PROGRAM PLANNING GUIDE

PROGRAM
PLANNING
GUIDE
ForWestChesterUniversity
StudentOrganizations
Compiledby:
StudentProgramActivityReviewCommittee
(SPARC)
UpdatedJune2014
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WELCOMETOTHEPROGRAMPLANNINGGUIDE
LETUSINTRODUCEOURSELVES
TheProgramPlanningGuide(PPG),writtenbytheStudentProgramActivityReview
Committee(SPARC),isofferedtoprovideinformationtorecognizedstudentorganizations
atWestChesterUniversityaboutpolicies,procedures,andresources.Thiscomplementto
TheRam’sEyeViewshouldhelpyouplanandimplementprogrammingforyour
organization.Thisguideisnotdesignedtoprovidealloftheanswerstoallofyour
questionsandweencourageyoutouseyouradvisor,andtheresourcesavailabletoyou
throughtheofficesofFraternityandSororityLife,StudentLeadership&Involvement,Sykes
StudentUnion,StudentActivities,andCampusRecreationatWestChesterUniversity.
TheStudentProgramActivityReviewCommitteeiscomprisedofcampusadministrators
fromSykesUnion,SpaceManagement,Athletics,CampusRecreation,StudentLeadership
andInvolvement,StudentActivities,FraternityandSororityLife,ResidenceLife,Venue
Management,andPublicSafety.SPARCmeetsatleastonceamonthtodiscussstudent
programmingcalendarsandmakepolicyrecommendations.BecauseSPARCisreviewing
everystudentorganizationspecialevent,SPARCreservestherighttorefuseanystudent
organization’srequestforsponsoringaspecialevent,ifitisinconflictwithanothercampus
event,isnotadequatelysupportedbyPublicSafety,isdeemedpotentiallyunsafe,orother
unforeseenreasons.TheUniversityreservestherighttorestrictattendanceduringany
campuseventifaquestionofsafetyorthewelfareoftheUniversitycommunityisin
question.
Allstudentgroupsarerequiredtobegintheirreservationprocessforanyspaceoncampus
through25Live.Submittingareservationrequestdoesnotguaranteethatrequesthasbeen
confirmed.
Beforeyousubmitarequeston25Live,youareacknowledgingyouhavereadthis
documentinitsentiretyandyouunderstandthepoliciesandstepsoutlinedinthe
document.Ifyouhaveanyquestionsaboutthedocument,weencourageyoutoreachoutto
oneoftheofficesbelow.
OfficeofStudentLeadership&Involvement 610‐436‐2117
SykesStudentUnion 610‐436‐2984
SykesUnionReservations
610‐436‐2984
We look forward to being a part of your event planning process.
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TABLEOFCONTENTS
DevelopingaProgram:TheFirstSteps
Goals/Mission
UnderstandingUniversityPolicy
Budget
TargetPopulation
CommitteeHelp/Delegation
Using25Live:SelectingaDate,TimeandLocation
TipsandTricks
Confirmation
AssigningofSpace
EventCancellation
EventLogistics:OrganizingtheDetailsofYourEvent
Contracts
CollectingMoney
Food
MarketingandAdvertising
Audio/VisualorTechnologyNeeds
Equipment
SupportServices
AdvisorConsultation
ProgramEvaluation
PublicSafety/Security
SevereWeather
FacilitySpecificPoliciesandProcedures
CandlesandOpenFlames
Alcohol
Animals
Decorations
EventTypes:PoliciesandConsiderationsfortheTypeofEventYouareHosting
EventClassifications
StandardMeeting
SpecialEvent
5KsorRaces
Concert/DJ/AmplifiedSound
OutdoorEvents
Dances/Parties
Food/Meal/Barbeque
Movie
Vending
UniversityOffices:WheretoGowithQuestions
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DEVELOPINGAPROGRAM
THEFIRSTSTEPS
GOALS/MISSION‐Goalsettingisacrucialandimportantstepincreatingatrulysuccessful
program.Beforetheorganizationcanbeginprogrammingorplanningevents,the
organization’sgoals,objectives,andmissionstatementmustbeclear.Oncetheyare
established,youshouldconsiderthefollowingwhendesigningyourprogram:
 Howwillaprogramfurtheryourorganizationtowardsfulfillingitsorganizational
goals?
 Whatshouldtheaudiencegainbyattendingyourprogram?
 Howwillyourprogramenhanceyourorganizationalmember’spersonaland
professionaldevelopment?
UNDERSTANDINGOFUNIVERSITYPOLICY‐WestChesterUniversityhasmanypolicies
andproceduresthatcoverawidevarietyofareas.Thesepoliciesandproceduresare
designedtoensuresafety,qualityofcampuslife,andtheeffectiveoperationofthe
Universityanditscommunity.ReadtheRam’sEyeViewandcheckouttheUniversity
websiteandthereservationrequestfortheUniversityPolices.Someofthepoliciesand
proceduresarehighlightedintheProgramPlanningGuide.
BUDGET‐Moneymaybeascarceresource,butthisdoesnotinanywayinhibityour
creativitytoplanasuccessfulprogram.Thereareseveralsourcesofavailablefundingfor
programming:
 Yourorganization’sStudentServices,Inc.account
 StudentGovernmentauxiliaryfunding
 Co‐sponsorshipwithotherstudentorganizationsand/orUniversityacademic
departments
 Outsidesponsorshipfromcommunitybusinesses(withappropriateapprovalfromthe
UniversityDevelopmentOffice)
 Otherstudentaffairsofficesanddepartments.
 Grantsfromlocal,state,andnationalorganizations
 Organization/clubdues
 Fundraising
 AdmissionFees
IfyouareinterestedinreceivingfundingfromStudentGovernmentAuxiliaryFund,please
review:
Thedevelopmentofaprogrambudgetwillhelptoensurethatyourprogramdoesnot
losemoney.Knowwhatyouhavetospendbeforeyouspenditandalwayssetasidea
reserveincaseofanemergency.
TARGETPOPULATION‐Beforeplanninganeventaskyourselfthefollowingquestions:
 Whatisyourspecificaudience?
 Isyourgroupshowingcourtesyandrespecttowardallspecialinterestgroupson
campusthatmightbeaffected,bothschedulingandcontent‐wise,accessbyyour
organization’sevent?
COMMITTEEHELP/DELEGATION‐Themostimportantaspectoforganizingasuccessful
programismasteringtheartofdelegation.Thecreationofacommitteestructurecangoa
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longwayinhelpingyoustayfocusedontheevent.Don’tgetboggeddownintheminute
aspectsofputtingtogetheraprogram;keepyourselfopenforthemoreimportantthings.
Besurethatwhenyougetyourcommitteetogether,youassignspecifictaskstothemand
donotforgettoassigndeadlines.Thiswillgreatlyhelpyouasyoumonitortheirprogress.
Checkonyourcommitteemembersfromtimetotime.Thiswillkeepthemoncourse,but
alsoallowthemsomeautonomytoaccomplishtheirtasks.
USING25LIVE
SELECTINGADATE,TIME,ANDLOCATION
Onceyouhaveansweredalloftheabovequestionsforyourprogram,thenextstepisto
selectadate,atime,andalocation.It’simportanttoalwaysrememberthatyourdateand
timewillhavetobedependentonspaceavailability!
Remember,youdonothaveaprogramuntilyouhaveaconfirmedspacefrom25Live.Never
submitacontractormoveforwardwithplanningforanentertainer,entertainmentgroup,a
speaker,etc,untilyouhaveaconfirmedspaceforyourprogram.
Spaceisverylimitedoncampusandreservesquickly.Tohostyourperfectevent,youmay
havetobeflexibleonyourpreferredspaceand/ortime.
Checkwiththecampuscalendarat25Live.collegenet.com/wcupa.Whenplanninganevent,
itisimportanttohavealternatedatesinmind.Donotforgettotakeintoaccountthesetup
andtakedowntimeyouneedwhenlookingatspaceavailability.Timeisaninclusiveterm
signifyinginitialentryandfinaldeparture.
