Sponsor FAQs | LSU Fall Fest

Sponsor Frequently Asked Questions

If I submit a registration and payment information, am I automatically approved to be present at Fall Fest as a sponsor?

Each registration application will be reviewed by the Fall Fest Committee, Finance & Administration, and Corporate & Foundation Relations to ensure that each registrant does not fall into one of the categories not allowed at Fall Fest; that the registrant is not in direct conflict with any current LSU exclusive contracts; and the registrant is in good standing with LSU. Each registrant will receive a confirmation e-mail at the address provided on the registration paperwork indicating whether the registrant has been approved to be present at Fall Fest as a sponsor.

Is my registration considered a charitable donation?

Funds collected are, in part, charitable contributions, therefore, part of the registration fee will be considered a donation to the LSU Foundation. Presence at Fall Fest is assigned a fair value of $100 by the LSU Foundation, which is deducted from the total amount of the registration fee, with the remaining amount considered a donation to the LSU Foundation. For example, if a sponsor pays $550 for a booth sponsorship that has a fair value of $100, the sponsor is acknowledged for the receipt of the $550, with notice that $100 of the gift is not tax-deductible. This is per IRS requirements, so please consult a tax advisor to understand the impact on the sponsor’s financial situation.

What does Fair Value mean?

Fair value is an amount assigned by the LSU Foundation to cost associated with the goods and services received by the sponsor (e.g., tables, chairs, parking, etc.) for attending Fall Fest. The fair value assigned to each Fall Fest sponsorship level is $100.*

*The fair value amount assigned to each sponsorship level is subject to change, should the associated goods and services received by the sponsor change.

Is the estimated fair value of goods and services received equal to Fall Fest’s expense amount?

The estimated fair value to the donor is not necessarily equal to the cost of the item or service paid by the university beneficiary, as defined by IRS regulations. For example, the cost per item from the vendor for a shirt may be $7, while similar shirts retail in a campus gift shop for $15. Per IRS regulations, the estimated fair value is what must be reported to the donor, and that is not necessarily the cost that the beneficiary paid for the item.

Am I in good standing with LSU Finance & Administration?

Businesses that have violated LSU policies over the previous year may not be in good standing with LSU. These may include, but not limited businesses that have violated the Guidelines on Distribution of Printed Material on the LSU CampusLSU Policy Statement 82: Use of LSU Facilities and Premises, or LSU Policy Statement 6: Solicitation of Advertisement. You may or may not have received a cease and desist notice from LSU for violating policy. After submitting your registration application, each applicant’s will be reviewed by the Fall Fest Committee, LSU Finance & Administration, and Corporate & Foundation Relations for approval. You will receive an e-mail at the address provided on your registration confirming you are approved to participate in Fall Fest. If you have additional questions about being in good standing or want to find out if you are in good standing before submitting your registration, you can e-mail fallfest@lsu.edu.

Will there be a loading and unloading area at Fall Fest?

There will be a loading and unloading area for all sponsors to utilize on Tower Drive/Raphael Semmes. This will be for loading and unloading only (no parking), therefore, we encourage all sponsors to label their belongings with their name and booth number prior to arriving at LSU so that volunteers can assist in moving your supplies to the sponsor’s booth, while the sponsor is parking their vehicle.

What is the weather plan? How will we be notified?

In the event that the Fall Fest Committee decides to move forward with Fall Fest even if the forecast projects rain, we will strictly follow the Fall Fest Inclement Weather Operating procedures. In the event that we detect a lightning strike within eight miles of campus, we will be required to clear the Parade Ground for the safety of all involved. This message will be communicated via announcements from the stage and on Campus Life social media sites. We will also communicate via social media updates regarding the length of the delay and whether and when we will be permitted to resume the event.

What is the rain date?

Fall Fest is a large outdoor event, and due to its size and scale, too large to move indoors in the event of inclement weather. Fall Fest is a rain or shine event, but in the event of lightning or threat of severe weather, the Fall Fest Committee reserves the right to reschedule Fall Fest to a later date in the semester. At this time, the rain date will be Friday, October 13, 2017.

