Campus Events

Jun 30, 2018

Scope:  Who is Covered by this Policy?

Employees and Students

Policy

Certain events on campus require additional planning and safeguards because of the size or complexity of the event or other factors, 

This policy applies to all Campus Events hosted by Sponsoring Organizations on campus. For purposes of this policy, a Campus Event is any planned gathering including but not limited to celebrations, dances, lectures, forums, performances, demonstrations, social gatherings, concerts, speaker presentations, and conferences that meet the criteria set forth in this policy.

University Users and Student Organizations

The University is committed to enabling University departments to host a variety of events on campus to supplement and enrich students’ educational and co-curricular experience.  Facilities and spaces are available to University departments and Student Organizations on a space available basis to host events.  The University reserves the right to charge user fees for certain facilities used by University users and Student Organizations.

Campus Events

Campus events are events at which one or more of the following conditions apply:

  1. Over 100 persons are anticipated to attend;
  2. Campus officials determine that the complexity of the event requires the involvement of more than one campus administrative office;
  3. Campus officials determine that the event is likely to significantly affect campus safety and security (based on assessment from the Miami University Police Department, hereafter MUPD) or significantly affect campus services (including roads and parking);
  4. Campus officials determine that the event has a substantial likelihood of interfering with other campus functions or activities;
  5. The event is a dance or concert, regardless of how many attendees;
  6. Alcohol is intended to be served; or
  7. Outdoor amplified sound is requested.

The University reserves the right to classify any proposed event a Campus Event subject to this policy, consistent with the definition set forth above.

Procedures Applicable to All Users of Campus Facilities

  1. Priority for the use of University property is typically given to academic and administrative departments of Miami University, then to Student Organizations. The Armstrong Student Center has established priorities for Student Organizations.
  1. All event attendees may be subject to search for contraband, weapons, drugs, alcohol, and other illegal or prohibited materials. Participants will be notified through clearly posted signs at the event entrance if they will be subject to a search.
  2. The maximum room capacity for all campus facilities is established by the Campus Fire Marshal. The facility manager may reduce capacity further in accordance with staff availability and other considerations.
  3. The possession and/or consumption of alcohol at events is prohibited unless service is provided by University catering in facilities licensed to serve alcohol. Under no circumstances will an individual under the age of 21 be served alcohol. Alcoholic beverages may not be served at a Student Organization event. 
  4. The use and/or possession of illegal drugs are prohibited at all campus events.
  5. To the degree an academic or administrative department co-sponsors a Campus Event with a Non-Affiliated user or a Student Organization, it may be required to reimburse security costs and other costs incurred by other campus units.

Student Organization Sponsored Campus Events

For purposes of this policy, Student Organization events include any event sponsored or cosponsored by a University-recognized student organization, including the Associated Students Government (ASG), the Graduate Council (GC), registered student organizations, Affiliated and Departmental Student Organizations and recognized fraternities and sororities (hereafter collectively Student Organizations)

Procedures

The following procedures must be followed for Student Organization events that qualify as Campus Events:

  1. One student officer signatory of a currently recognized student organization and its advisor seeking to use University property to hold or sponsor an event must:
  2. Review the Event Registration Form obtainable from the HUB
  3. Request a facility reservation for the event’s desired location, preferably four weeks or more prior to the event. If security arrangements and other preparations cannot be made in compliance within this time frame, the campus event may not be approved for the location, date and/or time requested.
  4. Facility policies may vary by location. The reservation request does not constitute approval of the use of the venue at the proposed date and time.
  5. Preferably four weeks or more prior to the event, complete and submit the Event Registration Form to the Hub or the Office of Student Activities and Cliff Alexander Office for Fraternity and Sorority Life (hereafter Office of Student Activities).
  6. Upon receipt of the Event Registration Form, the Office of Student Activities will notify the MUPD regarding a security assessment for the event, if required. This must be done at least three weeks prior to the event. Consult with the Student Activities Office to determine if a security assessment is needed.
  7. The Office of Student Activities will endeavor to approve student organization events within three weeks of the preliminary facility reservation, assuming all other procedures within the stated timeline have been met.
  8. If an event is designated as a Campus Event, the Office of Student Activities will schedule an event coordination meeting with event organizers to exchange information about the event and discuss logistical expectations. The event coordination meeting will usually occur at least two weeks prior to the event. Officials from the Student Activities Office may request additional meetings to ensure that all instructions agreed to at the event coordination meeting and all pre-event requirements established by the facilities coordinator have been carried out.  
  9. Prior to a Campus Event, to the extent practicable, the MUPD chief of police or designee will inform any necessary third parties regarding the event (e.g. City of Oxford Police and the City Manager's office) or their designees, about the event. The MUPD chief of police or any member of this group may request additional meetings in advance of the event to discuss concerns.
  10. Campus Events must end no later than Midnight or at a time determined by the campus administration based on the MUPD security assessment, or as prescribed by specific facility policies and campus policies. Additional charges may be applicable to extend events beyond specific building hours.

