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SA/PPS No. 06.02 Management for Late Night Events

Office of the Vice President

For Student Affairs

===============================================================

Management for Late Night Events SA/PPS No. 06.02

For the LBJ Student Center Issue No. 1

Effective Date: 4/26/06

Page 1 of 5

01. Policy Statements

Approved: 4/26/06

01.01 The purpose of this SA/PPS is to establish policies, priorities, regulations,

and responsibilities for holding large social events in the evening in the

LBJ Student Center.

01.02 This policy establishes the guidelines for any late night events

02. Definition

02.01 A late night event is defined as any event, program or activity that

continues past 11:00 p.m., regardless of the starting time, where facilities

operating hours end at or after 11:00 p.m.

03. Policies and Procedures

03.01 A reservation request for a late night event must be submitted no less than

10 working days prior to the event to ensure that adequate time is given to

schedule University Police Department (UPD) offices and facilities event

management staff to work the event.

03.02 Student Organizations may apply for financial assistance to help defray the

cost for security, as provided by UPD. The Student Organizations Council

(SOC) Funding Request Form should be submitted according to the SOC

guidelines.

03.03 Upon submitting the reservation request for the late night event, the

sponsoring party must meet with a representative from the facility’s

management staff and a representative from UPD by 5:00 p.m. of the

Monday prior to the event to review guidelines and procedures. If the

group is a student organization, the Texas State Staff/Faculty representative

must also attend the meeting. In the event that this meeting does not take

place, the reservation for the late night event may be cancelled. The

sponsoring party’s two official onsite contacts should be identified at this

meeting and must be approved by the Associate Director of the LBJ Student

Center for Facilities and Operations.

03.04 The reserving party must confirm its reservation by 5:00 p.m. on the

Monday prior to the scheduled event. If the sponsoring party does not

confirm the reservation by that time, the event will be cancelled. There will

also be a $25 fee for any event that is cancelled after 5:00 p.m. on the

Monday prior to the scheduled event.

03.05 For a sponsoring party that is a student organization, two approved official

Texas State University senior staff or faculty members are required to

attend the function from start to end to serve as a liaison between the

sponsoring organization, their guests and UPD and also to oversee the

organization’s compliance with event guidelines, the facility’s policies,

Texas State policies and state laws. The Associate Director has discretion

in determining the number of staff required based on size, nature, location

and past history.

03.06 At the beginning of the late night event, the sponsoring party’s two official

onsite contacts, UPD officers working the event, the staff/faculty member

(if applicable) and the facilities events management representative will

meet and plan how to work together to manage the late night event.

03.07 The number of attendees at an event will not exceed the stated building

occupancy of the space, as determined at the pre-event meeting. Once

reached, no other persons may enter until an equal number of persons exit.

03.08 There will be a sign posted stating the re-entry policy. The sign should

state, "Re-entry is allowed only to those with a wristband from the event."

03.09 All events must end so that all attendees are out of the facility no later than

12:00 midnight on Sunday through Thursday and 1:00 a.m. on Friday and

Saturday events.

03.10 Doors will close no later than one half hour before the scheduled ending

time of the event. No person will be allowed to enter after the doors have

been closed.

04. RESPONSIBILITIES OF SPONSORING PARTY

04.01 The sponsoring organization must have a minimum of three members of

the organization’s leadership group and two approved, official faculty or

staff members present for the duration of the event unless otherwise

determined. 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.

04.02 The sponsoring organization is responsible for checking identification of

everyone in attendance at the event. Students enrolled at Texas State or

another university must show a valid college picture identification to be

admitted into the event. Individuals not enrolled at a college or university

must show picture identification (i.e. driver’s license, military ID) and

register on the guest list maintained by the sponsoring organization to be

admitted to the event. The sponsoring organization is responsible for

admittance of all attendees and the actions of the attendees.

04.03 During the event, members of the sponsoring organization will work with

UPD to control the doors and ensure that the event is progressing

smoothly. At the end of the event, members of the sponsoring

organization are expected to assist in moving attendees out of the facility

and closing the building.

04.04 The primary responsibility for crowd management, dealing with

behavioral problems and addressing violations of the facility’s, Texas

State’s and the state’s policies rests with the sponsoring party, not UPD.

The sponsoring party is responsible for regularly assessing the status of

the event and ensuring that all rules and regulations are being followed. If

a minor incident occurs, the sponsoring party is responsible for responding

first to the situation. UPD will provide auxiliary support as needed.

04.05 If disruptive behavior should occur, the sponsoring party and UPD officers

will jointly decide how to handle the incident. If an agreement cannot be

reached, UPD officers will make the final decision. In some cases, it may

be necessary to require guests to leave the party. If any altercation occurs,

UPD officers working the event have the final authority to close down the

event. In such a case, official representatives of the sponsoring party and

student organization officers (if applicable), must immediately turn the

lights on, turn off any music and clear the reserved space and the

immediate surroundings. The sponsoring party may be held accountable

for any damages, fighting or inappropriate behavior caused by guests.

04.06 All the event activities will cease no later than ½ hour prior to the

scheduled ending time at which point, the sponsoring party will

immediately turn on the lights, turn off all music and/or amplified sound,

clear the reserved space and surrounding area of all guests, and clean up

the facility and the surrounding area as needed.

04.07. The sponsoring party will be charged $25 per staff hour for any cleaning

that is required to return the reserved space to its condition prior to the late

night event.

04.08 Failure to comply with these policies or other on-campus facility policies

may result in the suspension of on-campus reservation privileges. The

length of time assessed will depend on the circumstances and will be

decided on a case-by-case basis by the Associate Director of the LBJ

Student Center for Facilities and Operations.

05. RESPONSIBILITIES OF THE UNIVERSITY POLICE DEPARTMENT

05.01 A Late night event will require a minimum of two UPD officers for the

first two hundred (200) guests and one officer for each additional 100

guests thereafter, up to 600 guests. If over 600 guests are expected to

attend, UPD will draw up an event security plan and assess the need for

additional support on a case-by-case basis. UPD has discretion in

determining the number of officers at the events based on the size, nature,

location, and past history of the event.

05.02 The University Police Department will provide identifiable hang tags for

persons designated as event staff to wear for the entire event.

05.03 The University Police Department will provide wrist bands to all attendees

admitted to the event.

06. MAJOR RESPONSIBILITIES ASSOCIATED WITH THIS SA/PPS:

06.01 Major responsibilities for routine assignments associated with this SA/PPS

include the following:

Position Section Date

Director, UPD Review March E3Y (2006)

Director, Review March E3Y (2006)

LBJ Student Center

07. CERTIFICATION STATEMENT

This SA-PPS 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.

Mr. Andy Rhoades, Director LBJ Student Center; Senior Reviewer of this

SA/PPS

Chief Ralph Meyer, Director, UPD, Reviewer of the SA/PPS

Dr. John H. Garrison, Associate Vice President of Student Affairs and Dean of

Students

Dr. Joanne H. Smith, Vice President for Student Affairs