The University Union, in collaboration with the Student Activities Organizations and Leadership Office and the Department of Public Safety, developed this policy in order to facilitate Special Events and Dances in the University Union. Many of the events covered by this policy will be described as dances, but the policy is written to be wider in scope. It also takes into consideration the fact that some of these events are not sponsored by CSUS Student Clubs and Organizations, but by local High Schools and other organizations. Therefore, the language we have chosen is broad and intended to apply to a wide range of potential event sponsors.
- For CSUS Student Organization sponsored events, the Student Activities Organizations and Leadership Office (SAOSOAL) 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.
- For non-CSUS Student Organization events, the Union Arrangements office will administer the notification and timelines listed above.
- DPS will recommend the number of officers to be assigned to the event based on the information provided by the sponsor and the SAOSOAL. 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.
- Metal detectors may be required as recommended by DPS. If required, DPS will provide and operate the detectors. Walk-through detectors are preferred. The Union will require the recommended detectors.
- The Union encourages the use of part time DPS personnel to supplement the security levels. Part-time DPS officers may be assigned to supplement the officers noted in section III, #3 above. The hourly cost for part time officers is comparable to outside firms, and the training and coordination with our DPS is far superior. If off-campus security services are arranged for by the event sponsor, the service must comply with all DPS requirements.
- Members of the sponsoring organization must be highly identifiable to the officers by wearing identical t-shirts, jackets or other similar item. The sponsoring organization must provide these clothing items.
- No person will be admitted within one hour of closing.
- The cash box/change fund handling procedures will be submitted by the sponsor to DPS for review prior to the event so that post-event cash handling is safe and predictable. (See Cash Box Procedures, section XIV below)
- DPS has the authority to close any event that the officers on duty feel is escalating to difficult or dangerous levels.
- Promotional materials may be distributed only on the CSUS campus. 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. Exceptions may be made for High School dances and other off-campus organizations, subject to the review and approval process.
- All promotional materials must include a clear statement of the event guest policy. See section VII below.
- Promotional materials for student groups must be approved in advance in draft form by the SAO SOAL prior to distribution.
- Student Organizations must adhere to SAO SOAL publicity and Posting policies as found at the Websitewww.csus.edu/stac.
- For non-student events, promotional materials, if any, must also adhere to these guidelines and must be approved in advance in draft form by the University Union Arrangements Office.
- 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 3 weeks prior to the event. The Union Arrangements office will draw final room diagrams no less than 2 weeks prior 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.
- Signatures from the event sponsor and the SAO SOAL Advisor must be on file in the Arrangements office no later than two weeks prior to the event.
- See attached timeline for clarification.
- The event sponsor will be required to submit a crowd control plan. DPS will review the plan with SAO SOAL and the event sponsor no less than one week prior to the event.
- Accommodations must be made for the controlled and steady dispersal of people in the parking lots after 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.
- Members of the sponsoring organization and their designated assistants are required to attend an event planning and training meeting no less than one week prior to the event.
- The meeting will be run jointly by the University Union, SAO SOAL and DPS.
- Topics covered will include, but not be limited to:
- Building access and egress
- Cash handling procedures
- Guest policy enforcement
- Entrance control including metal detectors
- Monitoring back doors to the venue
- Crowd management inside and outside the venue
- Fire exit routes and regulations
- Wristbands or other identification
- Re-entry policy
- Alcohol policy
- Post-event clean-up and crowd dispersal
- A final meeting will be held on the day of the event, no later than 4pm, with the sponsoring organization officers, SAO SOAL and the University Union to review all event plans and responsibilities.