Campus Events Policies

Student groups and organizations planning and carrying out their activities and conducting their affairs bear the responsibility for doing so in accordance with University regulations as well as state and local laws. Student organizations will be held responsible for the behavior of their members or guests when the actions of these individuals evolve from or are associated with the organization or an activity related to the organization.

Definition of an Activity Related to an Organization
The extent to which an organization will be held responsible for the actions of individual members or guests will be determined in accordance with the following guidelines. An activity is considered to be related to an organization when one of the following circumstances exists:

• The activity being sponsored was planned in an official meeting of the organization
• The activity is a registered event with the University
• The context of the activity indicated that it was the product of the organization per se. This includes but is not limited to: the activity was held on organization property, the presence of one or more of the group’s officers, the presence of 25 percent or more of the group’s members, promoting or financing the event or the presence of organized entertainment.

The parent organization shall be responsible for the actions of new members or other subgroups carrying official status. Events or activities that include numbers of non-members also are the responsibility of the group or organization in question. Appropriate measures must be employed to prevent or deal with infractions and problems involving nonmembers.

Infractions
Each group or organization has the responsibility and is expected to deal with individuals allegedly in violation of University regulations or laws by referring such individuals to Public Safety, the Dean of Students, Housing and Residence Life and/or the Center for Campus Life. Circumstances that do not constitute violation of University policy or law, but that may be violations of organizational regulations may be dealt with internally by the organization.Each group or organization is expected to refer such individual(s) to the appropriate University authorities.

Public Safety should be contacted immediately for any issue involving public safety. The Center for Campus Life should be contacted for any organizational constitution violations. Referral should be made to the Center for Campus Life and/or the Dean of Students for violations of the Code of Student Behavior and/or University conduct action.

The group or organization must show good faith in referring individual(s) who may be responsible for violating University policy or any federal, state or local laws. The degree to which the group or organization carries out this overall responsibility will have bearing on the extent to which it may be held accountable for the actions of the individual(s). Members and non-members of a group at an activity related to an organization are included in the expectation of the group’s responsibility and appropriate measures must be employed to preventer deal with problems and/or violations.

When (1) sufficient preventive measures have not been employed and/or (2) action to refer individual cases to appropriate authorities has not been taken, the student organization may be held accountable for violations.

Additional responsibilities for social fraternity and sorority organizations regarding activities and events can be found in the University of Southern Indiana Fraternity and Sorority Policies and Guidelines.

Right of Use of Space
Use of space for purposes other than those for which it has been designated will not be allowed. Neither individuals nor groups will be permitted to interrupt the use of space, after it has been duly assigned, without permission of the president or a University official designated by the president. Users who misrepresent any event or affiliation in order to avoid fees and charges or compliance with the general

Child Protection Policy
Student organization events which will have youth (people under the age of 19 who are NOT enrolled at USI) must follow USI’s Child Protection Policy and may be required to participate in additional training and checks before the event receives approval. You will need to contact the let your Special Events and Scheduling event planner know about your desire to have youth involved in your event. This will help them determine what kind of training will be necessary to be in compliance with policy. To review the policy, visit: USI.edu/policies/handbook/child-protection-policy.

Voter Registration
Many student organizations want to incorporate voter registration into their events. These efforts must be approved by the University.

Reserving Campus Space

All space available to be reserved is scheduled through the Special Events and Scheduling department. For a full listing of ALL University policies for campus spaces, please visit the Special Events and Scheduling website.

Reservation Steps:

Step 1: Request your event using the appropriate form. When your form is submitted, an event planner will process your request. If you have any questions, please email usispecialevents@usi.edu or call 812-464-1930.

Step 2: Carefully review your reservation confirmation upon receipt. When you receive your reservation confirmation, review it thoroughly. Please communicate any specific needs or changes with the event planner directly.

Step 3: Communicate with your assigned event planner. Special Events and Scheduling will initiate the planning process with you, discussing facility setup, audio-visual elements, parking, additional personnel needs, etc.

**Please ensure all catering orders are submitted to catering@usi.edu at least 14 days prior to your event. The final catering guarantee is due 7 days prior to your event.

Step 4: Review all event orders provided by your event planner and communicate any changes within 3 days of your event. Changes received less than 3 days before an event may not be accommodated. If your event is held in the University Center, Performance Center, or Griffin Center, then the event support team and your event planner will be on-site at your event to assist you.

Outdoor Events

Approval of outdoor activities will be based upon the impact to the educational process and other events already scheduled. Events involving the use of amplification must add a standard clause on all contracts, which will give the sponsoring student organization the right to request the artist/provider to reduce the volume output. All contracts must be approved by Center for Campus Life and USI Procurement. All technical riders must be approved by Special Events and Scheduling Services.

The student organization scheduling the outdoor program is accountable for the performance and volume output of the participating artists and/or individuals. If requested by an appropriate University official, the responsible student organization designee will be expected to reduce the volume output. Failure to do so may result in immediate termination of the scheduled event and subsequent use of USI grounds by the sponsoring organization and artists involved. 

Outdoor events may require security. This cost will be the responsibility of the sponsoring organization. Public Safety will determine such security requirements in conjunction with Special Events and Scheduling Services.