Security Assessment Procedures

  1. MUPD will conduct a security assessment based on the information provided and such other information as MUPD may obtain.
  2. MUPD will assess security needs based on objective and credible evidence of specific risks, and not on assessment of the viewpoints, opinions, or anticipated expression of event speakers, sponsors, participants, community, or performers. Permissible factors for consideration include but are not limited to:
    1. the proposed location of the event,
    2. the estimated number of participants,
    3. whether the event is open to the general public,
    4. whether the event is ticketed,
    5. the time of the day that the event is to take place,
    6. the date and day of the week of the event,
    7. the proximity of the event to other activities or locations that may interfere, obstruct, or lessen the effectiveness of the security measures being implemented,
    8. the resources needed to secure the event,
    9. the anticipated weather conditions,
    10. the estimated duration of the event and whether the event is ticketed, and
    11. any similar viewpoint- and content-neutral considerations relevant to assessment of security needs.
  3. MUPD will make security recommendations that, in MUPD’s professional judgment, will address the security threats identified as a result of the assessment conducted pursuant to paragraph 2 above.
  4. The goals of MUPD’s security recommendations will be to:
    1. Minimize risks to the health and safety of the event participants and audience;
    2. Minimize risks to the campus and surrounding community;
    3. Maximize the ability of the event sponsors to successfully hold the event; and
    4. Protect the exercise of rights of free expression by event sponsors, participants, and campus community. Recommended security measures may include, but are not limited to, adjusting the venue, date, and/or time of the event; providing additional law enforcement; imposing controls or security checkpoints; and creating buffer zones around the venue.
  5. If MUPD determines the event has substantial security needs, the host organization must schedule a security assessment meeting with MUPD no later than two weeks prior to the event date. The meeting may include, as necessary one or more of the following: a staff member from the Office of Student Activities or the facility manager or designee for Non-Affiliated users; and one or more student organization officers and the advisor from the sponsoring student organization or an authorized representative from the Non-Affiliated user. MUPD will discuss security concerns and recommendations at the security assessment meeting, and meeting participants will discuss options for addressing security needs that MUPD has identified.
  6. If MUPD determines that, because of information it has received or changing circumstances, its security assessment must be modified, it may schedule additional meetings or communications with the Office of Student Activities, sponsors, and other appropriate stakeholders to discuss its revised recommendations.
  7. Should the event sponsors and MUPD be unable to agree on implementation of security measures or recommendations, the event sponsor may submit an appeal to the Senior Vice President for Finance and Business Services or designee for final determination. The Senior Vice President for Finance and Business Services or designee may determine the security measures required for the event based on MUPD’s security assessment. The goals of that determination will be to:
    1. Minimize any identified threat to health and safety of the event participants and audience;
    2. Minimize any identified threat to the campus and surrounding community;
    3. Maximize the ability of the event sponsors to successfully hold the event; and
    4. Protect the exercise of rights of free expression by the event sponsors, participants, and community. Implemented security measures may include, but are not limited to, adjusting the venue, date, and time of the event; providing additional law enforcement presence at the event; imposing controls or security checkpoints at the event; and creating buffer zones around the event venue. The Senior Vice President for Finance and Business Services or designee will provide the event sponsor with a written explanation of the reasons for the final decision.
  8. If prior to or during an event an imminent threat to safety or property arises, avoidance or minimization of which requires cancellation, postponement or termination of the event, authority to cancel, postpone or terminate the event rests with the President, the Provost, or the Senior Vice President for Finance and Business Services or if unavailable, authority is delegated to the highest-ranking MUPD officer at the event.
  9. The event sponsors must agree to reimburse costs of basic event security provided by MUPD. Security fees will be based on standard, approved, and published rates for MUPD or other security personnel and for any associated equipment costs or rentals. The number of personnel and amount and type of equipment charged will be based on assessment including but not limited to the following criteria:
    1. Event venue, including venue size, location, number of entrances and exits to be staffed;
    2. Time of day;
    3. Number of expected attendees;
    4. Whether entrances will be controlled and whether the event will be ticketed;
    5. Whether the event will be open and/or advertised to Non-affiliates of the University;
    6. Whether alcohol will be served;
    7. Whether there will be sales of food, beverages, or other items and whether cash handling will occur;
    8. Whether event performers come with personal security teams or details that require MUPD liaisons; and
    9. Whether event sponsors or event performers request additional security measures.

Additional security fees will not be charged to event sponsors based on concerns that the subject matter of the event or the viewpoints, opinions, or anticipated expression of the sponsors, event performers, or others participating in the event might provoke disturbances or response costs required by such disturbances.

Related Form(s)

Not applicable.

Additional Resources and Procedures

Not applicable

FAQ

Not applicable.

Policy Administration

Next Review Date

7/1/2023

Responsible Officers

Vice President for Student Life

Legal Reference

  • Family Educational Rights and Privacy Act-FERPA (see 34 C.F.R. 99.1)
  • Section 1306.01 of the Revised Code
  • Ohio Revised Code (ORC) 149.43

Compliance Policy

Yes

Recent Revision History

 Amended July 2018

Reference ID(s)

 

Reviewers

  • Student Life Committee
  • Vice President for Student Life
  • General Counsel