Student Organization Manual

 

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Chapter 7: Events and Activities

 

Responsibilities Before, During, and After Campus Events

Student Organization Sponsoring the Event:

  • Meet with SOC and/or Union staff to discuss event (type of event, security, tickets, etc.).
  • Reserve facility via online room reservation system (EMS)
  • Follow procedural guidelines specific to individual facilities.
  • Follow procedures for Risk Events.
  • Work with the SOC Office or FSL Office to order special equipment and room set up
  • Have members easily identifiable at the event.
  • Have at least one authorized representative for the student organization in attendance at the event.
  • Keep an accurate count of event attendance to ensure compliance with maximum room capacity.
  • Work closely with Student Union and other university personnel to ensure a safe event.
  • Assist with clean up when the event is over.
  • Notify the Student Union via email if an event is to be canceled. Notification must be a minimum of 48 hours in advance.

Student Organization Center:

  • Provide support and advising to student organizations for event planning
  • Assist with publicity
  • Assist with interpreting food policy and other guidelines
  • Manage ticket procedure.
  • Follow up on reports from the event.

Student Union/Building staff

  • Consult with the student organization about the appropriate use of the facility.
  • Discuss maximum room capacity for event facilities.
  • Process special equipment requests.
  • Monitor restrooms and restock paper products during the event.
  • Clean up when the event is finished.
  • File any written reports of the event with SOC.
  • Unlock and lock the facility.
  • Consult with event organizers if problems occur with the facility.
  • File any building manager reports with SOC.

Facilities Management for outside the Student Union:

  • Student organizations should consult with SOC staff regarding set ups or facilities’ requests for events outside the Union
  • Provide services requested if the request is made a minimum of seven working days in advance.
  • Deliver and pick up special equipment (i.e., tables, chairs, stages, platforms, coat racks, stanchions, folding screens, podiums, trash cans, easels, lecterns, etc.).
  • Set up and take down special equipment if requested in the work order.

 

 

Room Reservations

Rooms are available to student organizations through https://reserve.utdallas.edu/VirtualEMS/. Each registered student organization may select three room schedulers to request rooms on behalf of their student organization. You may update this information using your organization registration form in OrgSync. You must create an account in order to request the use of space on campus. Detailed guidelines regarding the use of facilities can be found on the website but here are a few things to know and remember:

 

Eligible to Request Facilities
  • Registered student organizations (individual students cannot reserve facilities)
  • Staff
  • Faculty

 

Prohibited use of facilities
  • Personal use
  • Non-UTD sponsored programming and/or events
  • Unauthorized sales, marketing, and distribution of propaganda and materials
  • Solicitation by organizations (non-profit included)

 

 

Important Things to Know about Room Reservations

All students and student groups must submit an application for use of facilities through the Student Union Event Management office (x2945) for the use of any room on campus.

Facilities may be requested in the Student Union for an entire academic year

A minimum of 5 days is required to request facilities

Confirmations are sent via email to the contact person, the president of the organization, and the advisor listed on the student organization application. If you have not received a confirmation, your reservation is not guaranteed. Please check your email first before contacting the Events Manager regarding the status of your application.

Room setups and media equipment in locations others than the Student Union are provided by Facilities Management and fees are required. The Events Manager in the Student Union,SOC staff, or FSL staff can guide you through this process.

Email notification is required to cancel reservations at least 24 hours prior to the date of the event. Three no-shows will result in your organization reservation privileges being suspended.

Food is prohibited in all classrooms and auditoriums.

Open flames are prohibited in all University buildings.

A license is required to show films on campus (see Film Policy)

If your event is classified as a “risk” event, a meeting with SOC staff or FSL staff and your advisor is required no less than two weeks before the event.

Please submit changes or modifications to your application via email. If you received a confirmation prior to requesting a change, your application may be delayed.

Incomplete applications will be returned. This may delay the order in which your application is processed.

The website for space reservations and the link to the application is https://reserve.utdallas.edu/VirtualEMS/.

 

Steps to Reserving a Room

First and most important step: If the person submitting the application is a member of a student organization, please make sure your organization is registered.

Keep in mind that every application is processed on a first come, first served basis. You have a better chance of getting the room that you want if you try to plan ahead and submit a completed application as soon as possible.

Designate one person in the group to handle the scheduling of your meetings and event planning. It helps to eliminate communication problems and confusion.

Ask yourself and your groups, what type of event are we planning? Meeting, banquet, conference, party/dance, lecture are some examples.

Date, time, and the number of people you want to include.

Will you need furniture set up and/or equipment?

Will your organization have food? If so, have you reviewed the food policy? (See chapter four)

Do you need funding? You may be eligible for SOF funds.

What are your advertising options?

Are you inviting a guest speaker? Do they require anything special?

Are you showing a film? If yes, you’ll need to obtain a license.

If your event is open to the public, you’re selling tickets or collecting entry fees, or you expect more than 200 attendees or going past midnight, you event will be considered a “risk” event.