Arrangements for set-ups (including but not limited to staging, electrical needs, tables, chairs, portable restrooms), teardowns, cleaning and damage repairs are at the expense of the sponsoring organization. Facility Operations and Planning in conjunction with the Center for Campus Life and Special Events and Scheduling Services, may estimate the associated costs.

Any event that will be providing/selling food or items must abide by the USI Fundraising Policy for Student Organizations and the University Food Policy.

University of Southern Indiana and the Center for Campus Life are not responsible for charges incurred by sponsoring organization (including but not limited to Facility Operations and Planning charges, off campus vendors, food service or contracted obligations).

End of Semester Policy - Outdoor events which could create noise disturbances on campus will not be approved after the last day of classes through the end of finals each Fall and Spring semester.

Approval Subject to Review: At all times, any reservation approval is conditioned upon full compliance with all University policies and all reservation requirements. The University reserves the right to disapprove the request of any entity that fails to comply with University policies or federal, state or local laws or which has damaged University facilities at any time.

Entertainers, Speakers, and Performers

It is required that any student organization or group wishing to engage in contracting contact the Center for Campus Life for specific advice as to the contracting procedures. Students and advisors should not be signing contracts and must follow all contractual procedures as required by the University.

An invitation to a speaker does not necessarily imply approval or disapproval of the speaker or his or her views by either the University or the student organization. In case a request for the use of a University facility by a registered student organization cannot be granted, it is the responsibility of the University officer to whom the request was made to notify promptly in writing the organization making the request stating the reasons for the denial.

The University administration and advisor may inform an organization concerning its views on any proposed off-campus speaker or performer but will leave the final decision to the organization.

Speakers may be invited to campus to discuss political issues. Registered student organizations may solicit memberships and dues at meetings. However, political party membership may not be promoted or money may not be raised for projects not directly connected with a University activity, and private business may not be conducted in University facilities.

Film Copyright

To play a movie (including documentaries) or other copyrighted material, a license must be obtained from the copyright owner to publicly show outside the home to more than family and friends. Copyright infringement is a serious offense under the law and is also the equivalent of stealing from a film distributor. While it is important to abide by the law, it is also important that your organization represents itself well by getting permission to show copyrighted material. Showing material without permission will be considered a violation of university policy. If your student organization wants to show a film on campus, you must pay the licensing and copyright fees associated with the film or program. After you have selected the movie that you would like to show, you must first purchase a public viewing license and rights to show the film in public, (public performance fee). Even if you choose to show the movie for free, you still must purchase the copyrights. Willful copyright infringement is punishable by federal law.

The major firms that handle these licenses include:

• Criterion Picture USA, Inc. 1-800-890-9494; criterionpicusa.com
• Swank Motion Pictures, Inc. 1-800-876-5577; swank.com
• Motion Picture Licensing Corp. 1-800-338-3870; mplc.com

 Penalties for Copyright Infringement: “Willful” infringement done for purposes of commercial or financial gain is a federal crime and is punishable as a felony, carrying a maximum sentence of up to five years in jail and/or a $150,000 fine. Even inadvertent infringes are subject to substantial civil damages, ranging from $500 to $20,000 for each illegal showing.”

Streaming

Anytime an individual or group wants to show some form of copyrighted material, the rights to show that material in a public form must be purchased – even if shown virtually. This also includes showing any video through a streaming service since your account is for “personal use” only.

Virtual watch parties are can happen through Hulu, Netflix and Amazon Prime. The above are approved ways of conducting a virtual watch party because each individual in “attendance” must log into their own personal account before attending the “party.” We have included the Netflix Terms of Use statement below. All the other major streaming platforms have a similar statement.

 **From the Netflix Terms of Use Item 6B (Netflix Service):

“The Netflix service and any content viewed through our service are for your personal and non-commercial use only. During your Netflix membership, we grant you a limited, non-exclusive, non-transferable, license to access the Netflix service and view Netflix content through the service. Except for the foregoing limited license, no right, title or interest shall be transferred to you. You agree not to use the service for public performances.”

If you have questions, we encourage you to reach out to Special Events and Scheduling or the Center for Campus Life.

Student Organization Events Involving Alcoholic Beverages Policy

The University of Southern Indiana Alcoholic Beverages and other Drug/Controlled Substance Policies are consistent with the educational and non-punitive philosophy that governs the Student Rights and Responsibilities: A Code of Student Behavior. The code emphasizes personal responsibility and is intended to facilitate individual student growth and development. To help reduce the incidence and prevalence of alcoholic beverage use that may adversely affect the quality of an individual’s experiences at the University of

Southern Indiana, abstinence is encouraged. No alcoholic beverages may be brought to or distributed at any event on campus without permission of the University president or his/her designee. Kegs and other containers used for distributing alcoholic beverages are not permitted anywhere on campus or in organized student housing. Students of legal age who choose to drink off campus are expected to handle alcoholic beverages in a low risk manner and behave responsibly. The following procedures have been established to emphasize the shared responsibility of the host organization and individuals attending social events or activities related to an organization when alcoholic beverages are present. These procedures are intended to reduce risks associated with social events involving alcoholic beverages and to assure compliance with University policies as well as state and local laws concerning the use of alcoholic beverages and other drugs/controlled substances.

