Campus Event Policies

SAFE Form for Potentially Hazardous Events

RSOs must have a SAFE Form completed (with all signatures) least 15 days prior to an event that might possibly result in some degree of harm to persons or defacement/damage to property. This includes, but is not limited to, events with alcohol, outdoor events, events that sell food or have certain types of catered food, events that require police, Physical Plant requests, and activities that may garner more than 200 people. See the Golden Rule, Office of Student Involvement section and the form for more information. When in doubt on the forms necessity, ask OSI. Once all fields are completed online, bring the form (signed by the advisor and facility coordinator) to OSI at least 15 days prior to the event. OSI will submit it to other offices so as to obtain all signatures that fall below the advisor and facility coordinator’s.

 

Alcohol at Events
If an RSO intends on having alcohol at an event on campus, it should refer to the Golden Rule, (Alcohol and Other Drug section, Office of Student Conduct section, and Office of Student Involvement section) for guidance, and should submit a SAFE Form (see above).

 

Catering
Discuss catering options with the facility manager. Only Business Services approved vendors (or if in the Student Union, its approved vendors) may provide catering on-campus.

 

Fundraisers
See Funding & Fundraising for more information.

 

Free Assembly Areas
The main campus maintains several “free assembly” areas. While the areas are not “reservable,” events held on these areas must still follow campus event policies and may still may require submission of a SAFE Form (see above) and/or work order if power, water, and a dig permit is required for the event.

 

Additional Policies
For additional policies regarding events sponsored by RSOs or events held on campus, see the Golden Rule, Office of Student Involvement, Physical Plant, and Student Union sections.

 

Off-Campus Events
While some policies/procedures for registering events are not the same for those held off-campus, RSOs should still realize that Golden Rule conduct expectations apply, even for off-campus behavior.

 

Alcohol at Off-Campus Events
If the organization chooses to have events with alcohol, it should follow these guidelines to minimize liability and provide safe events. Fraternities and Sororities with an affiliation to the UCF Greek System should register all events with the Office of Fraternity & Sorority Life.

 

Do
    · Comply with all laws and policies of the State of Florida and of UCF.
    · Follow BYOB guidelines. Guests may only consume the alcohol they bring to the event. Guests may bring no more than a six-pack of alcohol. Only one bar will be used to store alcohol. Glass bottles are strictly forbidden. Members working the bar and the door must be 21 years of age and may not consume alcohol. All members working the event (serving alcohol, checking ID’s) must receive training in proper event management.
    · Have a guest list at the door of the event, so every person at the event is accounted for.
    · Allow only guests and non-members with specific, personal invitations in to the event.
    · Have stamps or wristbands to differentiate those guests that are of legal drinking age.
    · Contain the perimeters of the event to ensure there are sufficient emergency exits. These areas are required to be monitored throughout the event.
    · Contain the area of the event to ensure there is only one entrance and exit.
    · Have occupancy limits for the venue, including common rooms, hallways, and stairwells.
    · Supply non-alcoholic beverages and non-salty foods.
    · Have a licensed security company monitor the event. There should be one monitor for every 25 people.
    · Make sure the President or highest-ranking officer is the contact person in case of emergencies.
    · Have a written emergency plan in place and discuss it with your advisor, prior to the event.
    · Make sure all membership recruitment activities are DRY events. People should join your organization for the right reasons.

 

Don’t

    · Purchase alcoholic beverages with organization funds. This includes prohibiting any member from coordinating the purchase of alcohol (passing the hat, or the like) on behalf of the organization.
    · Purchase bulk quantities of alcohol (kegs, cases, etc.) for any organization event.
    · Allow any member(s) to purchase for, serve to, or sell alcoholic beverages to any minor.
    · Allow the possession, sale, or use of any illegal drugs or controlled substances during an organization event.
    · Co-sponsor an event with an alcohol distributor, organization, or bar/tavern (defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present. Sponsorship includes, but is not limited to: financing the event in any amount, publicity of the event, on fliers, t-shirts, or other advertising mediums, or taking funds from the event.
    · Allow any member to permit, tolerate, encourage, or participate in drinking games.
    · Allow alcohol at any pledge/associate member/novice program, activity, or ritual of the organization. These should be meaningful activities, not to be clouded by the presence of alcohol.