Complete25LiveInstructionscanbefoundhere:
http://upk.wcupa.edu/upk/wcu/25Live/25Live/HTMLPages/index.html
orbycallingtheSykesInformationDeskat610‐436‐2984
Allreservationrequestsmustbemadeonlineat25live.collegenet.com/wcupa
Youmustsignintorequestspaceforyourevent.
Tips&Tricks:
 Allreservationrequestsmustbemadeonlineat25live.collegenet.com/wcupa
 Youmaysigninonthetoprighthandsideofthescreenusingyournetwork
username([email protected])andyournetworkpassword.
 Youmustsignintorequestspaceforyourevent.
 Afteryousignin,you’llbeonthe“home”tab.
 Youareencouragedtousethesearch“FindAvailableLocations”inthemiddleof
yourhomepage.Click“Iknowwhenmyeventshouldbe,helpmefindalocation”
ORIknowwhatlocationI’dlike,helpmefindaspace”
 Onceyouhavealocation,youcanclickonthespaceanditwilltakeyourighttothe
eventwizardwiththelocationandtimealreadyselectedforyou.
 Alwaysspecifythesetupyouneedforyoureventatthetimeyou’rerequesting
 Uponsavingyoureventrequest,ALWAYSselect“StudentClub/OrgEvent”onthe
finalsavescreen.Ifyouselect“Idon’tknow”yourrequestmaynotbeprocessed.
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NoteforeventrequestsforlocationsoutsideofSykesUnion:Whenyousubmityourevent
request25Livewillautomaticallygenerateanoticetoonlytheappropriatefacility
administratortoconfirmthatspace.Ifyouhavewaitedoveroneweektohear,pleasecheck
withSykesUnionAdministrationandwecanfollowupwiththeadministratorofthespace
yourequested
Confirmation:EventConfirmationsaremadeviatheWCUemail.Thespacerequested
isnotofficiallyconfirmeduntiltherequesterhasreceivedaconfirmationformfromthe
SykesUnionorappropriateschedulingoffice.Itisultimatelythegroup’sresponsibility
tobecertaintheirroomhasbeenconfirmed.
AssigningofSpace:Reservationsareconfirmedonaspace‐availablebasis.Groupswillbe
assignedtospacebasedontheinformationlistedontheform(natureofevent,expected
attendance,catering,etc.).SykesUnionreservestherighttoorganizeandmovescheduled
eventstobestaccommodateallgroups.Allstandardmeetingsmaylastamaximumof2
hours.Aspaceshowingasavailablewhenyourequesttheroomdoesnotnecessarilymean
anothergroupdidnotrequestthespacefirst.Pleasealwayshavealternatedatesinmind.
Spacemanagementreservestherighttoreassignspaceand/orcancelclassroomeventsto
bestaccommodatetheentireuniversitycommunity.
Thereareotherreasonsadministratorsmaynotbeabletoconfirmyourprogram,evenif
thespaceshowsasavailable.Theyincludebutarenotlimitedto:
 Specialrequirements:setupneeds,supportservicesneeded,
 PublicSafety(seepage***)
 Facilityfit:ifthespaceyourequesteddoesnotsuityoureventtypebecauseofevent
attendancesetupneeded,hoursopen,oractivitiesperformed.
EventCancellation:Ifforanyreason,youneedtocancelyourevent,youmaydoso
yourselfon25Liveiftheeventismorethan48hoursawaybychangingtheeventstate
on25Livetocancelled.Iftheeventislessthan48hoursaway,pleasecontactthefacility
administratorwhosentyouyoureventconfirmationbyemailand/orphone.
Intheeventthatpublicsafetyhasbeenassignedtoyourevent(Seepage12),ifeventis
cancelledmorethan48hoursinadvance,thestudentorganizationisnotcharged.Ifan
eventiscancelledinlessthan48hours,PublicSafetywillcharge½ofanticipatedcostof
event,unlesstheeventiscancelledduetocircumstancesbeyondthecontrolofthe
sponsor/s(tobedeterminedbytheSPARC).Ifacancellationdoesoccur,therewillbea
possibilityofanothergroupusingthespaceiftheydoNOTrequireaspecialsetuporextra
staffing.
Whenplanninganoutdoorprogram,alwaysconsideranalternativelocationincaseof
inclementweather.Youarepermittedtobookrainlocationsforyourevent,butweaskyou
makethedecisiontomovetheevent24hoursbeforeyourscheduledstarttime.
Advice:Planandreserveearly!
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ORGANIZINGTHEDETAILSOFYOUREVENT
Youreceivedaconfirmationfromthefacilityadministratorthrough25Liveandyourevent
location,dateandtimeareconfirmed.Herearethenextstepstoensureasuccessfulevent.
CONTRACTS
Foranyservicesrenderedatyoureventrequiringornotrequiringpayment,includingbut
notlimitedto,aperformer,DJ,amoonbounceornovelty,oranyanoutsidevendor
providinganyserviceatyoureventyoumusthaveacontract.
EVENTLOGISTICS
STUDENTSARENOTPERMITTEDTOSIGNCONTRACTSWITHANOUTSIDE
AGENCY.DOINGSOCOULDPUTYOUATGREATLEGALRISK.
Sowhatisacontract?(foundinTheRam’sEyeView)
Inordertoensurethatagreementsforservicesarelegalandappropriate,thefollowingare
policiesforallofficiallyrecognizedWestChesterUniversitystudentorganizations
regardingcontracts:
o ForSSI/SGAfundedstudentorganizationssponsoringbothon‐and‐off‐campus
eventsandprograms:
o Allcontractsand/oragreementswithoutsideagenciesmustbe
approvedandsignedbytheexecutivedirectorofSSI.
o Undernocircumstancescanastudentsignacontractoragreementwith
anoutsideagency.
o ForstudentorganizationsnotfundedbySSI/SGAsponsoringon‐campusevents
andprograms:
o Allcontractsand/oragreementswithoutsideagenciesmustbe
approvedandsignedbytheexecutivedirectorofSSIiftheamountis
over$300.
o Allcontractsand/oragreementswithoutsideagenciesmustbe
approvedandsignedbythestudentorganization’sofficialfaculty/staff
advisoriftheamountis$300orunder.
o Undernocircumstancescanastudentsignacontractoragreementwith
anoutsideagency.
o VerbalAgreementsandemailcorrespondencemaybeviewedasacontractby
anagency,legallybindingyouifyourlanguageisn’tclear.Bespecificwhenyou
areresearchingaperformer/entertainer/servicethatyouaresimplylooking
andnotcommittingtoanything.
COLLECTINGMONEY
AllmoneycollectedoncampusmustbeimmediatelydepositedintotheStudent
Organization’sStudentServices,Inc(SSI)accountbeforeleavingtheevent.Thispertainsto
ALLevents,includingbutnotlimitedtobakesales/vendingsales,admissionchargefor
events,canning,donationdrives,registrationfees,tournamentfees,etc.
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Todepositmoney,pleasecountthemoneyyoucollected,filloutanSSIDepositSlip
(obtainedattheSSIServiceCenteronthegroundfloorofSykes),placeinasealedenvelope,
andplaceinthedropsafe.Thedropsafeisunderneaththeinformationdeskonthefirst
floorofSykesUnionThedropsafeisaccessiblethehoursthestudentunionisopen
(7:30am‐12amMonday‐Thursday,8am‐2:30amFriday&Saturday,10am‐12:30amSunday).
Moneymustbedepositedinthosehourseventifyoureventhasnotended.
