Ohio UniversityGeneral Policy and Procedure

01.030:  Production and Hosting of Major Events


Status:

Approved on July 31, 2003Signatures and dates
on archival copy

Effective:

when approved 

Initiated by:

Terry Hogan
Dean of Students
 

Reviewed by:

Herman ("Butch") Hill, Chair
Policy and Procedure Review Committee
 

Endorsed by:

Michael Sostarich
Vice President for Student Affairs
 

Approved by:

Stephen Kopp
Provost
 


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Purpose

To assure that major events (including popular concerts) sponsored by University departments, student organizations, and non-University affiliated users of University property are produced in a manner that reasonably assures the health and safety of all involved, limits civil and financial liability, is legal, and is consistent with applicable University policy.


Policy

Ohio University may allow the production of events and activities (including popular concerts) by University departments, student organizations, and non-University affiliated users of University property, so long as said productions meet the requirements described herein and in related University policies, and have been reviewed and approved by the Major Events Committee. The committee shall approve, approve with conditions, or deny approval of any proposed event.

For the purposes of this policy, a "major event" is defined as any planned gathering expected to attract 200 or more persons. Events attracting fewer than 200 persons may be reviewed by the Major Events Committee, at its discretion, if the proposed event is deemed by any member of the committee to pose a potential health and safety threat. Excluded from the purview of this policy are events in the following categories:

  1. Events planned or monitored by University units that are held in facilities controlled by the unit (e.g., ICA events held in ICA facilities, Campus Recreation events held in Campus Recreation facilities, Performing Arts Series events held in Templeton-Blackburn Alumni Memorial Auditorium, any event taking place in Baker University Center, etc.), and

  2. academically oriented activities that occur in academic facilities (e.g., a meeting of all students majoring in a department, held in a large classroom).

If in doubt about whether a proposed event is subject to this policy, contact the Director of Student Activities.


I.  Events


A.  Staffing

Staffing of all events must be of the quality and quantity to ensure adequate control of the anticipated audience, both in the facility where the event is being held and in surrounding spaces, including parking areas.


B.  Facility Reservation

Event planners must secure a facility reservation directly from the office or individual responsible for the facility. Any approval by the Major Events Committee is contingent upon the planner's securing of a facility reservation. At the time of granting a tentative reservation, the facility coordinator will remind the event planner of the need for approval under this policy.


C.  Responsibility

Event planners must assume full responsibility for costs incurred in the production of an event. Student and external organizations must not in any way place Ohio University in a position of financial liability.


II.  Popular concerts

  1. Popular concerts proposed to be held in the Convocation Center or Templeton-Blackburn Alumni Memorial Auditorium are permitted only if produced by University Program Council, Black Student Cultural Programming Board (BSCPB) or the Office of Public Occasions. In cases of concerts proposed by University Program Council or Black Student Cultural Programming Board, the Office of Public Occasions shall be responsible for production oversight.

  2. Priority for seating will be given to Ohio University students. Ticket distribution shall be as approved by the Director of Public Occasions.

  3. Ticket distribution and seating arrangements shall be in compliance with Ohio Revised Code 2917.40, Ohio Fire Code, the Ohio Building Code, and Athens city codes.

  4. Seating capacity shall be as determined by the Director of Public Occasions. Seats determined by the Director to be obstructed will not be offered for sale.

  5. All advertising shall be subject to the approval of the Director of Public Occasions. All advertising shall contain a statement indicating that smoking, bottles, cans, cameras, alcoholic beverages, and recording devices are prohibited. All advertising shall contain a statement indicating whether or not seats are reserved, and whether or not a parking fee will be assessed.


III.  Related Policies

The following policies should be consulted as appropriate:

  1. Policy 01.025, "Use of Ohio University Facilities."

  2. Policy 24.001, "Alcoholic Beverages on University Property and in Fraternity and Sorority Houses."

  3. Policy 24.012, "Use of Athletics Department-Controlled Facilities."

  4. Policy 24.020, "Use of Templeton-Blackburn Alumni Memorial Auditorium."

  5. Policy 24.030, "Membership and Use Eligibility for Campus Recreation Facilities."

  6. Policy 47.010, "Temporary Food Service Practices on Campus."

  7. Policy 47.015, "Catering."


Procedures


I.  Major Events Committee Composition

The Director of Student Activities shall serve as the chair of the committee. The Major Events Committee shall be comprised of the following persons, or their designees:

  1. Director of Student Activities (Chair)

  2. Director of Campus Safety

  3. Director of Environmental Health and Safety

  4. Director of Residence Life

  5. Director of Multicultural Programs

  6. Director of Facilities Management

  7. Director of Public Occasions

  8. President of University Program Council

  9. President of Black Student Cultural Programming Board


II.  Committee Meetings

The chair shall convene meetings of the committee as needed, and shall invite to meetings:

  1. A representative of the event planning organization.

  2. The advisor of the event planning organization (in the case of a student organization).

  3. The individual responsible for the facility in which a proposed event will occur.

  4. Representatives of other University units affected by a proposed event.


III.  Event Proposals

Event planners should contact the Office of Student Activities as soon as possible, to informally discuss plans for the event, in order to ensure that the planners understand the scope of the planning effort required for such an event, and have realistic expectations as to the timetables likely to be followed by the committee.

