UPPS 08.01.17 - Large Event Policy for Registered Student Organizations

POLICY STATEMENT

Texas State University is committed to safeguarding the well-being of its students, staff, faculty, and visitors during large, sponsored student organization events.

1. SCOPE

   1. The purpose of this document is to establish policies, priorities, regulations, and responsibilities for holding large, sponsored student organization events of 100 or more attendees at indoor and outdoor locations at Texas State University.

2. DEFINITIONS

   1. Designated Event Supervisor – Each registered student organization must identify an organization leader who is responsible for the planning of the event and actions of the organization.

   2. Large Event – event hosted by a registered student organization that includes 100 or more attendees.

   3. Reservable Event Indoor Spaces – may include: the LBJ Student Center, Campus Recreation, academic buildings, auditoriums, Performing Arts spaces, and Athletic facilities.

   4. Reservable Event Outdoor Spaces – may include the LBJ Amphitheater, LBJ Student Center Mall, the Quad, Bobcat Trail, Athletic fields, Sewell Park, University Camp, and parking lots.

3. PROCEDURES FOR HOLDING LARGE EVENTS

   1. The registered student organization must follow the guidelines outlined by Student Involvement and Engagement in the Registered Student Organization Handbook when planning and hosting large events.

   2. A reservation request must be submitted to the university department in charge of the venue no less than 10 business days prior to the event unless otherwise noted by a specific venue policy. This allows adequate time to schedule University Police Department (UPD) officers and facilities event management staff as required.

   3. The registered student organization must identify a designated event supervisor from their organization who will take the lead in planning the event and serve as main contact during the event.

   4. UPD will review all registered student organization event requests of 100 or more attendees at indoor and outdoor locations on campus to determine if security personnel and/or other safety measures are needed for the event.

   5. Any required security staffing level and/or additional safety measures are determined by factors such as event history, crowd size, type of event, location, and alcohol service.

   6. The registered student organization must accommodate all safety measures required by UPD.

   7. The registered student organization must follow all timelines, policies, and procedures outlined by the specific venue or department coordinating the event reservation, as well as ensure compliance with all university policies and the laws of the state of Texas.

   8. UPD may work with departments and venues to create blanket recommendations on handling recurring situations when appropriate.

   9. For information on reasonable accommodations for persons with disabilities, refer to UPPS No. 07.11.01, Disability Services for Students.

   10. All university health and safety policies must be adhered to during the event.

4. RESPONSIBILITIES OF SPONSORING PARTY

   1. The registered student organization is required to have the designated event supervisor present for the duration of the event.

   2. During the event, the designated event supervisor will work with event venue personnel, members of the registered student organization, and UPD when applicable, to regularly assess the status of the event and ensure the compliance of all rules and regulations.

   3. The registered student organization and all event attendees will be held accountable to the Code of Student Conduct, Student Organization Handbook, and specific venue policies and procedures. UPD and the respective venue coordinator reserve the right to end the event at their discretion.

5. VIOLATIONS

   1. Failure to comply with these policies or other on-campus facility policies may result in the following:

      1. Registered student organizations may be forwarded for organization conduct adjudication, per SS/PPS No. 07.06, Student Organization Disciplinary Procedures.

      2. Individuals may be referred to the dean of Students’ Student Conduct and Community Standards Office for Code of Student Conduct violations.

      3. Registered student organizations will be responsible for any fines or additional charges resulting from violations outlined in specific event venue policies.

6. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Director, LBJ Student Center and Event Services	Sept 1 E5Y
      Director, University Police Department	Sept 1 E5Y
      Executive Director for Student Involvement and Engagement	Sept 1 E5Y

7. CERTIFICATION STATEMENT

   This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

   Director, LBJ Student Center & Event Services; senior reviewer of this PPS

   Assistant Vice President and Executive Director of Housing and Residential Life

   Vice President for Student Success

   President