16. Event Management

A. Event Management for Registered Events

1. GENERAL POLICY

The purpose of this rule is to enforce policies for those events sponsored by Registered Student Organizations (RSOs) that have a potential to result in some degree of harm to persons or in some amount of defacement or damage to public or private property. This rule applies to events held on university-controlled property.

Registered “events” include any or all of the following elements, but are not limited to:

• Bonfires, torches, or any other form of open flame;
• Use of firearms, fireworks, explosives, or munitions;
• Use of alcohol;
• Helicopter or other aircraft landings, demonstrations, or fly-bys;
• Motor vehicle, bicycle, or foot races;
• Events held outdoors;
• Events that will sell food;
• Events that require Police, Physical Plant, Insurance, or any other similar services;
• Activities in excess of 150 persons.  

Events (refers to potentially hazardous events as defined above throughout this policy) may be sponsored by registered student organizations (as defined by the Golden Rule). Events include, but are not limited to lectures, speakers, celebrities, artists, musicians, entertainers, band parties, dances, socials, and fun-runs.

2. PROCEDURE

a. Scheduling

• The Student Union Event Services office coordinates the event planning process for events for registered student organizations. Contracts, vending agreements, purchasing of items, and any other arrangements may be offered only after prior consultation with the Office of Student Involvement and/or the Activity and Service Fee Business Office. To schedule an event, a representative of a student organization must first schedule an event location and then complete a Potentially Hazardous Event form which can be obtained throughthe Office of Student Involvement. The event will not be confirmed until the submission of the completed form to the Student Union Event Services office. All required signatures from special support services such as Police, Physical Plant, and Insurance must be completed to obtain approval for the event(s) to occur.
• If the organization desiring to schedule an event does not complete a Potentially Hazardous Event form ten (10) days prior to the date of the scheduled event, the organization may be denied use of university facilities and may not be able to conduct the event. The form shall be signed by an officer of the student organization and the faculty/staff advisor.

b. Approval of Facilities for Events

• A request by a registered student organization to schedule facilities will only be considered when handled through appropriate university channels.
• Requests from registered student organizations for the use of university facilities may be denied for the following reasons:

a. Adequate or appropriate facilities arenot available.

b. Failure to comply with any of these procedures.

c. Inadequate arrangements for presentation of the program, including finances.

d. The proposed event constitutes a clear and present danger to the

university by advocacy or promotion of disruptive conduct described by The Golden

Rule.

e . Inadequate liability insurance.

Denial of approval for the use of university facilities may be appealed by the sponsoring organization upon written application to the Vice President for Student Development and Enrollment Services or his or her designee.

c. Required Approvals

• A student organization must secure requirement approvals at least ten (10) business days in advance of a proposed event before conducting or publicly announcing the intent to conduct the event.
• Application for approval shall be made in writing to the university’s Office of Student Involvement. The Office of Student Involvement will direct the student organization representative to the appropriate action(s) for obtaining required signatures from any of the following university officials for their information and approval:

a. Director of Environmental Health and Safety

b. Director of Physical Plant

c. Insurance Officer

d. U niversity Police

d. Cancellations and Terminations

• Application or approval for conducting a registered event may be cancelled without penalty by either the applicant or the university upon giving written notice to the other party.
• Any registered event may be terminated during the event by the Office of Student Involvement, Student Union and/or the Police Department if it is determined that the event is not in strict accordance with the terms of the approved application, or in the event of disruptive or unsafe situations.

e. Applicant’s Responsibilities

In addition to securing university approval to conduct the event, applicants shall be responsible for ensuring that:

• The Event is conducted as described in the approval application including any requirements therein for the clean-up, extra security, etc.
• All restrictions and regulations, such as amplified sound, contracts, admission fees, advertising, insurance requirement, and solicitation, placed on the event by the university arefollowed.

F. Insurance Requirements

• Applicants shall contact the university’s insurance office within the Division of Environment Health and Safety to determine if the current UCF liability coverage provides the required protection, orif the special rider must be obtained. Cost of such a rider shall be charged to the applying student organization.
• All other applicants must furnish at their own cost appropriate proof of adequate insurance from a surety firmlicensed to do business in the State of Florida by the Florida Department of Insurance.

3. RESPONSIBILITY  

The sponsoring organization is responsible for implementation of this procedure.

B. Loud Speakers and Sound Equipment

C. Admission Fees

D. Contracts

E. Student Organization Contests, Campaigns, or Petitions

F. Free Assembly Areas

1. University buildings and grounds may be scheduled for political activity and other exercises of free speech and assembly in areas specifically designated for that purpose by the President or designee. Such use must be on a noninterference basis with the conduct of classes or other normal activities of the University. Determinations of what constitutes interference shall be made by the University President or designee in the best interests of the University.

   In the absence of specific designation made pursuant to (1.) above and subject to other regulations of the University regarding the assembly of large numbers of people, the use of sound amplification equipment, and maintenance of free access to all University facilities, four areas shall be deemed free assembly areas for the conduct of political activity and other exercises of free speech:

   • The open grass area between the Kiosk and the Math and Physics Building as bounded by Apollo Circle and the sidewalks leading to the southwest entrance of the Math and Physics Building,
   • The brick mall area between the John T. Washington Center and the Student Union.
   • The area behind Health and Public Affairs 2 bordering the sidewalks and road adjacent to Engineering 2.
   • The triangle formed by the sidewalks bordering Colbourn Hall, the John C. Washington Center, and the Colbourn Hall Faculty Parking lot.

