Fronting Policy

The University prohibits fronting in all facility reservations, event approvals, and service requests managed through Event Operations. All clients must accurately represent the true sponsor, planner, and responsible entity of any event or activity.

Reservations are approved based on the information provided at the time of submission. Misrepresentation of event ownership, scope, or partnership may result in administrative action, financial reassessment, or cancellation.

Definition of Fronting
Fronting occurs when a university-affiliated entity (e.g., department, recognized student organization (RSO), or individual) reserves space, services, or access to university resources on behalf of another individual or organization that is not eligible for the same access, approval pathway, or rate structure.

This includes, but is not limited to:

  • Reserving space for an external or non-affiliated organization under a university name
  • Concealing or failing to disclose external sponsorship, partnership, or control
  • Using University affiliation to secure discounted or internal rates for non-eligible users
  • Allowing another entity to plan, control, or benefit from an event booked under a university client

Event Classification and Responsibility
Event classification (internal vs. external) is determined based on the entity responsible for:

  • Planning and coordination
  • Financial support
  • Marketing and audience targeting
  • On-site management and execution

The reserving client is responsible for ensuring all submitted information is complete and accurate at the time of reservation and throughout the planning process.

Collaborative Events
Event Operations recognizes that collaborative events may involve multiple entities. To remain compliant, the reserving client must:

  • Maintain full ownership and decision-making authority
  • Lead planning, coordination, and event execution
  • Provide a substantial portion of funding and resources
  • Be clearly identified in all promotional materials
  • Ensure the event aligns with University policies and mission
  • Complete all required approvals through Event Operations and applicable permitting processes

Failure to meet these conditions may result in reclassification or cancellation of the event.

Automatic Trigger for Reclassification and Enforcement
If, at any point, Event Operations determines that an external or non-eligible entity is the primary organizer, responsible entity, or intended audience of an event, the reservation will be reclassified to the appropriate external event type and corresponding rates will apply, or may be cancelled if required approvals, documentation, or conditions cannot be met within the remaining planning timeframe. Late identification or disclosure of changes to event sponsorship, structure, or partnership may limit the University’s ability to accommodate the event as planned.

Determination of Fronting
The University, through Event Operations, will determine whether fronting has occurred based on a review of relevant factors, including:

  • Nature and purpose of the event
  • Level of involvement of the reserving client
  • Financial contributions and contractual arrangements
  • Marketing materials and listed sponsors
  • Attendee composition and intended audience
  • Prior history of similar events or violations
  • Any additional information deemed relevant

All determinations are made at the University’s discretion.

Enforcement and Administrative Action
Violations of this policy may result in one or more of the following:

  • Denial or cancellation of the reservation, including on the day of the event
  • Immediate reassessment of fees to the appropriate external or full-rate structure
  • Recovery of event-related costs from the reserving client
  • Restriction or suspension of future reservation privileges (facility-specific or campus-wide)
  • Loss of eligibility for internal funding or support

Student Organization Accountability
Recognized student organizations are expected to retain full control over all events reserved under their name.

If an RSO is found to have engaged in fronting or failed to maintain appropriate oversight, actions may include:

  • Denial or cancellation of event registration
  • Financial responsibility for event-related costs
  • Loss of funding eligibility or space access
  • Revocation of organizational recognition
  • Referral to the student conduct process