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SStandShare

Cannot run your event? Hand it off to a trusted partner.

All Roles

Sometimes your organization has a venue contract for an event but cannot staff it — a schedule conflict, a volunteer shortage, or an overlapping commitment. In this case, you can delegate full event operations to a partner organization. They run the event on your behalf while your organization remains the official owner on the venue contract.

This is called a full subcontract collaboration. It is different from a standard collaboration (where you stay in charge and the partner just sends workers) — with a full subcontract, the partner coordinator manages the entire event.

Who can do this: Coordinator or Admin at the host organization (the org that owns the event)

Before you start​

  • You must have an Active partnership with the organization you want to subcontract to. See Create a Trusted Partnership.
  • The event must exist in StandShare before you can delegate it.
  • Use this option only when you genuinely cannot manage the event yourself. If you just need extra workers, use a standard collaboration instead — see Invite a Partner to Help Staff Your Event.

Create a full subcontract collaboration​

  1. Navigate to Events and open the event you want to delegate.
  2. Click the Collaborations tab.
  3. Click Invite Partner Organization.
  4. Select the partner organization from the dropdown.
  5. Under Collaboration Type, select Full Subcontract.
  6. Set the compensation type (Paid or Volunteer) and amount if applicable.
  7. Add a message explaining the context — this helps the partner coordinator understand what is expected.
  8. Click Send Invitation.

What the subcontracting organization can do​

Once the partner accepts the full subcontract invitation, their coordinators can manage the event as if it were their own:

They canThey cannot
Assign workers from their orgTransfer ownership of the event to their org
Open self-signup for their workersInvite additional partner organizations
Record worker attendanceView your organization's other events or financials
Enter stand commission dataModify your organization's settings or user accounts
Initiate the settlement previewAccess any data outside this specific event

All of the subcontractor's actions on the event are recorded in the audit log and attributed to their user account and organization.

warning

A full subcontract gives the partner coordinator significant access to a specific event. Only use this with organizations you have a strong, established trust relationship with. Subcontractor actions on your event are audited, but they do affect your organization's financial records.

Your responsibilities as the owner​

Even with a full subcontract in place, your organization remains the owner of record. This means:

  • The event stays under your organization's name in StandShare.
  • Settlement is still run from your organization's account (or reviewed and approved by you).
  • The venue relationship and any compliance documentation remain your responsibility.
  • You can monitor the event at any time by opening it from your Events list.

Cancel or modify the subcontract​

If you need to take back control of the event before the partner has accepted:

  1. Navigate to the event's Collaborations tab.
  2. Click Revoke Invitation next to the pending subcontract.

If the partner has already accepted and you need to end the arrangement early, contact the partner coordinator directly and coordinate a transition. You can cancel the collaboration from the Collaborations tab — doing so will revoke the partner's access to manage the event.

Next Steps​