(1)
For purposes of
this policy, a "recognized student organization" means a group of people who
are associated with each other and who have registered with the university as a
student organization as outlined in university policy in rule
3341-2-36 of the Administrative
Code.
(2)
All recognized student organizations sponsoring an
event on campus grounds or within a campus facility must adhere to the
following:
(a)
The event must be registered with the office of student
engagement using the online event registration form.
(b)
The event space
must be reserved with the approving office of that space and in accordance with
the university's space and facilities reservations Including use of campus
grounds policy in rule
3341-6-42 of the Administrative
Code.
(c)
The organization must have a minimum of three members
of the organization's leadership group present for the duration of the event.
The office of student engagement may also require the presence of the
organization's advisor.
(d)
The organization must designate members to serve as
event staff for the duration of the event. These individuals must be clearly
identifiable as event staff.
(e)
The organization
is responsible for the cost of all damages caused by the event, including but
not limited to furniture repair or replacement, extra custodial services, and
repair of structural damages to the premises.
(f)
Alcohol is
prohibited at events unless approved in writing by the university before the
event. If approved, alcohol must be consumed in designated areas
only.
(g)
Failure to follow the code of student conduct and/or
other university policies may cause the event to be halted or canceled. This
determination is at the discretion of any of the following entities: university
police, facility managers, or authorized university staff. In addition, the
organization may be referred to the student conduct process.
(h)
Marketing and
entry tickets will include standard ticketing terms (e.g., ID requirements,
expectations concerning re-entry, processes regarding refunds) as applicable to
the event. The office of student engagement may require review and approval of
these ticketing terms.
(i)
Any activity, program, contest or event that requires
or promotes overconsumption, over-indulgence, or the eating of potentially
hazardous foods and/or liquids is strictly prohibited due to the significant
health risks associated with these activities.
(j)
If there are any
guest speakers, the organization must make it clear that the organization, and
not BGSU, is inviting each speaker and that any views or opinions of the
speaker are their own and not those of BGSU.
(3)
Security for
events
(a)
The
sponsoring organization is financially responsible for any security that is
contractually required by the event (e.g., if a visiting artist's contract
requires two police officers at an event).
(b)
BGSU Police may
conduct a safety assessment prior to the event to determine if enhanced
security is needed based on the information provided and such other information
obtained. The following factors may be considered by BGSU police in its safety
assessment:
(i)
Whether alcohol will be served
(ii)
Estimated
attendance
(iii)
Location or venue
(iv)
Whether cash
will be collected at the event
(v)
Recent history of
similar events
(vi)
Number of university staff to be
present
(vii)
Other events taking place on campus at that
time
(viii)
Health and safety concerns
(ix)
Impact of event,
if any, on normal campus operations and/or academic mission of the
university
(x)
Any similar viewpoint and content-neutral factors
relevant to the assessment of security needs
(c)
If it is
determined that enhanced security is needed, resources will be secured by the
institution to ensure that necessary safety measures are in place.
Organizations that host races (e.g., 5k
race) may be responsible for certain security costs depending on the location
of the race.
(4)
Compilation of
relevant policies
The followng university policies are
most relevant to event management.
(a)
University food
service policy - rule3341-6-46 of the Administrative Code.
(b)
Reservations for
use of campus grounds - rule
3341-6-42 of the Administrative
Code.
(c)
Postings by student, recognized student organizations,
and student groups - rule 3341-2-2 of the Administrative Code.
(d)
Use of amplified
sound on university premises - rule 3341-6-3 of the Administrative
Code.
(e)
Fundraising, solicitation, and sales rules for
recognized student organizations - rule
3341-2-14 of the Administrative
Code.
(f)
Programs and activities with minor participants - rule
3341-6-54 of the Administrative
Code.
(g)
Alcohol - rule 3341-6-2 of the Administrative
Code.
(5)
Failure to adhere to the expectations, procedures, and
protocols outlined by student engagement may result in the event being
cancelled or postponed.
Equity impact statement: The policy has
been assessed for adverse differential impact on members of one or more
protected groups.