Cashboxes,moneybags,andchangecanbeobtainedattheSSIServiceCenterforyour
event.PleasenotetheSSIServiceCenterHoursare8:30am‐4:00pmMonday‐Friday.Ifyour
eventtakesplaceoutsideofthosehours,pleasearrangetopickupthemoneyboxorchange
beforeduringtheirbusinesshoursCashboxeswithmoneyinsidecanbeleftintheSykes
UnionAdministrativeOfficeSafebeforeyoureventonly.Afteryourevent,youmustcount
anddepositthemoneyusingthestepsabove,andleavetheemptycashboxintheSykes
AdministrationofficeforpickupbySSI.Pleasenotetherearenoothercashboxeson
campusifyouforgettopickupaheadoftime.SykesAdministrationisnotresponsiblefor
moneynotproperlydepositedafteryourevent.
Pleasenotethatcollectingmoneyataneventisasafetyconcern,andmaynecessitatethe
needforpublicsafety.
FOOD
Ifyouwishtoservefoodatyourevent,pleaseindicatesoonyourinitial25Liverequest.
Dependingonthespaceyouarerequestingfoodmayormaynotbepermitted.
AlleventsoncampusarerequiredtouseARAMARK/NewStreetCateringfortheir
programs,meetings,andevents.Ifyouwouldliketouseanotherfoodservicevendorfor
anyreason,youmustobtainasignedwaiverfromNewStreetCateringgrantingthat
permission.YoumaycontactNewStreetCateringat(610)436‐3130.
Afterobtainingthatwaiver,allcateringforpubliceventsmustgainadditionalapproval
throughChesterCountyHealthDepartmenttoensurethesafetyofyourattendees.Public
eventsareconsideredanyeventwherenon‐membersofyourorganization/departmentwill
bepresent.Thewaivertakestwoweekstoprocess,sopleaseplanaccordingly.
Student/campusorganizationprograms,meetings,andeventsthatareclosedtothepublic
andconsidered“private”willbepermittedtobringfoodinfromanoutsidevendorwiththe
appropriateapprovals(forstudentgroupsthoseapprovalsarethroughtheSykesUnion
reservationoffice.)
Foodpreparedinanon‐commercial,unlicensedfacility/settingwillNOTbe
permitted.Bakedgoods,softpretzels,waterice(mustusedisposablescoopertodispense)
andsimilaritemsareexemptfromthispolicy.Wholepizzapiesandhoagiesatanopen
eventarenotpermittedbutindividuallyboxedslicesofcheeseonlypizzasarepermitted.
Generalguidelinesforallevents,eitherprivateorpublic,wherefoodwillbeserved:
 Youmustthoroughlywashyourhandsbeforehandlingfoodorputtingongloves.
 Youmaynottouchfoodwithyourbarehands.Singleuse,foodgradegloves(not
latex)isthesuggestedpractice.Tongs,deliwrap,orwaxpapersheetsare
permittedforbakedgoods.
 Foodmustremaincoveredatalltimes.Coveredcontainers,plasticwrap,or
individualservingcontainersareallacceptable.
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ChesterCountyHealthDepartmentBureauofEnvironmentalHealthProtectionspecifies
that:“Nofoodpreparedinaprivatehome*orwhichhasbeenprocessedinaplace,other
thanacommercialfoodprocessingestablishmentregulatedbytheCCHDoranyother
appropriate,official,regulatoryagency,shallbesold,offeredforsaleorgivenaway.Iffood
ispreparedoutsideofChesterCounty,acopyofafacility’svalidlicensefromthe
appropriateregulatoryagencymustbesubmittedtotheCCHD.”
*ResidenceHallKitchensareconsideredprivatehomesinthiscircumstance.
MARKETINGANDADVERTISING
Therearenumeroussourcesavailableoncampustoadvertiseandpromoteyouractivityor
program.Contactthefollowingsourcesfordeadlinedatesifyourgroupwishestousea
recognizedcampusmedium:TheQuad,WCUR,andWCUTV.Otheravenuesofpublicity
includethevideopowerpointmonitorinSykesoraroundcampus,SACmoviepreviewads,
campusbulletinboards,fliersinstudentorganizationmailboxesinSykesUnion,Residence
Hallfrontdesks,bannershungfromthefrontSykesUnionrailings,andtabletentsand
bannersintheLawrenceCenterDiningHall,CampusCorner,andRam’sHeadFoodCourt.
PleasecheckwitheachoftheBuildingAdministratorsregardingspecificbuildingposting
policy.YoumayalsocontacttheWestChesterBoroughCouncilorapproachindividual
businessesforpermissiontopost.
The university has specific policies regarding advertising on campus.
(FoundinTheRam’sEyeView)AlladvertisementsmustconcurwiththeUniversitycivility
codeandmustbesupportiveoftheuniversity’smission.Toensurethatthe
advertisementoncampusinformsthepublic,enhancesthecampusenvironment,and
adherestoallUniversitypolicies,studentorganizationsmustfollowtheseprocedures
whentheyadvertisetheirprograms:
IndoorAdvertising:
o SykesUnion:Uptothreepostingsmaybeapprovedfordisplay
aroundSykesUnion.ApprovalisgrantedthroughtheSykesUnion
InformationDesk.BannersmaybehunginsideofSykesUnionfor
withSykesadministrativeapproval.
o ResidenceHalls:Approvalforpostingisobtainedthroughthe
OfficeofResidenceLifeandHousingin202LawrenceCenterFliers
needtobedroppedoffat202LawrenceCenter.TheResidenceLife
staffwillensuretheyareproperlyposted.
o DiningFacilities:AlladvertisingmustbeapprovedbyCampus
DiningServices.Tabletentsarelocatedinthediningfacilities.
o Academic/AdministrativeBuildings:Approvalforpostingis
obtainedthroughthebuildingadministrator(seebelow)foreach
respectivebuilding.Postinginbuildingsisonlypermittedon
designatedbulletinboardspace.Advertisementspostedonwalls,
doorsetc.areimmediatelyremovedbytheHousekeeping
Department.
o DigitalSignage:PleasecontactSykesUnionAdministrationfor
informationonhowtoadvertiseoncampusdigitalsignagedisplays.
OutdoorAdvertising:
o BannersmaybehungoutsideofSykesUnionontherampandpatio
railingswithpermissionfromtheSykesUnionAdministrativestaff.
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Advertisementsarenotpermittedongarbagecans,benches,trees,
and/orexteriorwallsordoorsofbuildings.
“Chalking”ofsidewalksoranyothersurfaceisprohibited.
SignsonstakesplacedonUniversitygroundsmustbeapprovedin
advancebytheOfficeofStudentLeadership&Involvement,whowill
coordinateplacementofthesetypesofadvertisementwith
UniversityGroundsMaintenance.
Advertisementdepictingalcoholuse,abuse,sale,ordistributionis
prohibited.
InaccordancewiththeStudentCodeofConduct,advertisements
mustrespectthehumanrightsandpersonaldignityofindividuals
(seeStudentCodeofConduct).Therefore,advertisementsthat
demeanothersbasedonrace,lifestyle,religion,handicap,national
origin,orsexarestrictlyprohibited.Inaddition,advertisementby
WestChesterUniversitystudentorganizationsshouldbe
complimentarytothemissionoftheUniversityandadhereto
communitystandardsofcivilityandgoodtaste.
TheofficialWestChesterUniversityLogo,Seal,andRamLogomay
notbeusedwithoutpermissionfromtheOfficeofPublicationsand
PrintingServices,locatedin13/15UniversityAve.,x2231.
AllofficiallyrecognizedstudentorganizationsatWestChester
UniversityareobligedtocomplywithUniversitypolicies;therefore,
violationsofthe“AdvertisingPolicy”couldjeopardizeastudent
organization’srecognitionstatusoncampus.
Linktothefacilityadministratorsoncampusforpostingpermissions:
http://www.wcupa.edu/_information/afa/Facilities/FacAdmIn.htm
Questionsorinquiriesaboutthe“AdvertisingPolicy”shouldbedirectedtoSykesStudent
UnionReservationist,room116SykesUnion,x2984.
