UNIVERSITY OF LOUISVILLE

RECOGNIZED STUDENT ORGANIZATIONS (RSO) EVENT POLICY & GUIDELINES

(Revised September 2002)

I. POLICY APPLICATION

This policy applies to all events sponsored by Recognized Student Organizations (RSO) and other student groups (hereafter RSO is used to refer to all student groups) on the University of Louisville campus occurring after 6 pm and involving an anticipated attendance of 100 persons or more. Routine RSO business meetings are excluded from the policy. Events scheduled in facilities not managed by the Student Activities department must meet all requirements of the managing unit. All on campus RSO events or university sponsored RSO events are subject to the policy. RSO events scheduled at university affiliated facilities such as Papa John's Stadium, the University Club or the Brown & Williamson Club, are subject to review under this policy.

II. EVENT SCHEDULING

All RSO events subject to this policy must be registered with the Campus Life Office. Once the event is registered, the RSO will be referred to the appropriate campus office for scheduling facilities. Depending on the nature and the location of the event, and recommendations from the Campus Life Office and the Department of Public Safety (DPS), additional security measures may be required by the facility manager such as additional security personnel, the use of metal detectors, structured event management, staff and supervision by Student Affairs and/or other professional staff. In addition, an RSO advisor must be present throughout the event.

RSO events held on Friday or Saturday nights must conclude no later than 1:00 am (or earlier if the building closing time warrants it). Two events per semester will be allowed to continue until 2:00 am. These events must be held in the Red Barn or the Multipurpose Room of the SAC. RSO events scheduled Sunday through Thursday must conclude by 11:00 pm.

Limited exceptions to this policy may be granted by the Campus Life Office. For example, auditorium seating programs will usually have less security requirements. Exceptions to the policy must be made in writing by completing the RSO Policy Exception Form, available in the Campus Life Office. This form must be submitted to the Campus Life Office no less than three weeks prior to the event.

III. ADMITTANCE POLICY

All events sponsored by RSOs on the University of Louisville campus subject to this policy are restricted to the following people:

A. Student presenting a valid identification card from U of L or other university or college.

B. A maximum of two guests are allowed per University of Louisville student. All guests must enter with the U of L student and must be signed in upon entering.

University of Louisville students will be held fully responsible for the actions of their guests. The University reserves the right to a) refuse admission or eject from the event anyone who is disruptive, intoxicated, disorderly, or jeopardizes public safety; and b) terminate the event and/or restrict the future use of University facilities by an RSO.

IV. ALCOHOLIC BEVERAGES

The possession, sale or service of alcoholic beverages is not permitted at RSO events at University facilities except by approval of the Campus Life Office.

V. APPLICATION OF THE POLICY

Failure to follow the RSO Event Policy and Guidelines will result in immediate cancellation or termination of the event. Sanctions and/or loss of privileges may result after a review of facts by the Campus Life Office, in conjunction with the manager of the facility, the RSO and DPS.

VI. FINANCIAL MANAGEMENT

Any revenue generated by RSOs at events subject to this policy may be used by the RSO but shall be deposited in a University account for that organization. If so requested by the group, funds from an event can be requested after the event and will be remitted to the group.

Effective 9/23/02

UNIVERSITY OF LOUISVILLE

INTERNAL GUIDELINES FOR APPLICATION OF THE RSO EVENT POLICY

(Revised September 2002)

I. DEFINITION OF AN RSO ADVISOR

An RSO advisor is defined as a person who is at least twenty-three years of age, not a University of Louisville undergraduate student, and not a current member of the RSO.

II. RSO ADVISOR RESPONSIBILITIES

Prior to each RSO sponsored event subject to this policy at least one advisor from the sponsoring organization shall attend a meeting with representatives from the facility management, DPS and 3 representatives from the RSO to review event management expectations. This meeting will be held no less than 3 days prior to the event. RSO advisors shall also sign a form acknowledging their role and responsibilities as an advisor, and their knowledge and willingness to abide by University policies and procedures. On the evening of the event the advisor will meet again with the facility management representative, DPS representative and representatives of the RSO who will be working the event no less than 30 minutes prior to the event (additional pre-meeting time may be required when warranted necessary at the discretion of facility management). The advisor will also:

1. Attend the event from start to finish.
2. Coordinate and supervise the RSO members working the event.
3. Assist in supervising the event to include periodic monitoring of the attendees, enforcement of all University policies, make the announcement when the event has ended, and assist in clearing the facility after the event.
4. Serve as a liaison between the RSO, facility management staff and DPS. The advisor and the DPS shift commander will stay together throughout the event.
5. Assist DPS in dispersing the crowd after the event.
6. Attend a post event debriefing immediately after the event with the RSO leadership, DPS officer in charge, and Student Activities staff member.