What is an item of value?

Any promotional item or giveaway (food taste, coupon, swag, or product branded with the sponsor’s logo) is considered an item of value. Any item of value given away at Fall Fest must be limited to a maximum value of $2.50 or less for each promotional item or giveaway.

How is a promotional item’s value determined?

Promotional items purchased from a marketing or promotional agency will assign a per item cost before producing the promotional item. If the item is food, take the cost of the item in the restaurant and divide it by the number of times it is cut up (e.g., A $5.00 sandwich cut into four pieces is valued at $1.25 per piece). The value of any promotional item at Fall Fest cannot exceed $2.50 each.

What is co-branding? (promotional items)

Co-branding is when a product (promotional item/giveaway/signage/flyer) includes the use of multiple logos. At Fall Fest, sponsors cannot use the LSU logo or name in any form or manner on any promotional item or giveaway without permission from LSU in advance. This is why we request a digital copy of all handouts and promotional items; we want to ensure that the LSU logo is appropriately utilized. A digital copy of all your handouts and promotional items can be uploaded online for review.

Can I just print promotional items with an LSU logo on them and not include my organizations logo?

Per the Fall Fest rules and guidelines, sponsors must have their own organization’s logo on any promotional items or giveaways at Fall Fest. If a sponsor wishes to print items with the LSU logo on them for use outside of Fall Fest, they must work with one of the officially licensed suppliers identified by LSU Trademark Licensing.

How do I submit a digital copy of my handouts/promotional items to be given away at Fall Fest?

An e-mail will be sent to each Fall Fest registrant with instructions to upload a digital copy of a proof from a marketing or promotional item company or a photograph of the promotional items showing an example of what will be given away at Fall Fest. The Fall Fest Committee requests this to ensure that the LSU logo is not included on any promotional item or giveaway without permission from LSU, or used in conjunction with the registrant’s logo (co-branding). You can also upload a digital copy of handouts and promotional items online for review.

Can I register for more than one booth?

Yes, you can register for more than one booth. Just enter the number of booths you would like to purchase under “quantity” on the first page of the registration. Each booth costs $550.

How do I become an LSU licensed caterer?

Establishments that serve food who are interested in becoming a LSU licensed caterer must meet the university’s catering requirements and complete the licensing agreement and return it to Procurement Services. Additional information about catering can be found on the Procurement Services website.

How do I become a TigerCASH vendor?

LSU is proud to work with Blackboard One which allows merchants surrounding the LSU campus and throughout the Greater Baton Rouge community to accept TigerCASH and extend the convenience of the TigerCASH program. You can submit your interested in becoming a TigerCASH vendor on the Auxiliary Services website.

Do I have to register online with a credit card, or can I make my registration payment with a check?

You are more than welcome to register online and send in or hand deliver a check to Campus Life. Checks can be mailed to our office at the following address: Attn: Fall Fest; Campus Life; LSU Student Union #358J; Baton Rouge, LA 70803 or can be hand delivered to the Campus Life office, which is located on the third floor of the LSU Student Union (on the Southwest corner of Raphael Semmes and Highland Roads in Baton Rouge) in Suite #358J. Please note that we will not review your registration until we receive your registration fee. The sponsorship fee due will depend on the day in which payment is received and no late registrations will be accepted.

Do I have to register online, or can I submit a paper application?

You are more than welcome to register through a paper application, which is available online. Your registration can be mailed or hand deliver along with the sponsorship fee to Campus Life. Registrations can be mailed to our office at the following address: Attn: Fall Fest; Campus Life; LSU Student Union #358J; Baton Rouge, LA 70803 or can be hand delivered to the Campus Life office, which is located on the third floor of the LSU Student Union (on the Southwest corner of Raphael Semmes and Highland Roads in Baton Rouge) in Suite #358J. No registrations will be accepted after Friday, September 15, 2017.