The University Union, in collaboration with the Student Activities Office, developed this policy in order to facilitate Cultural Events in the University Union.
Student Organizations recognized by the Student Activities Office frequently wish to hold events that are directly related to and celebrate their culture. These events involve dancing and amplified music but are not social dances in the usual sense, therefore must be held under different guidelines and policies than dances. The University Union strives to provide a safe and inviting environment in which these events may be properly held.
CRITERIA: What Defines An Event As A Cultural Event?
- The event is a performance of culturally specific elements at which all of the main activities are held on a stage or focal point in the room. There is no direct audience participation in the performance.
- The room is set up in lecture style or equal, with the audience facing the stage or focal point.
- A Recognized Student Organization is sponsoring the event.
- Expected attendance will exceed 100.
- Scheduled use of sound and/or lighting equipment may impact other building events.
If an event meets four or more of these criteria it will be considered a Cultural Event and will be subject to the following policies:
Campus Department Of Public Safety
For many events held in the University Union, the CSUS Department of Public Safety (DPS) will recommend appropriate security coverage for the event to ensure a secure and safe environment. DPS recommends officers and metal detector usage based on expected attendance, history of the event host, the nature of the event, date and time of the event, and other factors. The University Union accepts the professional security requirements determined by DPS.
Event Hosts are responsible for the cost of the security services provided by DPS and will be billed for these services by DPS. All Event Hosts will be notified of the number of officers assigned to an event. The sponsoring organization will have the option to use the security requirements determined by DPS, to alter the program to reduce the number of officers and cost of the security services, or cancel the event.
- For CSUS Student Organization sponsored events, the Student Activities Office (SAO) will notify The Department of Public Safety (DPS) of the sponsor’s plan for the event. Notification will take place no less than 30 days prior to the event for attendance projections of 100-300 and no less than 60 days prior for events with attendance projections of 301 plus.
- DPS will recommend the number of officers to be assigned to the event (if any) based on the information provided by the sponsor and the SAO. The sponsor’s specific room request will be a key consideration, as the room capacity will determine the size limits for the projected attendance. The Union will require the recommended officer staffing level.
- DPS has the authority to close any event that the officers on duty feel is escalating to difficult or dangerous levels.
- If insurance is required then the sponsoring organization is responsible for acquiring sufficient event insurance naming “The University Union Operation of CSUS, California State University Sacramento and the CSU System as additional insured.” Note: this language must appear on the certificate.
- A certificate of insurance must be on file at the University Union office no less than three weeks prior to the event.
- If the sponsoring organization is unable to procure the insurance then the Union, at the request of the sponsoring organization, will request a policy through Campus Support Services, Risk Management Office. Please note that this insurance has many coverage limitations. Refer to the CSUS Web page address http://www.csus.edu/riskmanagement for reference. If an appropriate policy can be acquired then the sponsor must provide payment for the amount of the policy by cash or cashiers check no less than three weeks prior to the event.
Promotional Materials And Distribution
- Promotional materials may be distributed on the CSUS campus and to culturally-related groups on other campuses and in the community. This includes, but is not limited to, flyers, postcards, posters, banners, signs, lawn stakes, electronic notification including Web sites and e-mail. Radio advertisements are prohibited except by KSSU. Violation of this policy will very likely result in the cancellation of the event.
- Promotional materials for student groups must be approved in advance in draft form by the SAO prior to distribution.
- Student Organizations must adhere to SAO publicity and Posting policies as found at the Websitewww.csus.edu\stac.
Time Deadlines For Room Arrangements
- As noted in section II, events with an expected attendance of 100-300 must be requested no later than 30 calendar days in advance and events with an expected attendance of 301 or more must be requested no later than 60 days in advance.
- Room arrangements such as furniture set-up, stages, dance floor size and location, food arrangements, audio-visual needs and entrance areas must be completed no less than 2 weeks prior to the event. The Union Arrangements office will draw final room diagrams no less than 1 week prior to the event and the event sponsor must sign them. No changes to the room set up arrangements may be made after that date. No changes will be made the day of the event.
- Reservation contract signatures from the event sponsor and the SAO Advisor must be on file in the Arrangements office no later than two weeks prior to the event.
Crowd Control Plan
- The University Union strives to maintain environments that are secure for all people who use the facilities. The Event Hosts are responsible for the conduct of all events participants, as well as maintaining control of the entrance doors to the event, and using ushers in aisles if necessary. The Event Services Manager and the Event Host will discuss crowd control and participant conduct prior to the event.
- The event sponsor may be required to submit a crowd control plan. DPS will review the plan with SAO and the event sponsor no less than one week prior to the event.
- The event sponsor is responsible for the behavior of the attendees following the event and may be held accountable for damage or injuries that occur on the CSUS campus after the event.
Stage Manager Duties
- The stage manager is an individual identified by the event sponsor as the person in charge of the talent on stage and the orderly progression of the performance (s). He or she is not charged with managing the venue itself.
- The stage manager must meet with the Union Building Supervisor and an officer from DPS (if any) one hour prior to the event to review the program for the night.
- Alcohol will not be permitted for sale or consumption in the Union building during the event, except for normal retail operations.
Prohibited Items – Video Cameras, Bottles, Cans, Etc.
- Individuals attending the event may be asked to relinquish or store any personal possessions they may have on their person before entering the event room.