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
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
02.01 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
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
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
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
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
Chief Ralph Meyer, Director, UPD, Reviewer of the SA/PPS
Dr. John H. Garrison, Associate Vice President of Student Affairs and Dean of
Dr. Joanne H. Smith, Vice President for Student Affairs