III. RSO MEMBER RESPONSIBILITIES

At least 3 weeks prior to the event an RSO member must make a request to use a facility (see section II of the RSO Event Policy). Prior to each RSO sponsored event subject to this policy, at least 3 representatives from the RSO will attend a meeting no less than 3 days prior to the event to review event management procedures and expectations. Thirty (30) minutes prior to the event at least 5 representatives of the organization who will be working the event will attend a meeting with the facility management representative, the advisor and DPS. The RSO will cover the agreed cost of security. At the event, members of the RSO must:

1. Attend the event from start to finish.
2. Perform the assigned event management duties during the entire event. RSO members assigned to work an event will be paired with a DPS officer.
3. Assist with crowd control including emergency exit monitoring, notification of facility management staff should any problems arise during the event, and assist in clearing the facility after the event.
4. Make the announcement of the event ending with the RSO advisor and encourage participants to disperse. The advisor will stand with the student during the announcement.
5. Assist DPS in dispersing the crowd from around the event facility after the event ends, if necessary.
6. Wear a form of identification approved by the Campus Life Office if working the event.
7. Provide a list of all U of L members and advisors at the beginning of the event.
8. Provide a typed guest list of those persons not expected to pay admission, prior to the start of the event. Only those on the list will be allowed free admission.
9. Provide a list of names and be willing to identify any people to be excluded from the event because of safety concerns.
10. Enforce the no-return policy. Once the person leaves the event, she/he must stand in line and pay admission in order to return.
11. Be responsible for the event. Sponsoring organizations that, through their actions fail to take responsibility for an event may be prohibited from sponsoring events for one year subject to review by the Vice President for Student Affairs. Individuals who violate the rules may be automatically ejected from the event and may be subject to arrest and disciplinary action under the Code of Student Conduct.
12. Not interfere with DPS officers in the arrest or ejection of any individual or be subject to ejection from the event and disciplinary action.
13. Provide music that does not have sexually explicit or violent lyrics.
14. Attend a post-event debriefing immediately after the event with the RSO advisor, DPS officer in charge and the Student Activities staff member.

Any RSO or Athletic team whose members are involved in a physical confrontation during a year may be suspended from sponsoring events for one year and may face disciplinary action.

IV. DEPARTMENT OF PUBLIC SAFETY (DPS) RESPONSIBILITIES

When requested by the Division of Student Affairs, DPS officers shall work RSO events. Their primary function is the safety and security of the patrons in attendance. The number of the officers working an event will be determined by the Campus Life Office, in coordination with DPS. At the event, DPS officers shall be responsible for:

1. Maintaining high visibility to incoming patrons at the entrance of the facility.
2. The use of metal detectors at the entrance to the event, when required.
3. Routine patrols throughout the venue during the event, i.e., circulating throughout the room with a member of the RSO and the RSO advisor.
4. Discouragement of loitering outside the event during the event.
5. Checking incoming patrons and their guests for proper identification.
6. Continuous communication with University staff and RSO representatives and RSO advisor staffing the event.
7. Participating in meetings with RSO advisor and sponsoring groups (i.e. meeting 3 days prior to the event and 30 minutes prior to the event).
8. Assist the advisor and RSO in dispersing the crowd after the event. Generally speaking, participants will be permitted to socialize outside a facility for approximately 30 minutes after the event unless DPS is responding to a security matter.
9. Attend a post-event debriefing immediately after the event with the RSO leadership, RSO advisor, and the Student Activities staff member.
10. Notify the Athletic Department when coaches are requested to attend specific RSO events.

V. STUDENT ACTIVITIES DEPARTMENT STAFF RESPONSIBILITIES

If an event is scheduled in facilities managed by the Student Activities department, the RSO must make the request for space in writing at least 3 weeks in advance of the event. The department will review the event and issue the operational guidelines and expectations for the event and will schedule a meeting with the RSO, its advisor and the Student Activities staff no less than three (3) days prior to the event. The purpose of the meeting is to discuss structure of the event, security arrangements, staffing requirements, financial obligations and other event details.

The Student Activities department staff scheduled to work the event will be responsible for:

1. Conducting brief, pre-event meetings for all persons working the event.
2. Attend at the event from start to finish.
3. Determine and set, in consultation with the sponsoring RSO, the appropriate level of lighting and sound.
4. Coordination of event management including supervision of on-site personnel.
5. Resolution of any problems reported by the RSO members, in consultation with DPS.
6. Providing identification items for the sponsoring group and other people working the event.
7. Enforcement of University policies and procedures at the event.
8. Termination of the event should any violation of the policy occur or security concerns warrant such action. Termination will occur, when possible after consultation with the RSO advisor and DPS. The officer in charge will make the final decision.
9. Determine the capacity of the event venue not to exceed the Fire Marshal's established room capacity or lower in the interest of safety and security.
10. Attend a post-event debriefing immediately after the event with the RSO leadership, RSO advisor and the DPS officer in charge.

Other members of the University faculty, staff or administration may assist with RSO event supervision as deemed appropriate by the Campus Life Office. At the request of the RSO or at the direction of the Vice President for Student Affairs or Campus Life Office, advance ticket sales may be required.

Effective 9/23/02