Major Event Guidelines and Policies

Major Event Guidelines/Policies

The purpose of this policy is to assist event planners in understanding how to host a major event involving or impacting the College of Saint Benedict, Saint John’s University, Saint John’s Preparatory School, Order of Saint Benedict, Inc., or our community members. Major events are defined as those programs or activities which, by their nature, alter or have the impact of altering, the routine and operations of a facility, property or staffing plan.

1.0 Event Planning

1.1 Occupancy Levels.

All events planned at CSB/SJU/SJP or by CSB/SJU/SJP students, student groups, or departments must abide by occupancy levels set for spaces.

1.2 Appropriateness of Facilities.

Events are limited to purposes of spaces unless approval is gained to alter the purpose of the space for the event. Approval to alter the purpose of College or University space needs to gain the approval of
Special Events, Security/Life Safety Services, the primary user of the space (i.e., Dining Services, Athletics, Campus Life, Haehn, SJP, Abbey), and Residence Life. Approval to alter the purpose of OSB space must gain the approval of the abbot or the prioress or their designees. Each campus may have unique guidelines or restrictions on facility usage based on the nature or limitations of individual facilities.

1.3 Academic Calendar.

Events must respect the integrity of the academic calendar of CSB/SJU/SJP.

1.4 Co-Curricular Calendar.

Events must be conscious to complement existing events on the co-curricular calendar at CSB/SJU/SJP. A minimum of ten business days with prior notice with a completed event plan is expected to be
given to relevant administrative areas for all co-curricular events.

1.5 Ticketing.

Any event which the campus special events or security departments would need to limit the attendance due to event location or capacity of the designated space may need to be ticketed in order to manage
attendance. Tickets need to be numbered with a ticket stub available to balance receipts and provide attendance accounts.

1.6 Presence of Alcohol.

Since the majority of CSB/SJU/SJP students are not able to legally consume alcohol, the institutions are committed to supporting events which do not have alcohol present. Events for students or advertising
for the events will not be allowed which focus on the consumption of alcohol (i.e., keg parties, drinking game competitions, progressive straight-shot or mixed drink parties, pub crawls, or around-the-world
parties, etc.). Student activity fees (allocated by the institution or the student government) and student organization-generated funds, including but not limited to ticket sales, t-shirt sales, cup sales,
member dues, and raffles, may not purchase alcohol for events.

Alcohol at student-sponsored events on campus must be cash bar only with Food/Dining Services or a licensed third-party vendor approved by Food/Dining Services. Likewise, student-sponsored
events off campus must be cash bar only. Discounted or subsidized alcohol specials are also not allowed. Bar tabs for performers or event organizers are not allowed. Event organizers who plan to have
alcohol present must present a security plan which supports the legal and responsible use of alcohol in the promotion, distribution, sale, limitation of serving hours, provision of food and alternative
beverages, and limitation of the quantity of alcohol served. Event organizers must comply with the rules on alcohol for all governing, or related governing bodies, to which the educational institutions are
affiliated.

Events on Campus with Alcohol. Events with alcohol present at CSB/SJU must secure an alcohol permit from Student Activities and approval from Special Events and Residence Life. Events with alcohol
present at SJP must secure approval from the principal and president of SJP. SJP events using CSB/SJU facilities or grounds must also receive approval from Special Events and Residence Life.

Events Off Campus with Alcohol. Events with alcohol present off campus for CSB/SJU students must secure an alcohol permit from Student Activities in order for the event to be sponsored by a CSB/SJU student organization or entity.

2.0 Target Audience

2.1 CSB/SJU Audience.

The primary audience for CSB/SJU events should be members of the CSB/SJU community. The primary audience for SJP events should be members of the SJP community.

2.2 Non-CSB/SJU/SJP Audience.

An event open to non-CSB/SJU/SJP attendees requires special event considerations and approval for plans for promotion, availability of tickets, and security.

3.0 Contract Obligations

3.1 Budgeting.

The sponsor of the event is responsible for all costs incurred from hosting the event including costs for security, sound, lights, contractual obligations, cancellations, damages, and clean-up. CSB/SJU/SJP/OSB is not responsible for event costs by agreeing to offer space for the event.

3.2 Sound and Light Equipment.

CSB/SJU/SJP is limited in the sound and lighting support it can offer events particularly in some locations. Event organizers should contact Special Events and Media to determine what is available for the event location. The use of additional sound and light equipment or staff may need to be contracted by event organizers. Special Events and Physical Plant staff may need to provide direction for use of outside contractors.

3.3 Contract Riders.

All contract riders should be cleared with Special Events and Student Activities prior to signing of the contract for all CSB/SJU student events. CSB/SJU will not allow the use of alcohol or drugs during set-up, performance, or take-down of an event or actions by performers which are contrary to the mission and values of the institutions or their coordinate mission statement.

3.4 Contracting.

Contracts may not be signed until receiving institutional approval. All contracts for student events or events supported by student activity fees must be approved by the Joint Director of Student Activities.
Only recognized student organizations in good standing and CSB/SJU/SJP/OSB departments may submit contracts for major events.

3.5 Insurance Rider.

Based on a risk assessment of the event, the institution may require an additional insurance rider and/or waivers of liability from all participants.  The institution reserves the right to prohibit events due to high risk factor. 

4.0 Event Staffing, student and professional

4.1 Student Staff.

Event organizers must provide student staff to handle unloading, set-up, event management, security, tear-down, and clean-up. Event organizers are responsible for informing and training their student staff.

4.2 Professional Staff.

Event organizers may be assisted by professional staff who handle technical aspects of the event or facility management. Event staff are expected to be respectful of professional staff assisting with events.
Contracted professional staff are the responsibility of event organizers.

5.0 Event Security

5.1 Security Plan.

Event organizers must meet with campus security to construct a security plan. The security plan must address the size and nature of the event, security for the event location, security for the facility hosting the event, and the necessary security and equipment to safeguard the health, fire and safety concerns for CSB/SJU/SJP students and residence areas on campus.

5.2 Contracted Security.

Requests for additional security for an event should be submitted to the Director of Security/Life Safety Services for the respective campus at least six weeks prior to the event. An event may need to be canceled if additional security is unavailable.

5.3 Parking Needs.

Arrangements for parking for the event should be submitted to the Director of Security/Life Safety Services for the respective campus at least six weeks prior to the event.

5.4 Transportation Needs.

Arrangements for intra-campus bus runs should be make with the transportation coordinator upon approval of Residence Life. Shuttle vans and fleet vehicles are reserved through Physical Plant.

5.5 Emergency Medical Technician Needs.

Arrangements for EMT assistance for the event should be submitted to the Director of Security/Life Safety Services for the respective campus at least six weeks prior to the event.

6.0 Failure to Comply

The institution reserves the right to cancel the event if any of the above conditions are not met. Costs associated with the canceling of the event due to non-compliance are the responsibility of the sponsoring group.