Formal event proposals shall be provided to the Director of Student Activities on the Major Events Proposal Form, and shall include:

  1. Name of sponsoring organization

  2. Name, phone, address, and email of contact person

  3. Name, phone, address, and email of advisor (in the case of a student organization)

  4. Name of event

  5. Proposed date and time (beginning and ending) of event

  6. Proposed location of event

  7. A description of the event

  8. Expected number of persons attending

  9. A description of the targeted audience

  10. Written consent from individual or unit responsible for the proposed facility (may be tentative, pending approval by the Major Events Committee)

  11. Two other venues where the event has been held (for touring productions)

  12. Tentative plans for producing the event -- site and facility logistics, staffing, equipment, etc.


IV.  Polling the Committee

The chair of the committee shall distribute information about the proposed event to committee members and specify a deadline for objection. Without objection, the chair may recommend approval. If the chair or any member of the committee objects, the chair shall convene the committee to meet with event planners, review additional information, and make a decision.


V.  General Criteria

The committee shall review the proposal and may request additional information of those proposing the event. The committee shall consider the proposal in light of the degree to which the event can be held in a manner that:

  1. Reasonably assures the health and safety of all participants,

  2. Limits civil and financial obligations of the University,

  3. Is legal, and

  4. Is consistent with other University policy.


VI.  Planning Criteria

In making their assessment, the committee shall consider the degree to which the event can be implemented in a manner that reasonably assures the safety and health of all involved, considering specifically the following criteria:


A.  Facility and Audience

  1. To what degree is the facility suitable for the nature and size of the event and its anticipated audience?

  2. Do the arrangements properly accommodate the needs of disabled persons to be able to attend the event, and to do so in safety?


B.  Parking

  1. Is there adequate local parking, or a plan for alternatives to such local parking (e.g., a shuttle to a distant parking lot) for event attendees?

  2. Is there adequate local parking, or a plan for alternatives to such local parking (e.g., a shuttle to a distant parking lot) for buses, trucks, and other vehicles associated with the production of the event.


C.  Advertising

For concerts, does the advertising meet the requirements described in the Policy section, sub-section II, item 5 (above)?


D.  Production

  1. Can the structural integrity and operational safety of staging, rigging, sound, lighting, and other equipment be assured?

  2. Are the proposed sound, lighting, and other production elements suitable for the size, scope, and nature of the event and its proposed venue?

  3. Are the technical crews employed or contracted sufficiently skilled and adequately supervised in order to safely manage their assigned tasks?

  4. Have the potential dangers associated with special effects been identified and addressed?

  5. Can the equipment be safely and securely stored before and after the event?

  6. Are there any other technical requirements that the University cannot reasonably accommodate?


E.  Power

Can the electrical power requirements be met with existing electrical capacity? If not, have the event planners made acceptable provisions to supplement existing systems?


F.  Security and Other Staffing

  1. Do the plans provide adequate security personnel and other staff as needed to reasonably assure the safety of event participants?

  2. Does the event proposal include an adequate plan for security and staffing?


G.  Cleanup

Do the plans adequately assure the return of all spaces to their original condition in terms of maintenance, repair, cleaning, and other custodial services; trash and recycling removal; and grounds repair (excepting normal wear and tear)?


H.  Food and Beverage

Are the plans for preparation, delivery, and service of food and beverages consistent with law and University policy?


I.  Campus and Community Impact

Can the event occur without causing unreasonable disturbance to the local community, to normal University operations (e.g., classes, labs, or offices), or to students living in University residence halls or apartments?


J.  Planning

  1. Are the responsible persons clearly identified and available to the review committee?

  2. Is the initial proposal presented in time to allow adequate planning of the event?

    A lack of sufficient time to adequately complete the planning for the event may by itself be sufficient cause for denial of approval of a proposed event.

  3. Have the applicants responded promptly to the review committees' concerns?


K.  Other

Can any other precautions not explicitly addressed in other criteria be identified to ensure fire and life safety in the planned activities?


VII.  Denials

If the committee denies approval of a proposed event, the chair will provide the applicant with an explanation of the committee's decision.

Denials may be appealed to the Vice President for Student Affairs.


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. Policy and Procedure Review Committee

  2. Major Events Committee


Forms

The following forms are specific to this policy:

  1. The Major Events Proposal Form is available from the Office of Student Activities, 204 Baker University Center.


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Dick Piccard revised this file (http://www.ohio.edu/policy/01-030.html) on May 1, 2013.

Please E-mail any comments or suggestions to "policy@ohio.edu".