SPONSORSHIPS FAQ

Sponsorships FAQ - 

I have a question about sponsorship or contracts, who do I contact? 

Most information can be found on e-Activities or in our Knowledge Base. If you’re unable to find what you need there, please submit a ticket to the Activities Team.

How do I submit a sponsorship agreement? 

Once you’ve secured your Sponsor, you can submit your Sponsorship Agreement Request on the Committee Admin Request Form. Only requests submitted using this platform will be processed by the team and recognised. 

When can my Club submit a Sponsorship Agreement Request? 

You will be able to submit your Requests using the Sponsorship Agreement Request Form from the 8th September of each academic year. Your agreement may run from the day our team process your request until the 31st of July the following year. 

Can I sign a contract on behalf of my Club or Society? 

No, only designated staff and Officer Trustees of Imperial College Union are authorised to enter into contracts or agreements on behalf of the Union. Individual students, including members and representatives of Clubs and Societies do not have the authority to sign or commit to any contracts or agreements in the name of Imperial College Union.  

Therefore, any contract or agreement signed by an individual student on behalf of the Union will not be recognised as valid or binding. The Union reserves the right to take appropriate action to nullify any such authorised agreements. 

How long will it take for ICU to process my Sponsorship Agreement? 

The Activities Team aim to process all Sponsorship Agreement Requests within 10 working days. During busier periods, this may take slightly longer, so submit your requests as soon as you’re able to do so. 

Can we sign an agreement with a Sponsor without going through this process? 

No, all Sponsorship Agreement request must go through this process. If you don’t follow our guidelines, your club or society risks losing access to its finances and ability to deliver activities. You won’t be covered by ICU’s protections, and we cannot accept or recognise any contracts that haven’t been submitted in another way. 

Our Sponsor would like to use their own contract template, is that ok? 

No, ICU will only accept requests that are submitted using our Sponsorship Agreement Form. 

Can our student group share members personal data, CV’s or our mailing lists? 

No, you cannot give companies access to mailing lists or share any personal data with them including CV’s unless you have written permission from each individual allowing their data to be shared with third parties. You can, however, send out emails on their behalf. 

Who can we partner with? 

Initially, think about who has sponsored your group in the past; speak to former committee members and review your online transaction pages from previous years. You could also consider: 

• Your equipment suppliers, and any other contacts that your committee may have with suppliers and other organisations. 
• Companies that have the similar values and objectives as your club/society. 
• Any national governing bodies or organisations who are linked to your club/society. 
• Graduate recruiters who would be keen to target your demographic. 
• Research companies who may be involved in your activity. 
• Local organisations looking to expand the reach of their brand or contribute to the student experience. 

Are there any companies that we are not allowed to partner with? 

The Union currently does not have a veto list of specific companies you cannot partner with, but we do have policies in place which mean you cannot make partnerships with certain types of companies. These include: 

• Betting / Gambling 
• Money Lending / Payday Loans 
• Smoking / Vaping / Tobacco / CBD 
• Essay Writing Services 
• Arms Manufacturers Companies with Direct Involvement in Fossil Fuels or production of landmines, cluster bombs, nuclear weapons or conventional weapons intended for non-recreational purposes. 
• Pizza Brands (as per specific Students' Union restrictions) 

These exclusions are informed by Student Union policies, student wellbeing priorities, and ethical considerations. We regularly review this list in collaboration with our partners to ensure it reflects current values. If a group submits a contract for any of these companies, the Union will not sign the contract. You can read more in the Imprinted Ethical Framework 2025.

We partnered with someone last year; does my Group need to do the proposal all over again? 

Yes, a new agreement needs to be submitted each year regardless of if you have worked with your Sponsor before. 

Is there anything that sponsorship income is not permitted to cover? 

Sponsorship income must be used responsibly and in line with Union policies. It cannot be used to fund: 

• The purchase of alcohol 
• Activities that are unrelated to your group’s core aims and objectives (some exceptions may apply, but sponsorship should not be your group’s primary source of funding for unrelated activity) 
• Any content, activity, or material that promotes hate, discrimination, or intolerance 
• Anything that goes against Imperial College Union’s core values or strategic aims 

For further guidance please read our Principles of Socially Responsible Engagement