 

Risk Events

Some student organization events are categorized as “risk” events and require additional planning and information. The criteria for a risk event are:

  1. Expected attendance of 200 or more
  2. Event is open to the public
  3. Your organization is selling tickets or charging an entry for the event
  4. The event will end past midnight
  5. The organization has a past history of problematic events
  6. Minors will be present at the event

If one or all criteria apply to your event, a C.A.R.E. meeting is required and your event will need an RUO ( Responsible Univeristy Official). This meeting is mandatory and your event cannot take place without it.

C.A.R.E. (Campus Activities Risk Evaluation) Meetings

Who should attend the C.A.R.E. meeting? The event organizer , advisor, or RUO ( Responsivle University Official.

Meetings are scheduled with Tineil Lewis, the Assistant Director of Student Activities or Fraternity and Sorority Life Assistant Directors Danny Hernandez and Julie Murphy.

 

Where You Can Reserve Space
  • Student Union Rooms:
    • Galaxy Rooms (one, two, or all three at once) Total = 300
    • Libra Room (seats 50)
    • Phoenix Room (seats 50) Fixed lecture setup*
    • Gemini Room (seats 20) Fixed conference setup*
    • Pegasus Room (seats 14) Fixed meeting*
      * Rooms are pre-set and cannot be rearranged
  • Student Union Miscellaneous
    • The Faculty Staff/Dining Room
    • SU lower level pool table area (for tournaments)
    • Comet Cafe (seats 150)
  • Student Services Building
    • SSB 2.102
    • SSB Lobby
  • Conference Center
    • CN1.112 (Auditorium)
    • CN Lobby (Only on a case by case basis)
    • CN 1.120 and 1.102 (lecture)
  • Other
    • Gazebo
    • Classroom buildings (some exceptions)
    • Multi-purpose, Green, Jonsson, SOM, etc. keep in mind that most of these rooms are in the classroom pre-set lecture style setup and food is prohibited.

 

For a complete list, see: https://reserve.utdallas.edu/VirtualEMS/BrowseFacilities.aspx

 

University Village

If you would like to reserve the Phase II and Phase IV Social Centers, you should apply directly through University Village.

To reserve a Social Center, contact Catherine Pickrel at catherine.pickrel@utdallas.edu

 

Co-sponsorship

SOC encourages registered student organizations to work collaboratively with other university entities for events and programs. Registered student organizations may co-sponsor events with other registered student, faculty, or staff organizations or with university departments, agencies, or academic colleges and schools.

The University of Texas at Dallas seeks to preserve the limited space on campus for the use of students, faculty, and staff. Therefore, registered student organizations may not co-sponsor on campus programs or events with off-campus persons, businesses or organizations. Examples of prohibited co-sponsorship activities include, but are not limited to:

  • an event that substantially depends on an off-campus person, business or organization for planning, staffing, or management of an event;
  • an event that reserves a room or space for the use of an off-campus person, business or organization; and/or
  • an event that operates for the benefit of an off-campus person, business or organization (except for solicitation of charitable contributions).

We strongly encourage student organizations to consult with SOC staff members during the planning process in order to avoid engaging in a prohibited co-sponsorship.

 

Guest Speakers

Registered student organizations may present guest speakers who may make speeches, give performances, or lead discussions in fixed indoor or outdoor locations on campus. A guest speaker is a speaker or performer who is not a student, faculty member, or staff member. In order to have a guest speaker at an event, consult with SOC staff before extending an invitation.

Guest speakers may distribute literature to persons who attend the event, but not to others who have not chosen to attend the event. The guest speaker may not accost potential listeners who have not chosen to attend the event. The guest speaker may not help staff a student organization’s table or exhibit. Finally, a guest speaker may not solicit for her or his off-campus business, organization, or service.

When presenting a guest speaker, the registered student organization must make clear that the organization, and not the university, invited the speaker, and that the views expressed by the speaker are her or his own and do not necessarily represent the views of the university.

Film Policy

Registered student organizations may sponsor slide shows, video tapes, or films on campus provided they do not charge admission or solicit donations for the showings. Any videos or films rented or purchased from outlets such as Blockbuster, grocery stores, or other businesses, are permitted for private residence viewing only. You must pay a licensing fee in order to avoid federal copyright violations. Contact one of the following film distribution companies for more information about film licensing:

 

Swank, Inc 800-876-5577
Criterion Pictures USA, Inc. 847-470-8164
New Yorker Films 877-247-6200

 

 

Campus Police

 

If your event falls into the C.A.R.E. category you will be required to have Campus Police.

 

Campus Police fees are as follows: $35.00 per hour, per officer. This is the average rate Mon-Sun.

 

There is a two week notice required to request Campus Police. This request will be submitted two weeks prior to the date of the event.

 

Your student organization will be charged for the police services. Payment is due two days prior to the date of the event.

 

All services will be ordered by the Student Organization Center (SOC) or Fraternity and Sorority Life (FSL) staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas”, and delivered to the SOC or FSL office.

 

 

 

 

 

 

Updated: August 27, 2013