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SA/PPS 08.02 - Conducting Outdoor Musical Events During the Evening Hours

Conducting Outdoor Musical Events During the Evening Hours

SA/PPS No. 08.02 (06.01)
Issue No. 2
Effective Date: 1/27/2016
Next Review Date: 1/01/2019 (E3Y)
Sr. Reviewer: Director, LBJ Student Center

  1. POLICY STATEMENTS

    1. The purpose of adopting this policy regarding outdoor evening musical events on campus is to assure that reasonable expectations are met for the university to be a good neighbor in the local community.

    2. These policy guidelines apply to the university’s students, faculty and staff, as well as off-campus individuals or groups wishing to schedule outdoor musical events involving amplified sound during the evening hours on the university campus.

  2. GUIDELINES

    1. University community members or off-campus individuals planning outdoor musical events at the university must adhere to the following guidelines:

      1. Persons wishing to schedule outdoor musical events or other outdoor events which are held on campus during the evening hours and which include amplified sound must register these events a minimum of 10 days in advance of the scheduled event date. Outdoor Events with Amplified Sound Request forms are available in Student Involvement @ LBJSC, 4-11.1, LBJ Student Center.

        1. Approved locations include LBJ Student Center Mall and Amphitheatre from 11:00 a.m. to 1:00 p.m. and 5:00 p.m. to 10:00 p.m. and in Sewell Park 8:00 a.m. to 10.00 p.m.
      2. Outdoor events that feature music or other amplified sound presentations scheduled on campus on days Sunday through Thursday must end no later than 11:00 p.m.

      3. Outdoor events held on Friday or Saturday must end no later than 12:00 midnight.

      4. Only the President or the President’s designee may grant an exception to these time parameters.

  3. PROCEDURES

    1. An event organizer must submit an Outdoor Events with Amplified Sound Request to Student Involvement @ LBJSC.

    2. Student Involvement @ LBJSC notifies applicable entities regarding events with amplified sound, included but not limited to, the Dean of Students Office, University Police, San Marcos Police Department, Sewell Park/Jowers, and Director of Community Relations.

    3. The event organizer or his/her designee must be present for the entirety of the event. For all applicable university-sponsored events, the responsible person/designee must be a faculty member or a staff member.

    4. The event organizer must submit publicity materials to the Director of Community Relations a minimum of 10 days in advance of the event with the request that an event announcement be published in the local newspaper prior to the event.

  4. RESPONDING TO COMPLAINTS

    1. The event organizer or his/her designee must respond to complaints received through the University Police Department, the San Marcos Police Department, university officials, or city officials.

    2. The event organizer’s response will be consistent with the nature of the complaint(s), the number of complaints received, and the urgency of the complaint(s) as determined by the university staff working with law enforcement agencies on the scene. If the event is causing a significant disruption to the university or larger community, the event organizer will take whatever action deemed to be appropriate under the circumstances. Action taken can range from discussing the complaints with the performers to reducing the volume of the amplification and/or terminating the event.

    3. Contracts with entertainers who come to the campus for outdoor musical events must contain language that makes it abundantly clear that the university reserves the right to adjust the volume of the amplification and to take other corrective action if the event becomes a significant disruption to the university community or larger community.

    4. Nothing in these guidelines will prevent any individual from exercising his or her freedom of speech on the university campus. However, the university does reserve the right to take appropriate action regarding any activities held on campus, including musical events, if they significantly conflict with the educational mission of the university or if they cause a significant disruption to the university community or larger San Marcos community.

  5. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Director of the LBJ Student Center January 1 E3Y
      Associate Director, Student Involvement @ LBJSC January 1 E3Y
      Director of Community Relations January 1 E3Y
      Director, University Police January 1 E3Y
      Associate Vice President and Dean of Students January 1 E3Y
  6. CERTIFICATION STATEMENT

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

    Director of the LBJ Student Center; senior reviewer of this PPS

    Associate Vice President and Dean of Students

    Vice President for Student Affairs