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 Involvement and Leadership prior to initiating an event. CEP training and a quiz will take place on Engage. Students must pass the quiz with at least an 80%. Organizations may designate one or several individuals to participate in training; a max. of 5 CEP’s per organization. A student can be a CEP for up to three organizations. 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 Engage. Leaders will need to complete the certification every academic year.
Event Planning Steps
- Reservation of Space: The first step in planning an event is to submit a request on Engage. This must be done by a Certified Event Planner. This submission will include the space reservation for the event.
- 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 is review and approved on Engage.
- All high-level events must be created in Engage 45 days or more prior to the event to enhance the availability of University resources. All medium-level events must be submitted in Engage no later than 30 days prior to the event. All low-level events must be submitted at least 5 business days in advance of the event.
- Review: Once the event has been submitted via Engage, representatives from the Office of Student Involvement and Leadership, Event Services, and the University Police Department 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 Involvement and Leadership representative(s). The Student Involvement and Leadership staff will be responsible for scheduling this meeting. The Office of Student Involvement and Leadership must approve any changes to the event details after this meeting. Upon completion of the event review, the Student Involvement and Leadership staff member will provide a written summary to the certified event planner, the organization’s Advisor, and appropriate University staff.
- Medium and 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 Planning Steps: A step-by-step walkthrough of Engage is available to assist groups with additional program planning steps.
Staffing for Events
Staffing for high-level 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 events. The official advisor is required to be present for the duration of high-level events. The advisor may designate a substitute who must be approved in advance by the Office of Student Involvement and Leadership. The designated substitute must be a full-time member of the WSU faculty or staff. If it is necessary to change the advisor prior to the event, the Office of Student Involvement and Leadership 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 in securing an event and assigning security personnel.
- Security: The WSU Police Department in consultation with the Office of Student Involvement and Leadership 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: Generally, no police or security will be assigned to the event. The Office of Student Involvement and Leadership may assign security to any low-level event that they deem appropriate based on the nature of the event or past event history.
- 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 include this information in their event request on Engage. Upon review, the Director of Student Involvement and Leadership, in consultation with the University Police Department, reserves the right to increase or decrease the security assignments based on the parameters of the event.
Cost for Events
- Security: 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 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 Involvement and Leadership, WSU Police Department, and any other offices providing support for the event. Event Services has the right to charge to the student organization for late cancellations to any incurred expenses.
- 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 Involvement and Leadership and staffing assignments and locations.
- 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 Involvement and Leadership 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 and submit their decisions to the Director of the Student Involvement and Leadership on the next business day. Any exceptions they authorize 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 they authorize.
- 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.
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. Organizations sponsoring off-campus events including alcohol must complete an event registration form 45 days prior to the event. The Office of Student Involvement and Leadership 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.
- 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 Involvement and Leadership. These events must be registered through the Office of Student Involvement and Leadership by submitting an event request on Engage. Entertainment Companies or promoters may not utilize Wright State University's 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.
- All ticket sales must be conducted through the Student Union Administrative Office. Ticket sales through the Student Union Administrative Office require an Agreement to Sell Tickets. Printing of tickets is the responsibility of the organization and must be numbered. Tickets may be checked out of the Student Union Administrative Office for table or personal sales.
- Events with projected at-door-sales of over $1,000 will be required to have the Student Union Administrative Office personnel sell tickets at 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 on the second floor of the 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 Administrative Office, all revenues and any unsold tickets must be returned to the Student Union Administrative 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. 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.
UPDATED & APPROVED 10/2018
Eric Corbitt, Director of Student Union, Campus Recreation, and Student Involvement and Leadership