Registration: Any social event with alcoholic beverages that is to be held on by one or more student organizations must be registered. Student organizations register social events with alcoholic beverages through the Center for Campus Life. All social events with alcoholic beverages must be registered at least five business days prior to the date of the event and must include proof of liquor legal liability insurance and liquor license from vendor used. Student organizations may be required to have a designated faculty advisor or authorized sponsor present at the event. In addition, a representative from the registering office may meet with the organization leader(s) to plan procedures in accordance with these guidelines for the event. Social events with alcoholic beverages will not be permitted unless complete compliance with these procedures, University policies and state and local laws can be assured to the best of the ability of the hosting group(s).

Requirements

• It is the responsibility of the sponsoring group(s) to institute measures to assure that alcoholic beverages are distributed only to individuals who are appropriately designated as 21 or over at social events
• It is the responsibility of the sponsoring group(s) to ensure alcoholic beverages are not distributed to persons who are or appear to be intoxicated.
• It is the responsibility of the sponsoring group(s) to monitor that members or guests of age are not providing alcoholic beverages to underage individuals.
• It is recommended that sponsoring organization(s) only hold events that are by invitation and not open to the general public.

Security
All social events with alcoholic beverages must have sufficient security for the size of the event. If the event is over 100 expected attendees and the vendor does not provide security, the organization is responsible to hire sufficient security.

Violations
If University policies, federal, state, and/or local laws are violated during or as a result of a social event, the sponsoring organization(s) will be considered responsible and held accountable for the violation(s). The group must understand that other potential legal liabilities also may occur for the organization, individual students, officers, guests and advisors. Littering, infringing upon the rights of others and abuse of public or private property also are examples of violations of this policy.

Other possible violations of University policy will include but are not limited to the following:

• Failure to register functions
• Construction of unauthorized structures
• The failure to use required entrances and exits properly
• The consumption of alcoholic beverages by individuals who are under the legal age
• The providing of alcoholic beverages to any person under 21 years of age
• Failure to provide adequately trained and identified marshals to supervise the event
• Conducting “spontaneous” social functions, activities or events
• Exceeding the maximum number of guests at any given time
• Failure to comply with the policies regarding sound system and sound ordinances
• Failure to adhere to clean-up plans
• Failure of responsible members to attend all training sessions if deemed necessary.

NOTE: All organizations should remember that these are minimum standards of care that should be exercised in all social events. Depending on the scope of activities, additional measures may be deemed necessary by the organization/University to ensure a safe and enjoyable activity.

Additional responsibilities and regulations for social fraternity and sorority organizations regarding events involving alcoholic beverages can be found in the University of Southern Indiana Fraternity and Sorority Policies and Guidelines.

Decorations Policy

Alteration or physical modification of property owned or leased by the University is not permitted. To prevent damage to University infrastructure, Facility Operations and Planning must approve the erection of tents or any temporary structures.

The organizer must have decorations approved and/or facilities inspected for safety in advance by Facility Operations and Planning or the facility official.

• Decorations, displays or exhibits that require flame or water cannot be used in University buildings. All candles must be battery operated. Open flame candles are prohibited.
• Painters tape may be used to hang decorations on painted walls. The use of cellophane tape, glue, staples, thumbtacks or adhesive is not permitted on the walls, ceilings, doorframes, doors, columns, or staging for attaching any material. No tape is allowed on wood surfaces.
• Angel hair, glitter, confetti and straw also are prohibited.

Failure to adhere to the University decorating policy could result in consequences. Any group or individual that causes damage to University property must pay any charges necessary to return the property to its original state; University employees, students or organizations also may be subject to disciplinary action.

Information Table Policies

Requests to use information/display tables on campus will be honored, for student organizations and University departments. Special Events and Scheduling Services will make all arrangements.

• All table activities must carry the identification of the sponsoring organization.
• A representative of the sponsoring organization must be present at the table at all times.
• Promotions may take the form of ticket sales, collection of funds, distribution of literature, etc.
• Tables must be kept neat and orderly. Materials must be removed at the end of each day.
• All table activities are limited to the confines of the table.

Traffic flow through the hallways cannot be restricted. Information table activities cannot interfere with the rights of others operating other information tables.

Use of University Center Facilities

Requests to use meeting rooms in the University Center will be honored for officially registered and recognized student organizations, University departments, non-University official guests and official guests of the University (as approved by Special Events and Scheduling Services). The reservations should be made at least 24 hours prior to the event. Larger events must be scheduled at least two weeks in advance. University scheduled classes for credit may not be held in the University Center. Groups reserving rooms in the University Center are granted exclusive use of such rooms for the time period reserved.

Cancellation: Groups reserving rooms in the University Center must notify Special Events and Scheduling Services at least 24 hours in advance of any cancellation of that space. If the group does not cancel the space, they will be charged a fine to cover meeting room set-up labor charges. Complete policy may be obtained from Special Events and Scheduling Services.

All events held in the University Center are subject to the University Food Policy.