AUDIO/VISUALORTECHNOLOGYNEEDS
Ifyourorganizationisplanninganeventthatrequiresaudio/visualoranykindoftechnical
equipment,youshouldbeawareofwhatdepartmentsoncampuscantakecareofyour
needs.Thereisalimitedsupplyofaudiovisualequipmentavailableforusethroughthe
SykesUnion.Equipmentincludesaportablesoundsystem,projectors,projectionscreens,
TV/VCRunits,computers,projectors,microphones,andpodiums.Alsoavailableare
rectangulartables.AllequipmentMUSTbereservedthroughSykesUnionreservations
officeandmayNOTleavetheUnionwithoutpermissionofSykesAdministration.
o TheSykesUnionTheaterandBallroomshaveabuiltinsoundsystem.The
ballroomscanbeseparatedintothreeseparaterooms.
o TheSykesTheaterandBallroomsarefullyequippedmulti‐mediaroomcontaininga
multi‐mediavideoprojectionsystem,forusewithacomputer,auxiliaryinputs,DVD,
CD,andcableTV.
o TheInstructionalMediaCenter,locatedinroom112oftheFrancisHarveyGreen
Library,canprovidebasictechnicalequipmentsuchasslideprojectorsand
overheadprojectors.TheCenterprovidesthisequipmentforacademicusefirstand
foremost.However,baseduponavailability,studentorganizationscansignout
equipment.Contactthecenteratx3394.YoumayneedtoleaveyourIDor
informationaboutwhereyourorganizationcanbereached.
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StudentGroupsareNOTpermittedtouseanyaudio/visualequipmentin
academicclassrooms.ForanyA/Vneedsinclassroomspace,equipmentneedsto
bereservedthroughSykesUnionandsignedoutatthetimeofyoureventbyleaving
yourWCUID.
EQUIPMENT
Thereisalimitedamountofadditionalequipmentincludinglongtablesavailablefor
programsattheSykesInformationDesk.Anyequipmentneedsmustberequesteda
minimumof3weeksbeforeyoureventandmaybepickedupatprogram/meetingtime
withaWCUID.Forlargeequipmentneeds,aworkordermayneedtoberequestedthrough
movingservices(seebelow).
Forathletictypeevents,alimitedamountofequipmentmaybeavailableforrentalfrom
TheDepartmentofRecreationPrograms.Youcancontactthemdirectlyforassistance.
SUPPORTSERVICES
Dependingonthekindofeventyouareplanningandtheplaceinwhichyouplantohold
yourevent,certainspecialarrangementsmustbemadewithvarioussupportservices
groups.Ifyoubelieveanyoftheseserviceslistedbelowareneededforyourevent,itisyour
responsibilitytospeaktoSykesAdministrationtocoordinatesuchservicesassoonasyou
receiveyourconfirmation.
Supportservicesrequireaminimumofthreeweeksnotice*toaccommodate.
Therewillbenoexceptionsmadetothethreeweekrequirement.
*FromthemiddleofAugustthroughthemonthofSeptember,movingserviceshasa
standingcommitmenttoresidencehallsandwillnotbeabletoaccommodateanyeventset
uprequests.
 Electrician‐Ifyourindoororoutdooreventinanyconfirmedcampusspacerequires
audio/visualorsoundequipment,acampuselectricianmaybebroughtintodrawmore
powerfromthatfacility.Ifyouareunsureaboutthepowerrequirementsofyourevent,
checkwiththereservationist.
 Grounds‐Ifyoureventisoutsideononeofthefieldsorpicnicareas,theGroundsCrew
mayberequiredtopreparetheareabeforeortorestoreitafterwards.Theyalso
reservetherighttodenyanyeventhatcouldcompromisetheoutdoorareas’ascetics.
 CustodialServices‐Dependingonthenatureofyourevent,anextracustodialcrew
mayneedtobebroughtinsothatthefacilityisclean,inworkingorderforanyprogram
orclassthatmaybeusingthefacilityafteryou.
 Staging,Chairs,Tables,etc.‐Thefacilitythatyouarereservingmaynothaveany
tablesorchairsatallormaynothaveasmanyasyouneedforyourevent.Ifyouarenot
utilizinganauditoriumthatalreadyhasastage,butareusingagymnasium,piecesof
stagingcanbebroughtin.
 Tarp‐IfyouareplanninganeventinHollingerGymthatisnotanathleticevent,the
gymnasiumfloormustbetarpedbythecampusMaintenanceDepartment.
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ADVISORCONSULATION
Youradvisor’sresponsibility,particularlywhenitcomestoprogramplanning,istohelpyou
rememberallofthoselittledetails.Youradvisor’sperspectiveiscrucialinthatheorsheis
probablynotdirectlyinvolvedintheplanningprocess,thuscanprovideobjectivefeedback
toyouandyourcommittee.
PROGRAMEVALUATION
Evaluationscandifferquiteabitinstyleandformatdependingonthetypeofprogramthat
yourorganizationsponsored.Donotjudgeyourprogramsolelyonattendance.Successful
programmingshouldbeevaluatedforitsmeritsandabilitytoeducateand/orentertain
thosewhochoosetoattend.Awrittenevaluationcanhelpyoutolookatyourprogram
objectivelyandtoexplorewhetheryouwereabletomeetallofyourgoalsandobjectives.
(Sampleevaluationsarelocatedintheindex).
PUBLICSAFETY/SECURITY
WestChesterUniversityPublicSafetyreceivesacopyofapprovedcampusevents;therefore
theyareawareofallprogramsoccurringoncampus.PublicSafetymaybepresentatall
eventswhereoneormoreofthefollowingcriteriaismet:
 Thereisapotentialfornon‐WCUstudentstobepresent,
 Anadmissionfeeischarged,
 Thesizeoftheexpectedcrowd,
 Eventendsafter12midnight,
 Theprogramwasadvertisedoffcampus,
 Natureoftheentertainment,i.e.DJ,band,liveperformer,etc.
 and/orwhereothersafetyconcernsaredictated.
Ifoneormoreoftheabovecriteriaismet,yourorganizationwillberequiredtohaveanin
personmeetingwiththeAssistantDirectorofSykesUnionandarepresentativefromPublic
Safetytodiscussyourspecificeventdetailsanddetermineifpublicsafetyisrequiredtobe
presentatyourevent.Youreventwillremain“tentative”andwillnotbeconfirmeduntil
thatmeetingoccurs.Thismeetingmusttakeplaceaminimumoftwoweeksbeforeyour
event.
Percontract,PublicSafetyneedsaminimumoftwoweeks’noticetoassignofficersto
events.Ifpublicsafetyisneededatyoureventandyouhavenotmetthetwoweek
requirementforyourrequest,orspecialeventmeetingmentionedabove,youreventwillbe
deniedorcancelled,evenifthespaceisavailable.
IfPublicSafetyisrequiredduetothenatureofyourevent,yourorganizationwillbe
responsibleforthecosts.PublicSafetyOfficerschargeback$48.00perofficerperhour.The
PublicSafetydepartmenthasthefinalauthorityfordeterminingthelevelofPublicSafety
supportnecessaryatevents.
PublicSafetybillsaretobepaidattheendofthesemester.FailuretopayaPublicSafetybill
withinthese30daysofbillingwillresultinlossofall“dance,party,event”reservations
untilthatbillispaidinfull.SykesUnionwillnotacceptnewreservationsforany
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organizationsthathavenotpaidtheirbill/sifthosereservationsweresubmittedafterbills
wereprocessed.
SEVEREWEATHER
IntheunlikelyeventthattheUniversityisclosedontheweekendduetosevereweather,
generallyalleventswillbecanceled.Therecertainlymaybeexceptions,butwewillneedto
addressthemonacase‐bycasebasis.IftheUniversityisclosed,informationtothateffect
willbecommunicatedviatheweb,textmessaging,WCUinformationline,andTVandradio.
