expressed.
Advertisement to their network, class, lab, website, or social media?
Money? How much? What will it cover? This makes a difference, as some fund sources will only cover certain types of expenses. Be prepared to provide them with a breakdown of the budget.
SAMPLE CO-SPONSORSHIP SOLICITATION for SJTP FELLOWS
(edit as needed for your rank, title, and relation to co-sponsoring unit)
Dear (________),
My name is (_______________); I am a (___) year graduate student in the (______) department and a fellow in the Science & Justice Research Center's Graduate Training Program, an interdisciplinary research center here at UC Santa Cruz. I am organizing an event on (insert date and time or if date is TBD name the term) that will explore (insert short blurb mentioning confirmed or invited speakers).
I am writing to you to see if you/the (__________ Department/Group) would be interested in co-sponsoring this event by (Insert what: advertising to your students, contributing $ towards X). (Insert why this is relevant to their personal research, or a specific class being offered that term. i.e.: The topics set forth in ____________ make for some very interesting questions to address in a ___________ class).
If the (____________ Department/Group) would be interested in co-sponsoring this event, please let me know and we can discuss further.
The full event proposal is inserted below.
(insert salutation),
(insert name)
(Insert full abstract)