Miami University’s dance policy applies to all non-seated events that are open to the general public. Closed events with an invited guest list are not subject to this policy.
1. The sponsoring student organization will register the event with the Office of Student Activities 14 days in advance. A meeting will be initiated 10 days before the event. Participants will be:
- Student Organization representatives and advisor who will be present during the event,
- Representative from the Office of Student Activities or Cliff Alexander Office of Fraternity and Sorority Life and Leadership
- Representative from the Miami University Police Department (MUPD)
- Represtative from the Facility (Armstrong Student Center, Shriver Center, Withrow Ct., the Rec., etc.)
The agenda of the meeting will include:
- Expectations of all parties during the event.
- The event advertising plan will be submitted and agreed upon by all parties.
- A guest list verification plan will be submitted and agreed upon by all parties (see below for specific expectations).
- The reentry policy, start, end of admission and event end time will be agreed upon.
The sponsoring organization must view the instructional tape on the proper use of the metal detectors and wands. No one will be allowed to operate the equipment unless they have viewed this tape. This can be completed after the pre event meeting.
2. MUPD will assign at least two police officers to work the event, depending on the sponsor’s desires, expected attendance (estimated number should be given to MUPD in advance), and how widely advertised the event is. If the event is over 200 attendees then the sponsoring organization must wear similar clothing to identify that they are the hosts. The sponsoring organization is responsible for the staffing costs. Cancellation notice will be at least 24 hours before the scheduled event by notifying the police dispatcher at 529-2222. If MUPD is not notified 24 hours prior to the event, the sponsoring organization will be charged half the cost of police services. If the sponsoring organization fails to notify the police dispatch for a second event cancellation, the sponsoring organization will be charged the full cost of police services.
3. The sponsoring organization will include language in the contract with the DJ that the event will end at the scheduled time or a fee will be deducted from the payment of the DJ.
Day of Event
1. The sponsoring organization will designate at least two individuals to set up the venue (metal detectors, tables, signs) before the event. These two individuals will meet with the police supervisor at least thirty minutes before the event begins.
2. The facility will post signs stating the re-entry policy, start and end times.
3. The sponsoring organization should provide MUPD with a list of invited guests (including invited members of organized groups).
4. MUPD will determine the appropriate level of lighting. Proper planning and cooperation will be used to eliminate the use of furniture and fixtures that may be used in the event there is an altercation.
During the Event
1. The advisor who attended the pre event meeting must be present during the ENTIRE event. The event will not begin until the advisor arrives. Should the advisor leave, the event will be concluded. Upon arrival, the advisor should introduce him/herself to the MUPD and facility staff.
2. Admission to the event will require presentation of a valid photo I.D. Guests of Miami students or those on the invitation list must also present a valid photo I.D. card to be admitted. There will be no more than two non-Miami students allowed into the event for every one MU student. A member of the sponsoring organization will be responsible for recording the name of each patron on an electronic guest roster (swipes, computers, etc.) Handwritten guest lists are not acceptable.
3. The sponsoring organization is responsible for the administration of the guest recording process. The sponsoring organization will create and implement a system for guest list and guest accountability which:
- Ensures that a picture ID is verified for each guest on the guest list.
- Records attendance for each guest on the guest list.
- Identifies both the name of the guest and the Miami student responsible for any guests not on the pre-submitted guest list.
- Educates Miami students that they are responsible, and my be held accountable through OESCR, should their guest violate university policy.
4. The number of patrons will not exceed the stated building occupancy of the space. Once the building occupancy has been reached, no other patrons may enter until an equal number of patrons exit. The sponsoring organization will provide wrist bands to all patrons who have paid the admission fee.
5. Weapons of any kind are strictly prohibited. Metal detectors will be used at all non-seated social events after 10pm. Members of the sponsoring organization will be responsible for the operation of the metal detectors with support and training from MUPD. Exceptions will be determined by a team of three individuals designated by the Miami University Police Department, the Dean of Students Office and Student Activities and Leadership or the Cliff Alexander Office of Fraternity and Sorority Life and Leadership. Signs will be posted outside of the event by the sponsoring facility indicating the metal detectors will be used.
6. Alcohol and other drugs are prohibited. Persons under the influence of alcohol or other drugs will not be admitted.
7. A member of the sponsoring organization will be responsible for ensuring the wristbands are placed on patrons’ wrists before entering the dance.
8. Movements by an individual or articles which may cause injury are prohibited.
End of the Event
Members of the sponsoring organization will assist with dispersing the crowd. The DJ for the event will be cued 30 minutes prior to the scheduled end of the event and will end 15 minutes prior to the scheduled end time of the event.
1. If a student, student organization, fraternity or sorority breaks a law that also violates the University standards of conduct, that student, student organization, fraternity or sorority may be held accountable by both civil authorities and the University. The University may, at its sole discretion, elect to pursue disciplinary action against the student, student organization, fraternity or sorority prior to, at the same time as, or following criminal proceedings, even if criminal charges involving the same incident are pending, have been dismissed, or were reduced.
2. Sanctions for violation of this policy may include the loss of the privilege of holding non-seated events open to the general public.
3. The event may be cancelled if the sponsoring organization fails to comply with any portion of this policy.
Brought to You by: Cliff Alexander Office of Fraternal Life, Dean of Students, Miami University Police Department, Office of Diversity Affairs, and the Office of Student Activities