IftheUniversityisnotclosed,theUniversity(orSSI)individualinchargeofaspecificevent
occurringontheweekendwilldeterminewhethertheeventwilloccur.Priortosuch
determination,theindividualinchargewill:
o ConsultwithFacilitiestodetermineifpropersupport(e.g.,clearingof
parkinglotsandwalks)canbeprovided
o Consultwitheventsponsor(e.g.,outsideproductioncompany,athleticteam
comingtocampus,etc.)todeterminewhetherthatorganizationfeelsthey
canreachcampussafely.
Ifthereisanyquestionaboutwhetheraneventwillbeheldorcanceled,thatinformation
shouldbeprovidedtoKimSlattery,whowillposttheinformationontheUniversity
website.UnlesstheUniversityisclosed,therewillnotbeannouncementsviatext
messaging,TV,radio,ortheWCUinformationline.
FACILITYSPECIFICPOLICIES&PROCEDURES
Allreservedbuildings/facilitieshaveindividualpolicies/proceduresthatmustbefollowed.
Foracompletelistingofpolicies/proceduresforabuildingseethelinktothefacility
administratorsoncampus:
http://www.wcupa.edu/_INFORMATION/AFA/Facilities/Documents/PDF/FacililtyAdminis
tratorList.pdf
CANDLES&OPENFLAMES
CandlesinSykesUnion,unlessprovidedbyanAramarkCateredandmonitoredevent,
requirespriorapprovalbyEnvironmentalHealthandSafety.Theymayonlybeusedas
votivefordecorativepurposes.Thecandlemustbecompletelyenclosedbyglass,andthe
flamecanreachnomorethanhalfwayuptheglassenclosure.Theymayneverbeburned
whileheld,storedonthegroundoranywherebutonatable.
SternouseisprohibitedunlessprovidedbyAramarkCateringforafoodservicefunction.
ALCOHOL
(FoundinTheRam’sEyeView)Use,sale,exchange,possession,orconsumptionofalcoholic
beveragesoncampusoroffcampus,ifsuchoff‐campususeisinviolationoflocal,stateor
federallaw,isprohibited.AnyviolationoftheUniversity’salcoholpolicy,setforthinThe
Ram’sEyeView,shallbeconstruedasaviolationofthissection.Intheabsenceof
extraordinaryormitigatingcircumstances,asanctionofsuspensionorexpulsionwillbe
imposedonanystudentfoundguiltyofprovidingalcoholtominors.Alcoholisnotallowed,
unlessapprovedbythePresident’sOffice,ontheWestChesterUniversitycampusanditisa
13
violationofthispolicytopossessalcohol.Demonstratingthatastudenthasknowledgeof
thelocationofalcoholandtheintenttoexercisecontroloverthealcoholshallconstitute
possession.
ANIMALS
NoanimalsarepermittedinSykesUnionwiththeexceptionofpolicedogs,serviceanimals,
andtherapydogs.
Ifyouwanttobringaprogramtocampussurroundinganimals,thepolicyisasfollows:
 Anygroupwishingtobringanimalsinmustworkwithalicensedvendorandthe
vendormustbeonsitefortheprogramandprovideinsurance.
 AdheretotheChesterCountyregulationspertainingtoanimalsaccessibletothe
public.
 Signagepostedwarningthepublicthatdogsareinproximitysothatthosewith
allergies,fearsorothersensitivitiesaremadeawareoftheseanimalslocation.Sykes
willprovideeaselsandsignboards.
 Thedogswillbeconfinedandmonitoredatalltimesbyanauthorizedhandler(s)
whoisresponsibleforthewelfareandsafetyoftheanimals.
 Theorganizationbringinginthedogswillberesponsibleforcleaningupafterthe
animalsandproperlydisposingofthewaste.
 WestChesterUniversityofPAshallbenamedasadditionalinsuredonthe
organization’sinsurancepolicy.
DECORATIONS
Alwaysletthefacilityadministratorknowofyourplansfordecorations.
TheSykesUnionadministrationofficemustapproveroomdecorationsforSykesUnion
andspecialtapemustbeused.Therearepeoplewithseverelatexallergiesoncampus
andsignagealertingthepublicabouttheuseofballoons.
Tape,tacks,nails,glitter,CommandStrips,oranyotherstickandpulltabsare
prohibited.Sykesprovidesgafferstapefordecoratinginrooms.Approvedpainterstape
italsopermissible.
want to show a movie!
EVENTTYPES
POLICIESANDCONSIDERATIONSFORTHETYPEOFEVENTYOUAREHOSTING
EVENTCLASSIFCATIONS:
Youreventtypicallyfitsintooneoftwocategories:AStandardMeetingoraSpecialEvent.
STANDARDMEETINGS–Standardmeetingsarereservationsrequiringnospecialsetups,
food,specialhours,nooutsidespeakersorperformers,andusingbasicA/Vequipment
withouttraining.Reservationsforstandardmeetingsmaybemadeupto24hoursbefore
theprogram,ifspaceisavailable.Reservationsforstandardmeetingsaremadeon25Live,
andcanbebookedonanindividualdateorweeklybasis.Allabove“EventLogistics”policies
apply.
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SPECIALEVENT- Specialeventsareanyeventheldoncampus,includingbutnotlimitedto
adance,party,concert,orshow.Theseareeventsotherthanstandardmeetingspossibly
requiringaspecialsetup,food,publicsafety,electricalneeds,specialhours,andwhichmay
necessitatetheuseofPublicSafetycoveragetoensureasafeandsecureenvironmentforall
WCUstudentsandtheirguests.Allspecialeventrequestsaremadeon25Liveatleastthree
(3)weeksinadvanceoftheprogramdate.Theseprogramsoftenrequireameetingwiththe
AssistantDirectororthereservationistofSykesUnion,andarepresentativefromPublic
Safetytodiscussprogramdetails.Allabove“EventLogistics”policiesapply.
Mostspecialeventtypeshavespecificpoliciespertainingtothem.Beforeplanningaspecial
event,pleasereadandconsidertherequirementsforyourspecialeventtype.
ForallSpecialEvents:
 Reservationswillonlybeacceptedifthestudentlistedasresponsiblefortheprogramisan
enrolledstudentinthesemesterthatthespecialeventtakesplace.
 TherewillbeNOco‐sponsorshipofaspecialeventwithnon‐WCUclubsandorganizations
(suchasanorganizationatanotheruniversity).StudentorganizationsmayNOTsponsoror
co‐sponsoreventswithalumniwithouttheapprovaloftheAlumniAffairsOfficeand/or
SPARC.
 InorderforrecognizedstudentorganizationstohostapartyatWestChesterUniversity,they
MUSThavetwoactiveWCUstudentorganizationalmemberstoorganizeandsupervisethe
event.Multiplegroupsmayjointosponsoreventsaslongastheircombinedmembership
equalsorexceedsfourmembers.
 Non‐studentminors(17yearsandyounger)willNOTbepermittedtoattendaspecialevent
scheduledtoendafterthecurfew.MinorsaccompaniedbyaWCUsponsormayattenda
programtocurfewhoursasstipulatedintheRam’sEyeView–EventAttendancePolicy.
LocalcurfewforMinorsisasfollows:
TownshipofWestGoshen(SykesStudentUnion)
 Sunday–Thursday,10:00pm
 Friday&Saturday,11:00pm
BoroughofWestChester
 Monday–Friday,11:00pm
 Saturday&Sunday,12midnight
5KSORRACES
5Ksorracesthatstart,end,orusecampuslocationsmustsubmitarequestforthatspaceon
25Live.5KsorracesmayoccuronNorthorSouthCampus.
