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EVENT PLANNING STEPS
- Reservation of Space: The first step in securing 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 Student Activities (special weekend dates in the Apollo Room), Office of Residence Services (indoor and outdoor residence hall spaces), Office of Parking and Transportation (parking lots) or Nutter Center for a campus space reservation.
- Any event held in University facilities or on University grounds must follow space reservation policies. The SUAO General Reservations Policies can be found in the Student Union Policy Manual. Click Facility Use for information regarding Facilities/Program Space.
- At the beginning of each academic year, only the student organization President and Treasurer will be able to reserve space. New contacts may be added by the President or the Treasurer after the start of the academic year.
- Reservations are tentative until the submission of an Event Registration Form and completion of the event review.
- Event Registration Form: The sponsoring organization must complete an on-line event registration form immediately following securing the reservation. The online event registration form is available at https://orgsync.com/1148/forms/63795.
- Event forms should be submitted 45 days or more prior to the event to enhance the availability of University resources. All forms submitted after 45 days are subject to a reduction of guest based on the availability of security for the event. All forms must be submitted to the Office of Student Activities no later than 30 days prior to the event. Exceptions to this rule will be considered when forms have been submitted at least 10 business days in advance for medium and low level events.
- Event Review: Once the Event Registration Form has been submitted electronically, The Office of Student Activities and the University Police Department and two representatives appointed by The House of Representatives will evaluate the event as a High, Medium or Low Level event using an objective criteria form. The criteria used to evaluate the level of an event is available at: https://orgsync.com/1148/files/238774/download.
- 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. No major changes in the implementation of the event will be approved 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.
- Additional Program 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
- Student Monitors: The organization is responsible for selecting one student monitor per 50 individuals expected at the event. 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 full-time faculty, or staff member must be present for the duration of high level events. Advisors are strongly encouraged to also attend medium level events. The advisor may designate a substitute who must be approved in advance by the Office of Student Activities. The designated substitute must be a member of the WSU faculty or staff. 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.
- Assignment of Security: The WSU Police Department will assign event security in the following manner:
- High Level Events: One officer per 100 guests plus Ohio Entertainment Security (OES) to properly secure the event site. The assignment of OES 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, 2 or 4 OES officers. Again, the assignment of OES 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 security will be assigned to the event.
- Role of Police: The police have the authority to uphold University regulations and local, state and federal laws. The police play a specific role with securing an event. At no time will OES or other staff be assigned to a role that is designated for a police officer.
- Actions that occur before, during or immediately after an event that have the potential for causing harm, injury, or damage to property will result in the termination of the event. The WSU Police Department may consult with the student organization Advisor regarding its decision to end an event. The student monitors, staff advisor or student organization leadership will announce the decision to end the event.
- Cost for Security: Organizations will be charged for police and OES beginning ½ hour prior to opening the doors. Security staff will remain on site until all patrons have left the program area and the crowd has been dispersed. Organizations will be notified after their event planning meeting the number of police and security assigned for the event.
- Due to university contracts and union agreements, event sponsors will be charged for a minimum of 4 hours for police and a minimum of 3 hours for OES.
- Organizations may request a maximum of $600 grant per event sponsored by the Office of the Vice President for Student Affairs and Enrollment Services for security cost. Requests can be made on the event registration form. Upon completion of all financial deposits and transactions, the Office of Student Activities will request the transfer of funds to the organization account. Only organizations that provide full financial disclosure of their event transactions will be reimbursed for security cost.
- 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.
- The capacity of an event may be altered, in the unforeseen circumstance where the assigned police or security personnel are unable to attend the event. The Office of Student Activities and the Office of the Vice President for Student Affairs will work with group if the event was impacted by the reduction of police or security personnel.
- Arrival and Departure of Event Staff: All event personnel (sponsors, monitors, advisors, other staff, OES security, and University Police) will be on site ½ hour prior to the opening of doors for the event and must remain for the duration of the event. Doors will not open until all designated staff have arrived 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. Any on-campus student events that include alcohol will require the presence security or police personnel as determined by the WSU Police Department. The number of officers necessary and any applicable charges for the officers' time will be determined by the WSU Police Department. 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.
- All at-the-door sales must be deposited immediately after the event to the drop box outside of the Bursar’s office 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