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- Prior to planning any event the following training is required:
- Student Leader: Any student leader responsible for planning events on campus must complete “Certified Event Planner Training” offered by the Office of Student Activities prior to initiating an event. Organizations may designate one or several individuals to participate in training. Upon completion of the training a student will become certified in event planning. Only “certified event planners” may reserve event space and submit an event on OrgSync. Leaders following the planning steps and University policy will only have to be certified once.
- Advisors: Those advising high-level and medium-level events will also have to participate in “Event Planning Training”. Advisors will only have to participate in “Event Planning Training” once and will be provided written updates on new policies or processes. Only organizations whose advisors who have completed “Event Planning Training” may host high-level and medium-level events.
EVENT PLANNING STEPS
- Reservation of Space: The first step in planning an event is to make a space reservation. Scheduling a campus space initiates the event registration and review process. Contact the Student Union Administrative Office (Student Union, outdoor spaces and academic classrooms), Office of Residence Services (indoor and outdoor residence hall spaces), Office of Parking and Transportation (parking lots) Rinzler Student Sport Complex or Nutter Center for a campus space reservation.
- Any event held in University facilities or on University grounds must follow space reservation policies. The General Reservations Policies can be found in the Student Union Policy Manual. Click Facility Use for information regarding Facilities/Program Space.
- Reservations are tentative until the submission of an event on OrgSync and completion of the event review occurs.
- Event Registration: The sponsoring organization must create an event in OrgSync immediately following securing the reservation. When creating an event in OrgSync, the certified planner will provide critical information about their organizations event.
- All high level events must be created in OrgSync 45 days or more prior to the event to enhance the availability of University resources. All medium level events must be submitted in OrgSync no later than 30 days prior to the event. All low level events must be submitted at least 10 business days in advance of the event. To have a low level event reviewed in less than 10 days a written request may be submitted to the Director of Student Activities. If a quicker review is feasible, the low level event may be approved in less than 10 days.
- Review: Once the Event has been submitted via OrgSync, representatives from the Office of Student, the University Police Department and the House of Representatives will evaluate the risk level of the event using the Event Risk Assessment point system.
- High Level Events: An event review meeting will be scheduled with the student organization leadership, facility manager, advisor, WSU Police Department representative, and Student Activities representative(s). The Student Activities staff will be responsible for scheduling this meeting. The Office of Student Activities must approve any changes to the event details after this meeting.
- Medium Level Events: A one-on-one conversation will be scheduled with the student planner and a Student Activities staff member. The advisor will be invited to attend, but not required, to attend the meeting. This meeting is designed to assist student groups with the planning of their event.
- Low Level Events: If interested, the student planner may meet with a representative to assist with the planning of their event, however a meeting is not required.
Upon completion of the event review, the Student Activities staff member will provide a written summary to the certified event planner, the organization’s Advisor and appropriate University staff.
- Additional Program Planning Steps: A program checklist is available at: https://orgsync.com/1148/files/185485/download to assist groups with additional program planning steps.
STAFFING FOR EVENTS
Staffing for events will be determined based on the risk level of the event. All staff is required to arrive at least 30 minutes prior to the event.
- Student Monitors: The certified event planner is responsible for selecting one student monitor per 50 individuals expected at the event. The monitors must be registered Wright State University students. The monitor(s) will be responsible for helping to manage the event and immediately report policy violations and other incidents of inappropriate conduct to the advisor and/or WSU Police officers or designees in attendance. Student monitors and advisors are not intended to replace or act in the capacity of WSU Police officers. Monitors will not consume alcohol prior to or at the event and must fulfill their monitoring responsibility for the duration of the event. At least one monitor must be present at the entrance to the event at all times. Monitors must be identifiable by wearing monitor badges. Monitor badges are available the business day prior to the event. Student Monitors are expected to assist WSU Police and security personnel with clearing the venue of attendees at the close of the event.