NorthCampus5KsorRaces:NorthCampus5Ksorracesareprimarilyrunonborough
streets,notcampus.Becauseofthat,youneedyourraceandyourroutetobeapproved
throughWestChesterBoroughbyfillingoutaspecialeventform.WestChesterBorough
chargesafeetosubmitthatform.PleasecontactSgt.JohnO’Donnellbycallingthenon‐
emergencylineoftheboroughpolicetoobtainthatform.Thereisacostassociatedwith
applying.WestChesterBoroughPolicewillgooverotheraspectstothistypeofevent,
includingclosingstreets,amplificationofsound,etc.
15
 Beforesubmittingthespecialeventform,pleasecheckwithSykesAdministrationto
seewhatothereventsareoccurringthatdayonandaroundcampus.
 Ifyouwishtostartorendthatraceoncampus,youmustadditionallysubmita
requestforthatspaceon25Live.
SouthCampus5KsorRaces:SouthCampus5Ksorracesareprimarilyrunoncampus.
Theyarelargelytrailrunsandshouldbeadvertisedassuch.IfyouwishtoholdaSouth
Campusrace,pleasecontacttheAssistantDirectorofSykesUnion.Approvalwillbegranted
byPublicSafety,Athletics,andthefacilityadministratoroftheGordonNaturalArea.There
arepre‐drawnapprovedraceroutestochoosefromifyoureventisapproved.
CONCERT/DJ/AMPLIFIEDSOUND
Concertsareconsideredanyeventwithlivemusic.Whenhostingaconcert/battleofthe
bands/livemusicshow,ORhavingamusicoramplifiedsoundcomponenttoanotherevent,
pleaseconsiderthefollowing:
 Allamplifiedsoundonorinanyoutdoorspacesrequirespriorapprovalfromthe
facilityadministratorconfirmingyoureventandwilltypicallybelimitedtotwo
hours.
 Livemusic/DJ/AmplifiedSoundofanykindisneverpermittedintheAcademic
Quadduringclasshours.
 Livemusic/DJ/AmplifiedSoundisnotpermittedinoroutsideanyclassroomspace
Monday‐Fridaywhenitcouldinterferewithclasses.Thiswillbedeterminedbythe
classschedulenearbyatthetimeoftheevent.
 Alwaysspecifywhenyouplantohavelivemusic/DJ/AmplifiedSoundonyourinitial
reservationrequesttofindthebestlocationforyourevent.
 Musicshouldalwaysbekeptareasonablevolume,andshouldbeappropriatein
regardstolanguageandlyrics.
Typically,eventswithlivemusic/DJwillonlybepermittedWednesday‐SaturdaysinSykes
Unionsonottointerferewithweeklymeetings.
Eventswithafullbandperformingmayrequireanelectricianandrentingofoutsidesound
equipment.Pleasepresentacontractandyourband’ssoundrequirementstoSykes
Administrationatleastthreeweeksbeforeyoureventtoensureneedscanbemet.
OUTDOOREVENTS
Thereareseveraloutdoorspacesthatareaccessibletostudentorganizationstouse
foroutdoorprograms.
ACADEMICQUAD(FLD326):
 Theacademicquadmayberequestedthrough25Live.Approvalwillbegranted
throughthegroundsdepartment.Amplifiedsoundofanykindmoonbounces
andinflatablenoveltiesarenotpermitted.
RESIDENTIALQUAD(FLD323)&UNIVERSITYHALLPATIO:
 TheResidentialQuad&UniversityHallPatiomayberequestedthrough25Live.
 RequestswillbereviewedbyResidenceLifeandUniversityStudentHousing
andifappropriate,approved.
16



Alleventsintheresidentialquadmustbefree.Nofundraisingmayoccurinthis
space.
TheResidentialQuadislocatedoutsidehundredsofresidentialstudents’homes,
andeventsshouldbecomplimentaryandinclusiveofthelivingcommunity.
Amplifiedsoundmustbepre‐approvedandmaybelimitedbytimeandhours.
Thereisnorestroomaccessintheresidencehalls.Theclosestrestroomsare
LawrenceCenterorSykesUnion.
EHINGERLAWN(FLD334):
 EhingerLawnmayberequestedthrough25Live.
 EventsetupmaynotblockentrancetoEhingerGymorinterferewiththebus
stop.
 Picnictablesoranypermanentoutsidefurnituremaynotbemoved.
 Musicmaybeplayedatareasonablevolumeasnottointerferewithclasses
insideEhingerGym,EhingerAnnex,orAndersonHall.
25UNIVERSITYLAWN(FLD348):
 25UniversityLawnmayberequestedthrough25Live.
 NoamplifiedsoundMonday‐Fridaysonottointerferewithclassesin25
UniversityHall.
 Grillislockedandmaynotbeused.(SeeFoodPolicypage8)
MCKELVIELAWN(FLD349):
 McKelvieLawnislocateddirectlybehindMcKevieHall(GraduateStudies)next
toSykesUnion.
 Thespacemayberequestedthrough25Live.
 Itisavailableafter4:30pmMonday‐Fridayssonottointerferewithbusiness
hours.
 Musicmustbekeptatareasonablevolume.
 Grillislockedandmaynotbeused(SeeFoodPolicypage8)
NORTHANDSOUTHCAMPUSFIELDS:
 TherearefieldsavailableincludingMatlackFieldonNorthCampusandSouth
CampusfieldsincludingFarrellStadium,RockwellField,Field315,andField
309thatcanberequestedthrough25Live,butmayhavelimitedavailabilitydue
toathletic,sportsclub,andintramuralevents.
 ApprovalisgrantedthoughAthleticsand/orRecreationPrograms.
 Eventsonthesefieldsmaybelimitedtoathletic‐typeevents.
DANCES/PARTIES
Thebelowpoliciesrefertodancesandpartiesthatexpect:
 Alargepopulationofnon‐WCUstudentsinattendance
 Eventsthatwillendpastmidnight
Ifeitherofthosecriteriadonotapplytoyourpartyandevent,theremaybe
exceptionstothebelowpoliciestobediscussedduringthespecialeventmeeting
withSykesAdministrationandPublicSafety.
17
PARTYPOLICIES
Thelatestyourpartywillbepermittedtogoisuntil1:00a.m.withfulllightson/musicoff
andeveryoneoutby1:30am.Ifyoureventwillbegoinguntil1:30,yourpartymaystartas
earlyas9:30pm.
Entrancetoadance,party,concert,oreventispermittedwiththefollowing:
 ValidWCUID(mayenteratanytime)
 ValidIDfromanothercollegeoruniversity(mayenterthepartyonly
until11:30pm)
 NamethatappearsonanapprovedguestlistwithvalidphotoID(may
enterupto11:30pm)
OnlyWCUstudentswithIDwillbepermittedinafter11:30p.m.
ThenumberofsecuritypersonnelassignedtoprogramsisdeterminedbytheDepartment
ofPublicSafetyandbasedonbutNOTlimitedtothefollowingcriteria(SeePublicSafety
under“EventLogistics”page12)
 Thereisapotentialfornon‐WCUstudentstobepresent,
 Anadmissionfeeischarged,
 Thesizeoftheexpectedcrowd,
 Eventendsafter12midnight
 Theprogramwasadvertisedoffcampus,
 Natureoftheentertainment,i.e.DJ,band,liveperformer,etc.
 And/orwhereothersafetyconcernsaredictated.
AnystudentwithoutacollegeIDmustappearonaguestlistthatmaybenolongerthan50
names.Thatguestlistmustbepresentedinitsentiretytopublicsafetypriorto4:00p.m.
onthedayoftheevent.Ifnotreceivedbypublicsafetyby4:00pmonthedayoftheevent,
noonewithoutacollegeIDwillbepermittedtoenter.The50namesrepresent10%ofthe
maximumcapacityforthevenue.Namesontheguestlistmustincludefirstandlastnames
oftheguestsandmatchtheguestsID.Nicknameswillnotbeaccepted.
ProperlightingMUSTbemaintainedinallfacilitiesduring“dance,party,concertorevent”.
