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SA/PPS 08.03 - Management for Late Night Events

Management for Late Night Events

SA/PPS No. 08.03 (06.02)
Issue No. 2
Effective Date: 2/07/2017
Next Review Date: 3/01/2020 (E3Y)
Sr. Reviewer: Director, LBJ Student Center

  1. Policy Statements

    1. 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.

    2. This policy establishes the guidelines for any late night events

  2. Definition

    1. 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.
  3. Policies and Procedures

    1. 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.

    2. 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.

    3. 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 Operations.

    4. 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.

    5. 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.

    6. 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.

    7. 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.

    8. 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.”

    9. 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.

    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.

  4. RESPONSIBILITIES OF SPONSORING PARTY

    1. 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.

    2. The sponsoring student 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. A sponsoring organization is responsible for admittance of all attendees and the actions of the attendees.

    3. 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.

    4. 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.

    5. 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.

    6. All the event activities will cease no later than 1/2 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.

    7. 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.

      1. 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 Operations.
  5. RESPONSIBILITIES OF THE UNIVERSITY POLICE DEPARTMENT

    1. A late night event will require a minimum of two UPD officers for the first 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.

    2. The University Police Department will provide identifiable hang tags for persons designated as event staff to wear for the entire event.

    3. The University Police Department will provide wrist bands to all attendees admitted to a student sponsored event. Special arrangements will be made for all other sponsoring organizations.

  6. REVIEWERS OF THIS PPS

    1. Reviewers of this PPS include the following:

      Position Date
      Director, LBJ Student Center March 1 E3Y
      Director, University Police Department March 1 E3Y
  7. CERTIFICATION STATEMENT

    This PPS has been approved 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 LBJ Student Center; senior reviewer of this PPS

    Associate Vice President and Dean of Students

    Vice President for Student Affairs