- Advisor: The organization's official advisor, a WSU full-time faculty, or staff member must approve and sign off on all high-level and medium level events. The official advisor is required to be present for the duration of high-level events. Advisors are strongly encouraged to also attend medium level events. If an advisor does not attend their organization’s medium level events, decisions at the event will default to the highest authority at the event including University Police, security or facility manager. The advisor may designate a substitute who must be approved in advance by the Office of Student Activities. The designated substitute must be a full-time member of the WSU faculty or staff and have completed Certified Event Planner training and the advisor module. If it is necessary to change the advisor prior to the event, the Office of Student Activities must be notified in writing at least one business day prior to the event. The event may be cancelled, delayed or attendance reduced if the advisor or designee is not in attendance at the event.
- Police: The police have the authority to uphold all local, state and federal laws. The police play a specific role with securing an event and assigning security personnel.
- Security: The WSU Police Department in consultation with the Office of Student Activities will assign event security in the following manner:
- High Level Events: One officer per 100 guests plus security to properly secure the event site. The assignment of security officers is based on the venue, point(s) of entry, space to be secured around the event, access points, event set up, and the collection of funds.
- Medium Level Events: For medium level events 0 to 4 security officers. Again, the assignment of security officers is based on the venue, point(s) of entry, space to be secured around the event, access points, event set up, and the collection of funds.
- Low Level Events: No police or security will be assigned to the event.
- Facility Manager: In most instances a facility manager will be available throughout the duration of the event. The facility manager has the responsibility to maintain facility policies and set up of the event. They may also be responsible for closing access to the facility or event at the designated time.
- Additional security review: In the event the organization would like the number of security assigned to the event to be reviewed, the “certified event planner” may submit a written request to the Director of Student Activities 5 or more business prior to the event.
COSTS FOR EVENTS
1. Security: For the 2014-15 academic year, The Office of the Vice President for Student Affairs will pay for all security for registered student organization sponsored events.
- Some campus facilities may have charges for rental of the space, set-up costs, box office staff, labor, audio-visual, lights, sound, staging and other requested services.
- Outdoor facilities may require delivery charges, set up fees, electrical connection installation fees, etc.
- Certified event planners should request a written estimate for all services being provided prior to the event and familiarize themselves with specific facility policies.
- If a student organization cancels an event less than two business days prior to the event, they will be required to pay for police and security assigned to the event. Event cancellation information must be provided to the Office of Student Activities, WSU Police Department and any other offices providing support for the event.
- Delays and Extensions
- Delaying the start of an event or extending the completion of an event could be very costly. Organizations exercising such practices will be responsible for the additional costs.
ON-SITE EVENT MANAGEMENT
- Pre-event meeting
- A Pre-event meeting will be held with all event staff assigned to the event (monitors, advisor, police, security and facility manager) one half hour prior to opening the doors. At that time the senior administrator will conduct the pre-event meeting by reviewing the event summary provided by the Office of Student Activities and staffing assignments and locations. The senior administrator will review event monitor responsibilities provided by the Office of Student Activities. Each student event monitor will sign the monitor responsibility sheet stating that they understand their role at the event.
- High-Level Event Guests
- A card reader is required to identify all WSU students attending high-level events. A WSU student may host up to 3 guests who will sign in at the entry point of the event. WSU students are responsible for the behavior of their guests.
- Event Decision Making
- The senior university administrator in attendance at the event (Advisor, police, security, facility manager) will determine if any exceptions to the existing event summary provided will be made by the Office of Student Activities while an event is in progress. (E.g. letting a limited number of additional people into the event than the pre-determined capacity, etc.…) If the University Administrator does determine an exception is warranted, that individual must document such exception on the advisor post-evaluation form to the Office of Student Activities immediately following the event. Any exceptions he or she authorizes to the event summary may not be made at the expense of jeopardizing the safety and security of the event attendees. The senior University Administrator assumes all responsibility for any exceptions that he or she authorizes.