ProgramsheldinEhingerGymnasiumMUSTkeeponesetofbalconylightsonandonefloor
lightcircuitduringtheprogram.InSykesStudentUnion,theStudentDirectorandPublic
Safetywillcoordinatesafetyneedswiththegroup’srequestsinsettingadesiredlevelof
lighting.SafetyMUSTalwaysbethefirstconcern.
MetaldetectorsandIDscanningwillbeusedatallwhendeemedappropriatebyPublic
Safety.
AlladvertisingmustbeapprovedbySykesStudentUnionAdministrationpriortoposting.
AdvertisingisNOTPERMITTEDonthearearadiostation,exceptWCURandmustmeetthe
guidelinesdetailedintheRam’sEyeViewandstatethefollowingontheflyer:
 Maximumguestspermitted,Ehinger500andSykes500
 WCUIDorpictureIDfromanothercollegerequired
 AllIDswillbescanned
 Metaldetectorsinuse
 Nooneunder17admitted
18
Itistheorganization’sresponsibilitytoassistPublicSafety,theWCUadministratoronduty,
andthestudentEventStaffwiththeeventwhencalledupon,inparticulartousherguests
outattheconclusionoftheevent.
Itistheorganization’sresponsibilitytoissuewristbandsforeachguestandthemselves
(providedbytheSykesUnionAdministrativeOffice).Allwristbandsneedtobeaccounted
for.Themaximumnumberofindividualspermittedis500.Oncetheyhaveallbeenissued,
therewillbeNOfurtheradmission.
Thepracticeofpayinganartist(DJ,band,etc)withcashorpersonalchecks“underthe
table”isnotpermitted.Allperformersreceivingcompensationforservicesmusthavea
contract.
PleaseseeEventLogistics“Contracts”Page7
Forstudentorganizationstohostanyeventwhererevenuewillbecollected,atWest
ChesterUniversitytheyMUSTopenorhaveopenedaStudentServices,Inc.(SSI)account.
AllfeescollectedmustbedepositedintotheSykesUniondropsafeimmediatelyfollowing
theevent.PublicSafetywillescortthegroupdepositingthemoneytoSykesUnion.
StudentsmayobtainmoneybagsfromtheSSIServiceCenter.SSIhastheonlyaccesstothis
safe.Theorganizationwillbeheldaccountableforreconciliationoffundscollectedand
returnedwristbands.Paymenttoeventvendorsmustbemadefromthisaccount.
PleaseseeEventLogistics“MoneyCollection”Page7
SCHEDULINGAPARTY
DancesandpartiesendingaftermidnightmayonlytakeplaceonThursday,Friday,or
Saturday.
DuringFallOpeningWeeksofWelcomeprogramsandHomecomingWeekend(Thursday–
Saturday),noindividualstudentorganizationmaysponsororco‐sponsora“dance,party,
event”withoutdirectpermissionfromtheOfficeofNewStudentPrograms,the
HomecomingCommittee,SPARC,and/orStudentActivities.
ThefirstThursdayinthefallsemesterisheldforoneofthemajorstudentorganization
governinggroupsoracollaborationofnolessthanfourindividualorganizations.
FOOD/MEAL/BARBEQUE
Hostinganeventwithfoodoncampuscancomeinmanydifferentforms.Foodmaybejusta
partofyourevent,likehavingpizzaatameeting,oritmaybetheprimaryfunctionofyour
event,likeaculturaldinner.Eitherway,itisessentialyoufollowfoodpolicytokeepyour
eventsafeforyourguests.
SeeFoodPolicyPage8
It’simportanttoletthefacilityadministratorknowatthetimeyouaremakingtherequestif
youplantoservefood.Servingfoodmayaffectyoursetupandbreakdowntimessince
cateringoftenrequiresextratimetosetup.Additionally,somespaceshavetheirown
policiesregardingfoodanddrink.
BARBEQUES
19
WCU’sfoodguidelinespreventanyunlicensedindividualfromcookinganddistributing
theirowncookedfoodtothepublic.Therefore,allbarbequesmustuseAramark/New
StreetCatering.
MOVIE
ThispolicyisintendedforindividualsororganizationswishingtoshowaDVDorVHSpublicly
(outsidethehometomorethanfamilyandfriends.)Thefollowinginformationisdesignedto
helpyouunderstandtherequirementsandgetthepermissions.
GuidelinesarecourtesyofUniversityofKansas’moviepolicy,“Iwanttoshowamovie!!”
Whydoesmyorganizationneedtogetpermissiontoshowafilm?
Copyrightinfringementisaseriousoffenseunderthelaw,andisalsotheequivalentof
stealingfromafilmdistributor.Whileitisimportanttoabidebythelaw,itisalsoimportant
foryourorganizationtodotherightthing—getpermissiontoshowamovie!AsaWCU
organization,theUniversitycountsonyouandyourorganizationtobehaveinamanner
consistentwithUniversitypolicies,aswellasstate,local,andfederallaw.Shouldyouor
yourorganizationbecaughtbreakingcopyrightlaw,theUniversitywillnotprovideany
kindofprotectionfromyourgroup’sliabilityunderthelaw.Movierentalsareintendedfor
privateuse,rentingthemdoesnotprovideyouwiththepermissionyouneedtohaveapublic
showinginwhichanaudienceisinvited.
Whendoyouneedpermission,andwhendon’tweneedpermission?
Permissiontoshowafilmisnecessarymoreoftenthanyoumightthink.Anytimeafilmis
showninpublicUniversityspace(classroom,residenthalllounge,orcommonareaatthe
University),showingthemovieintheseareasistheequivalenttoshowingthemina
theater.
Youwillneedpermissionif…
Youdonotneedpermissionif…
 Usedpublicitytoinviteyouraudiencetothe
 Movierentalsintendedfor
showing(thisincludesbutisnotlimitedtomass
privateusewithfriendsand
emails,letters,flyers,andwebpostings).
family
 Chargingadmissionfortheshowingoraneventin
 Ifyouareshowingbriefpartsof
conjunctionwiththeshowing(chargingfora
afilm.Therearenotsetrulesfor
lecturethatwillaccompanythefilm,forexample).
what“brief”meansinthis
Thiswouldbetrueevenifyoushowedthefilmat
context,butageneralruleisthat
yourhouse,oratanothervenueoffcampus.
thesesnippetsareOKwhenthe
eventisfree,whenthesnippet
 Ifthefilmshowingisforeducationalpurposes.
doesnotrevealkeyplotitemsto
Distributorhasspecialpermissionforfilmsshown
thefilm,whenthelengthofthe
foreducationalpurposes;theywillstillneedto
showingisnotsubstantial,and
giveyouthewrittenconfirmationyouneedto
whenitdoesnotaffectpeople’s
protectyoureventunderthelawandUnionpolicy.
likelihoodofseeingtheentire
film.
Yourdepartmentmayalreadyhavepermissiontoshowthefilm.Ifyouareshowingthefilm
inconjunctionwithanacademicdepartment(especiallythefilmdepartment),that
departmentmayalreadyhavepermission.Checkwithyourdepartmenttobesure.If
permissionisalreadygranted,theywillbeabletoshowyouwrittenproofofthefact.
20
HowcanIgetpermission?
Gettingpermissionforshowingmostfilmsisfairlysimple.Forsomerareorinternational
films,itmayprovetobeabittrickier.However,thereareresourcesoncampustohelpyou
ifyoushouldhaveproblems.Most“mainstream”filmsthataredistributedfornon‐
commercialuse(whichiswhatmostcampusshowingswouldbe)andcomefromoneoftwo
maindistributors.YoucanalsosearchforthepropersourceviatheMovieDatabase:
SWANKMotionPictures,
1‐800‐876‐5577 www.swank.com
Inc.
Criterion
1‐800‐890‐9494 www.criterionpic.com
InternetMovieDatabase
www.imdb.com
Youmayalsoaccessthefilm’sofficialwebsiteandlookforinformationonfilmdistribution.
