Ohio Administrative Code › Title 3341 - Bowling Green State University › Chapter 3341-2 - Policy Statements › Section 3341-2-11 - Event management for recognized student organizations

Current through all regulations passed and filed
			 through July 1, 2024
(A)
								Policy statement and purpose
Events sponsored by BGSU recognized
				student organizations can enrich the lives and interests of all community
				members. A major responsibility of recognized student organizations is to
				ensure that all appropriate policies and safety measures are in place in order
				to have a successful event.
This policy applies to recognized
				student organizations and sets forth procedures those organizations must follow
				when holding events on BGSU property.
(B)
								Policy
(1)
									For purposes of
			 this policy, a "recognized student organization" means a group of people who
			 are associated with each other and who have registered with the university as a
			 student organization as outlined in university policy in rule 3341-2-36 of the
			 Administrative Code.
(2)
									All recognized student organizations sponsoring an
			 event on campus grounds or within a campus facility must adhere to the
			 following:
(a)
										The event must be registered with the office of student
			 engagement using the online event registration form.
(b)
										The event space
			 must be reserved with the approving office of that space and in accordance with
			 the university's space and facilities reservations Including use of campus
			 grounds policy in rule 3341-6-42 of the Administrative Code.
(c)
										The organization
			 must have a minimum of three members of the organization's leadership group
			 present for the duration of the event. The office of student engagement may
			 also require the presence of the organization's advisor.
(d)
										The organization
			 must designate members to serve as event staff for the duration of the event.
			 These individuals must be clearly identifiable as event staff.
(e)
										The organization
			 is responsible for the cost of all damages caused by the event, including but
			 not limited to furniture repair or replacement, extra custodial services, and
			 repair of structural damages to the premises.
(f)
										Alcohol is
			 prohibited at events unless approved in writing by the university before the
			 event. If approved, alcohol must be consumed in designated areas
			 only.
(g)
										Failure to follow the code of student conduct and/or
			 other university policies may cause the event to be halted or canceled. This
			 determination is at the discretion of any of the following entities: university
			 police, facility managers, or authorized university staff. In addition, the
			 organization may be referred to the student conduct process.
(h)
										Marketing and
			 entry tickets will include standard ticketing terms (e.g., ID requirements,
			 expectations concerning re-entry, processes regarding refunds) as applicable to
			 the event. The office of student engagement may require review and approval of
			 these ticketing terms.
(i)
										Any activity, program, contest or event that requires
			 or promotes overconsumption, over-indulgence, or the eating of potentially
			 hazardous foods and/or liquids is strictly prohibited due to the significant
			 health risks associated with these activities.
(j)
										If there are any
			 guest speakers, the organization must make it clear that the organization, and
			 not BGSU, is inviting each speaker and that any views or opinions of the
			 speaker are their own and not those of BGSU.
(3)
									Security for
			 events
(a)
										The
			 sponsoring organization is financially responsible for any security that is
			 contractually required by the event (e.g., if a visiting artist's contract
			 requires two police officers at an event).
(b)
										BGSU Police may
			 conduct a safety assessment prior to the event to determine if enhanced
			 security is needed based on the information provided and such other information
			 obtained. The following factors may be considered by BGSU police in its safety
			 assessment:
(i)
											Whether alcohol will be served
(ii)
											Estimated
			 attendance
(iii)
											Location or venue
(iv)
											Whether cash
			 will be collected at the event
(v)
											Recent history of
			 similar events
(vi)
											Number of university staff to be
			 present
(vii)
											Other events taking place on campus at that
			 time
(viii)
											Health and safety concerns
(ix)
											Impact of event,
			 if any, on normal campus operations and/or academic mission of the
			 university
(x)
											Any similar viewpoint and content-neutral factors
			 relevant to the assessment of security needs
(c)
										If it is
			 determined that enhanced security is needed, resources will be secured by the
			 institution to ensure that necessary safety measures are in place.
Organizations that host races (e.g., 5k
				race) may be responsible for certain security costs depending on the location
				of the race.
(4)
									Compilation of
			 relevant policies
The followng university policies are
				most relevant to event management.
(a)
										University food
			 service policy - rule3341-6-46 of the Administrative Code.
(b)
										Reservations for
			 use of campus grounds - rule 3341-6-42 of the Administrative
			 Code.
(c)
										Postings by student, recognized student organizations,
			 and student groups - rule 3341-2-2 of the Administrative Code.
(d)
										Use of amplified
			 sound on university premises - rule 3341-6-3 of the Administrative
			 Code.
(e)
										Fundraising, solicitation, and sales rules for
			 recognized student organizations - rule 3341-2-14 of the Administrative
			 Code.
(f)
										Programs and activities with minor participants - rule
			 3341-6-54 of the Administrative Code.
(g)
										Alcohol - rule
			 3341-6-2 of the Administrative Code.
(5)
									Failure to adhere
			 to the expectations, procedures, and protocols outlined by student engagement
			 may result in the event being cancelled or postponed.
Equity impact statement: The policy has
				been assessed for adverse differential impact on members of one or more
				protected groups.