Definiton Index

Term 

Definition 

Agreement 

The full contract, including signed Terms & Conditions, the Sponsorship Agreement Form, and any written changes agreed by both sides. 

Authorised Representative 

Someone officially allowed to sign or act on behalf of the Sponsor or Student Group – individual students are not authorised representatives.  

Cognito Form 

The Committee Admin Request online form used to submit Sponsorship Agreement Requests. Signing and ticking the box counts as agreeing to the contract. 

Commencement Date 

The date the sponsorship officially starts, as confirmed in the contract. 

Confidential Information 

Private or sensitive information shared between Parties that must be kept secret, unless legally required to share. 

Disclosing Party / Receiving Party 

The Disclosing Party shares confidential information. The Receiving Party receives it and must keep it private. 

Force Majeure Event 

Something outside everyone’s control (like a natural disaster or strike) that stops a Party from meeting their obligations. 

Indemnified Party / Indemnifying Party 

The Indemnifying Party is the one who caused a problem and must cover costs. The Indemnified Party is the one affected. 

Imperial College Union (“ICU” or “Organisation”) 

Imperial College Students’ Union  

Intellectual Property (IP) 

Things like logos, names, and branding that belong to a Party. They can’t be used without permission. 

Marks 

A Party’s logos, names, or branding. Permission must be given before these can be used by the other Party. 

Party / Parties 

Any of the two groups involved — the Organisation (on behalf of, and for the Student Group) or Sponsor. 

Personal Data 

Information about individuals (like emails or names) that must be handled according to data protection laws (e.g. GDPR). 

Sponsorship Activities 

The agreed actions the Student Group will take in return for the Sponsor’s support (e.g. logo on posters, mentions at events). 

Sponsorship Fee 

The money the Sponsor pays in return for Sponsorship Activities. This goes to, and is processed by, ICU and includes all taxes. 

Sponsorship Form 

A form filled by the Student Group listing what’s being offered and for how much. It becomes binding once a contract is created and signed by ICU and the Sponsor. 

Sponsorship Period 

The agreed time the sponsorship runs for — from start date to end date (unless ended earlier under the contract). 

Sponsor 

The company or organisation giving support (usually money) in return for benefits agreed in the Sponsorship Form. 

Student Group 

A club, society, or project officially affiliated with ICU that receives sponsorship and carries out the agreed activities. 

Termination 

When the contract ends early — this can happen if a Party breaks the rules or if there’s a valid reason allowed by the contract.