Ifyouhavealreadydoneallthis,andyouSTILLcan’tfindthefilm,calltheOfficeofStudent
Activitiesat610‐436‐3037andaskforBarrett,orcalltheOfficeofStudentLeadership&
Involvementat610‐436‐2117,andaskforCharlieWarner.Theymaybeabletohelpyou.
Whatisafilmdistributorgoingtoaskme?
 Yourname,andthenameoftheorganizationyouareworkingwith
 Howyouintendtoshowthefilm(advertiseallovercampusvs.toasmallgroup,
whetheryouarecharging,whatkindofvenueyouareshowingthefilmin)
 Ifthereisacharge,howyourorganizationwillpayfortherightstoshowthemovie.
 Contactinformationforyourorganization
 Whetherornotyouneedthemtosendyouacopyofthefilm
 Numberofpeopleyouexpecttoattend.
Isthisgoingtocostmoney?
Itmight.Theonlywayforyoutodeterminethisistocallthedistributor,explainunderwhat
contextthefilmwillbeshown,andseewhattheycandoforyou.Ifthereisafee,itwill
matterwhetherornotyouarechargingfortheshowing,howmanypeopleyouexpect,
whetherornotyouneedacopyofthefilmsenttoyou,andhowoftenyoushowfilms.Have
alltheinformationhandyaboutyoureventwhenyouspeakwiththefilm’sdistributor.
Whathappensnext?
Onceyouhaveobtainedtherights,youwillreceiveawrittenrecordofyourpermissionto
showthefilm.Thisiscommonlycalleda“confirmation.”Ifyouarebeingcharged,aninvoice
willfollowthisconfirmationonceyoushowthefilm.Confirmationscancomeviathemail,
orviaemail,andwillhavethefilm,thedate(s)youhavepermissiontoshowthefilm,the
contactinformationofyourrepresentativefromthedistributioncompany,andtheformat
yourequestedthefilmin(ifthefilmisbeingsenttoyou),andotherpertinentinformation.
Ifadistributioncompanyisunabletoprovideaconfirmation,theyshouldsendyoualetter
orviae‐mailthatcertifiesthatyouhavelegallyobtainedtherightstoshowthefilm.This
shouldbeonletterheadwithallcontactinformationofthedistributoravailable.
Thisissocomplicated!Whydon’tIjustnottellanyonethatIamshowingafilm?
Eventhoughitsoundscomplicated,itreallyisnotdifficulttoobtaintheproperpermission
toshowfilmsoncampus.Itwilldefinitelytakelesstimeandmoneythandefendingyourself
oryourorganizationincourtifyouarecaught!Intellectualcopyrightinfringementisbeing
prosecutedmoreandmoreoncollegecampuses.Itisjustnotworththerisk.
21
Ihavemorequestions.WhocanItalkto?
Ifyouhavequestionsspecificallyregardingtheneedforpermissionwhenshowingfilms,
moreaboutcopyrightinformationingeneral,filmevents,orplanninganeventarounda
film,pleasefeelfreetocontactBarrettMcGeeat610‐436‐3037.
NOTE:MusiccopyrightinfringementfallsunderthejurisdictionofASCAPorBMI.For
helpfulwebsites,seehttp://www.bmi.comorhttp://www.ascap.com(See“ACrashCourse
inMusicRightsforColleges&Universities”).OtherhelpfulwebsitesincludeaCopyRight
tutorial(http://www.k‐state.edu/academicservices/intprop/webtutor/sld001.htm),
http://copyright.iupui.edu/checklist.htm(forChecklistforFairUse),and
http://www.copyright.gov.
VENDING
SykesUnion,LawrenceCenter,andoutsideMainHallhavevendingspaceforstudent
organizations.SykesUnionandoutsideMainHallspacemayberequestedon25Liveusing
codesSYK103andMHN001andMNH002,respectively.SpaceinLawrencemaybereserved
bycalling(610)‐436‐3307.
StudentandotherUniversityorganizationscanstillsellitemsdirectlyfortheirgroup’s
fundraisingefforts(e.g.,bakesales,Valentine’sDayflowers,candysale)through
appropriateapprovalprocedures,butcannotsponsoranoutsidevendoroncampusand
receiveapercentageofthecompany’sprofits.Thereasonforthisrestrictivepolicyisthat
outsidevendors,forlegalreasons,needtobeapprovedandscreenedforproperTaxID
numbers,legitimacyofthegoodstheyareselling,andgeneraluseofUniversityproperty.
Wehavealsobeenadvisedthattakingpercentagesofsalesisnotappropriatebecausethe
moneyavendormakescannotbeverified.Thesereasonsmakeitnecessarythatthistype
ofactivitybestrictlymonitoredandsupervised.GroupsholdingfundraisersMUSTopenor
haveopenedaStudentServices,Inc.(SSI)accountanddepositallmoneycollectedforthe
fundraiserintothataccountnolaterthanthenextbusinessdayfollowingthescheduled
program.
(foundinTheRam’sEyeView)Thefollowingareguidelinesthatareapplicabletooutside
vendorssellingitemsonUniversityproperty:
 OutsidevendorsmayrequesttablespaceforsalesthroughtheStudentUnionOffice
in116SykesUnion.
 AformalapplicationisrequiredwhichisthenreviewedbytheSykesUnion
Administrativestaffforcompliancetothe“VendorPolicy”approvedbytheSykes
UnionAdvisoryBoardandtheUniversity’sStudentAffairsandFiscalAffairs
Divisions.
 Vendorsarechargedafeetorenttablespace,whichisthendepositedintheSykes
StudentUnionAuxiliaryAccount.
Forfurtherinformationregardingtheseguidelines,pleaseseetheSykesUnion
AdministrativeStaff.
UNIVERSITYOFFICES
WHERETOGOWITHQUESTIONS
22
QUESTIONS
LeadershipConsultants
WHERETOGO
AdvisorQuestions
Alcohol/DrugInformation
AlumniPrograms
Budget/SSIAccount
Information
Club/OrganizationDirectory
SportClubs
EquipmentReservation:
SportsEquipment
StudentUnion
218SykesUnion
http://wcu.orgsync.com/staff
StudentLeadership&Involvement
238SykesUnion
CharlieWarner
[email protected]
WellnessCenter
CommonwealthHall
MaryJaneRogan
[email protected]
OfficeofAlumniRelations
202CarterDrive
DianeEverett
[email protected]
SSIBusinessOffice
259SykesUnion
StudentLeadership&Involvement
238SykesUnion
CharlieWarner
[email protected]
OfficeofCampusRecreation
StudentRecreationCenter
CraigLeduc
[email protected]
Officeof CampusRecreation
StudentRecreationCenter
CraigLeduc
[email protected]
X2117
X3276
X2813
X2356
X2117
X6928
X6928
SykesUnionInformationDesk
SabrinaRightmer
[email protected]
Fraternityand
SororityLife
X2984
FoodService
Intramurals
PHONE610‐436‐
ARAMARKFoodService
Lawrence,1st Floor
GreekLifePrograms
238SykesUnion
CaraJenkins
[email protected]
X2730
X2117
Officeof Campus Recreation
X6928
23
Reservations
SGAOffice
SpaceManagement/
ClassroomReservations
StudentActivities
StudentAffairs
Ticketing
132EhingerGym
CraigLeduc
[email protected]
InformationDesk
SykesUnion
SabrinaRightmer
[email protected]
X2984
StudentGovernmentAssociation
217SykesUnion
Registrar’sOffice
25UniversityAve
ShaleiaRogers
[email protected]
OfficeofStudentActivities
236SykesUnion
BarrettMcGee
[email protected]
VicePresidentforStudentAffairs
238SykesUnion
Dr.MattBricketto
[email protected]
StudentServices,Inc.ServiceCenter
SykesUnionGroundFloor
X2956
X3348
X3037
X3301
X2266
24