- Disruption of an Event
- The determination of whether or not an event will end prematurely due to inappropriate behavior or other issues where the safety and well being of the attendees is a concern will be facilitated through a joint discussion between WSU Police and the senior university administrator/advisor at the event. In the event that WSU Police deems an incident unsafe, the WSU Police will take responsibility for making the decision to end the event.
- The Certified Event Planner must submit a final post-event evaluation for all medium level and high-level events within 72 hours of the conclusion of the event to the Office of Student Activities.
- Certified Event Planners failing to submit the post-event evaluation will be unable to coordinate future events the post evaluation is submitted.
- University Police, Security, Facility Manager and Advisors will provide information to the Office of Student Activities regarding any incidents that happened at the event.
RELATED POLICIES TO EVENT PLANNING
- Alcohol (Student) Policy: All events where students are participants, whether using campus or off-campus facilities, must adhere to the Alcohol Use Policy for Student Organizations as outlined in the Student Handbook http://www.wright.edu/student-handbook/student-organizations-policies-and-procedures/alcohol-student-policy. Organizations sponsoring off campus events including alcohol must complete an event registration form 45 days prior to the event. The Office of Student Activities requires at a minimum the following for off campus events where alcohol is served at the venue:
- a signed copy of the FIPG (Fraternal Information and Programming Group) Guidelines and the Third Party Vendor agreement
- a copy of the establishment’s liquor license
- a copy of the establishment’s insurance policy the name of the sponsoring organization(s) co-insured
- Advertising, Media Promotions, and News Coverage Policy: Publicity for events must adhere to the regulations outlined in the Student Handbook. Any publicity through non-university media must be coordinated with the Office of Communications and Marketing. See the Advertising, Media Promotions, News Coverage policy in the Student Handbook at http://www.wright.edu/student-handbook/student-organizations-policies-and-procedures/advertising-media-promotions-and-news-coverage.
- Off-Campus Events and After Parties: Student organization events held off-campus using, or implying, the Wright State University name, utilizing the Wright State University accounting system, or publicized to the campus population are subject to all university policies and procedures and must be approved by the Office of Student Activities. These events must be registered through the Office of Student Activities by completing an Event Registration form. Entertainment Companies or promoters may not utilize Wright State University name, logo, or likeness in any event promotion. Student organizations holding events off-campus assume all financial and legal responsibility. Student organizations hosting off-campus events are required to purchase event insurance and name Wright State University as additional insured. Off campus event insurance may be purchased at http://www.marshcampus.com/Products/StudentSpecialEventLiability.aspx. Go to Products and select “Student Special Event Liability” to apply.
- Financial and Expenditures Policy: All money collected associated with an event must be accounted for according to specified policies and procedures: http://www.wright.edu/student-handbook/student-organizations-policies-and-procedures/use-of-university-facilities.
- All ticket sales must be conducted through the Student Union Box Office. Ticket sales through the box office require an Agreement to Sell Tickets (http://www.wright.edu/studentunion/forms&download.html). Printing of tickets is the responsibility of the organization and must be numbered. Tickets may be checked out of the box office for table or personal sales.
- Events with projected at-door-sales of over $1,000 will be required to have the student union or Nutter Center box office open during the event. Only tickets will be collected at the door of the event.
- All at-the-door sales must be deposited immediately after the event to the drop box outside of 055 Student Union including a slip with the organization’s name, account number, ticket price and total number of tickets sold. Student organizations should request that security personnel for the event escort them to the Bursar’s office.
- For all advance tickets checked out of the Student Union Box Office, all revenues and any unsold tickets must be returned to the Box Office.
- Student Code of Conduct: Any individual or group in violation of University policy or Code of Student Conduct will be subject to disciplinary action as specified by the Code of Student Conduct http://www.wright.edu/students/judicial/conduct.html. For violations that occur at organizational events, the advisor and student event coordinator will submit an incident report to the Office of Community Standards and Student Conduct for possible disciplinary action. Any other individual may also make a report.
Rick Danals, Director of Student Activities
Dan Abrahamowicz, Vice President for Student Affairs