Current through all regulations passed and filed through March 18, 2024
(A)
Policy
statement
All events hosted by registered student
organizations (RSO) shall comply with specific guidelines established by the
university of Toledo (UToledo) to create and maintain a safe and secure
environment for the campus community.
(B)
Purpose of
policy
This policy has been adopted to create
equitable treatment among registered student organizations and help create a
safe and secure environment on campus.
(C)
Scope
Registered student organizations as
defined by the office of student involvement and leadership (OSIL) for main
campus and the college of medicine and life sciences - office of student
affairs (OSA) for health science campus are eligible to host events. See rule
3364-30-12 of the Administrative Code (registered student organizations) for
the appropriate process to follow for becoming a registered student
organization.
(D)
Event registration process
(1)
All on-campus
events hosted or sponsored by registered student organizations at UToledo and
off-campus RSO events that are fully or partially funded by any UToledo budgets
must be submitted via the online involvement network (InvoNet) event
registration process.
(a)
Main campus events must be submitted at least twenty
eight days prior to the event.
(b)
Health science
campus events must be submitted at least two weeks (ten business days) prior to
the event.
(c)
Exceptions may be granted by OSIL/OSA or designee under
extenuating circumstances and dependent on space availability.
(2)
Space
for each event is reserved through the event registration process. Reservations
will be made in accordance with the policies of the facility.
(3)
OSIL/OSA or
designee reserves the right to provide guidelines and/or restrictions for an
event based on the information provided in the event registration submission,
location, time, nature of the event, and past history. Guidelines and
restrictions may include but are not limited to maximum number of participants
permitted at the event, security needed, money handling procedures, signage
needed, food safety procedures, event participant tracking, and guest
procedures.
(E)
Types of events
(1)
Events hosted by
registered student organizations fall into three categories: major events,
large-scale events, and general events.
(2)
Major events are
concerts and other programs of sufficient importance that are large enough to
require the use of a facility with a capacity of five hundred people or
more.
(a)
Any
concert or similar event that is organized by students must be hosted by a
registered student organization.
(b)
The organization
must be able to provide proof to the dean of students or designee that they are
financially able to sponsor the event.
(c)
A registered
student organization may co-host a major event with a promoter provided that
all university policies and procedures are followed.
(3)
Large-scale
events are defined as large crowd, high impact, interactive activities that
include a combination of three or more of the criteria below, and based on an
assessment by OSIL:
(a)
Alcohol is served
(b)
More than one
hundred attendees
(c)
Live music with no seating
(d)
Dancing to music
(i.e., participants dancing, not performers dancing on stage)
(e)
Non-UToledo
students / general public in attendance
(f)
Outdoor
event
(g)
Event goes past midnight
(h)
Thursday night,
Friday night, or Saturday event
(i)
Cash is collected
at event
(4)
General events include all other registered student
organization events that are neither major nor large-scale
events.
(F)
Event planning meeting
Registered student organizations may be
required to hold an event planning meeting approximately two weeks or more
before the event to discuss event logistics with OSIL/OSA, university of Toledo
police department (UTPD) and/or security, grounds, and others individuals
depending on the risk assessment of the event.
(G)
Registered
student organization responsibilities
(1)
Registered
student organizations are responsible for ensuring that all appropriate safety
and liability precautions (e.g., participant liability waivers, additional
liability insurance coverage, security, and food safety) have been incorporated
into the planning and implementation of their event.
(2)
All student
organizations must adhere to all university policies, including federal, state,
and local laws.
(3)
A host organization must be in good standing with the
university financially and with regards to conduct in order to host an
event.
(4)
For major and large-scale events, the host organization
must have a minimum of three members of the organization's leadership group and
the organization advisor or designee present for the duration of the
event.
(H)
Participant responsibilities
(1)
All UToledo
students and their guests attending a university event must follow all
university policies, including federal, state, and local laws.
(2)
Attendees who are
university students must show valid university identification (e.g., rocket
card or InvoNet event pass) when requested.
(3)
Only currently
enrolled students are permitted to purchase student tickets and these tickets
are not transferable to non-students.
(4)
Guests
(a)
University
students are responsible for their guest's behavior.
(b)
Per the event
assessment by OSIL/OSA or designee, guest parameters may be established for
major and large-scale events, including limiting the number of guests allowed,
requiring guests to present photo identification at the door, and utilizing a
guest list/sign-in.
(I)
Outside speakers
and performers
Registered student organizations are
encouraged to invite speakers and performers to campus within the following
provisions:
(1)
Any speaker, presenter, entertainer or facilitator
performing at UToledo at the invitation of a registered student organization
shall abide by university policies (
www.utoledo.edu/policies) while present on campus and/or during the event. Failure
to adhere to university policies may result in cancellation of the
performance.
(2)
It is the responsibility of the officers and advisers
of the host organization to inform speakers and performers of the university
policies.
(3)
Campus visits by candidates for political office must
adhere to the related rule
3364-5-15
of the Administrative Code (expression on campus).
(4)
The speaker or
performer must be hosted by a registered student
organization.
(J)
Compliance
(1)
All activities associated with the event must follow
all university policies and procedures as stated in the student handbook,
student organization manual, and/or any other UToledo policies or
procedures.
(2)
Failure to comply with any of the policies and
procedures listed above may result in the following:
(a)
The event being
canceled, stopped, or shortened.
(b)
A violation of
the student code of conduct.
(c)
The student
organization being put on probation or losing their registered status with the
university.
(K)
Procedures
(1)
Link to main
campus procedures (need to hyperlink once procedures are
approved)
(2)
Link to health science campus procedures
Replaces: 3364-30-06