G. Advertising and Signs

Signs must adhere to the following standards:

H. Solicitation on Campus

1. General Policy:

All business entities and all natural and legal persons (hereinafter referred to as "Vendor(s)") wishing to solicit business or otherwise engage in any form of commerce on the Orlando campus of the University of Central Florida ("UCF") must coordinate such activities through UCF's Director of Student Union or designee. The conduct of all such activities shall be confined to that area of campus situated within the boundaries of Pegasus Circle from Centaurus Drive to Aquarius Agora Drive.

Vendors wishing to utilize the free speech area must secure permission from the Director of Office of Student Involvement or designee.


2. Procedure

Vendors must comply with the following guidelines to reserve and allocate space for the conduct of solicitation: Market Day Guidelines

• Contact UCF’s Student Union Event Services to request space. Space is limited. Reservations must be made in advance at UCF’s Student Union Office, Room 312. All fees for the reservation of space must be paid at the time the reservation is made. (See Student Union Event Services for current fee schedule.) UCF reserves the right to require any Vendor to submit proof of insurance coverage for comprehensive and general liability insurance in amounts deemed acceptable by UCF.
• Placement of Vendors within the bounds of Pegasus Circle will be at the sole discretion of UCF’s Student Union Event Services staff.
• Vending space will be clearly designated for Vendors upon their arrival at set up time. Displays may not extend beyond the allotted space.
• UCF’s Student Union reserves the right to restrict the participation of any Vendor or Vendors.
• If a Vendor is not set up by 10:00 a.m., UCF may, but is not obligated to, remove the Vendor’s equipment, if any, and will consider such Vendor a NO SHOW. This information will be noted in Vendor’s file and could impact future reservations.
• The market will end promptly at 5:00 p.m. UCF’s Student Union patio will be open to load merchandise and equipment from 5:00 p.m. - 6:00 p.m. Vendors must completely vacate UCF’s Student Union patio by 6:00 p.m.
• In case of inclement weather, the market may be canceled at the sole discretion of Student Union staff. If the market is canceled, reservation fees will be refunded to UCF’s Vendors who paid the fees. No prorated refunds will be issued if the market is held and inclement weather occurs during the day.
• Vendors are to purchase a parking pass on the days they will be on campus. Parking is available in Lot T-600 after the vendor unloads the materials and merchandise at UCF’s Student Union.
• UCF is not responsible for any loss, theft, or damage to Vendors’ equipment or goods. Vendors are responsible for the security of their property.
• Vendors must adhere to the requirements established by UCF’s Student Union for the safety of the event and any rules as may be mandated by UCF’s Department of Environmental Health and Safety.
• UCF shall not tolerate the placement of tables, displays, tents, or other activities for solicitation purposes outside Pegasus Circle. UCF’s Police will be responsible for monitoring all such activities outside Pegasus Circle. Those violating this policy will be instructed to leave immediately and may be issued a no-trespass warning by UCF Police.
  

3. Campus Locations for Solicitation

Posted materials should not be fastened to or hung from shrubbery or trees; drawn, taped, painted or otherwise displayed on sidewalks, walls, glass and painted surfaces, or building exteriors. No holes may be dug into the ground (except for wood stakes) nor nails or tacks hammered into trees.

Solicitors and tradesmen, including students, faculty and other University personnel, are prohibited from conducting business transactions with individuals or organizations on campus unless a permit has been issued. Permits to conduct such business with students and student organizations may be issued by the Director of the Student Union or for all others by the Director of Business Services.

4. Exception to Policy

Officially registered, active student organizations of UCF desiring an exception to the above policy must secure, in advance, the written permission of either the Director of the Student Union or other individual listed below to use, free of charge, space on UCF property to conduct a solicitation to benefit only the student organization. No person or entity outside of the student organization shall participate in the solicitation or receive any financial or other benefit or thing of value from the solicitation. Examples of such solicitations include but are not limited to, bake sales and similar fundraising activities, distribution of literature, speakers, giveaway promotions, or signing of petitions.

On UCF’s Orlando campus, permission must be secured as follows:

• Student Union and inside the Pegasus Circle and Ferrell Commons Courtyards from the Director of the Student Union or designee.
• Residence Halls and outside areas immediately adjacent thereto - from the Director of Housing or designee.
• Greek Park area from the Director of Office of Fraternity and Sorority Life or designee.
• UCF Arena and areas immediately adjacent thereto - from the Director of the UCF Arena or designee.
• Inside any other building and outside areas immediately adjacent thereto - from the officially designated building manager of that facility or designee (identification of the building manager for a particular facility may be obtained from the Office of the Vice President for Administration and Finance.
• Recreation and Wellness Center and Intramural Sports area – from the Director of Recreation and Wellness Center.

  On the regional campuses or their host institutions, permission to use space to conduct solicitations must be secured from the Director of Campus Life on that regional campus and, as may be required, from the appropriate official of that host institution.

  Failure of officially registered, active student organizations to comply with this solicitation policy and procedure may result in student disciplinary action taken against such organizations, including the loss of the privilege to engage in solicitations on UCF property, the loss of the privilege to register as a student organization, as well as other disciplinary action.
  

5. Responsibility
The Associate Vice President for Campus Life or designee shall be responsible for implementing this policy.