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UNH Events Policy

Revised 8/2//2013

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Table of Contents

I. Introduction and Purpose
II. Scope
III. Definitions
IV. Types of Events
V. Scheduling
VI. Event Policies

 


 

I. Introduction and Purpose

  1. The purpose of the facilities at the University of New Haven (UNH) is to support the educational mission and strategic goals of the University. The facilities are available primarily for programs offered by and intended for the campus community. As a private institution, UNH also seeks to reach out and be accessible to the larger community. To the extent that space is available, the University welcomes community groups and organizations to utilize campus facilities for purposes compatible with the University’s mission and strategic goals.  
  2. The purpose of this policy is to set priorities for facilities usage, define scheduling procedures and policies, provide direction for maximization of space, and establish charges associated with event management and facility usage. Activities shall in no way violate the purposes, property, policies, procedures, or regulations of the University or federal and state laws. All organizations are expected to follow the rules and regulations governing the particular facility or grounds being used.
  3. Permission to use a facility does not imply endorsement, sponsorship, or support by the University of the views, opinions, or programs of the users or speakers.  

II. Scope

  1. This policy applies to all university and non-university groups using university facilities or grounds.

III. Definitions

  1. Eligible Groups/Categories
    1. University Group: An administrative or academic unit within the University, staffed by University employees acting within the scope of their employment. Also included in this group are the intercollegiate athletic department and teams, University committees, task forces, governance bodies, and councils. 
    2. Student Group: A group that has been recognized by Student Activities as a "registered student group" under the rules of that office. The policies and a list of currently registered groups are available at http://www.newhaven.edu/10627/.
    3. University-Associated Entity or Sponsored Groups
      1. Not-for-profit organizations established and approved as recognized UNH associated entities whose purpose is to further the mission of UNH.
      2. Entities sponsored by a university division, college, school, office, center or institute, department, or registered student group. Sponsorship requires assumption of financial responsibility for event-related costs including damage assessments.
    4. Federal, Connecticut State or West Haven/New Haven Agencies
    5. Non-University Groups: All other categories of prospective users, even though some of the members or participants may be university personnel, alumni, or students. "Non-University Group" may be an individual, not-for-profit, or for-profit organization.
  2. Related Terms
    1. Events and Meetings for the purpose of this document will be considered synonymous.
    2. Event Managers are UNH staff /faculty/students designated as having the resources and skills to successfully manage events.
    3. Reserving Offices are University offices that reserve specified facilities such as Facilities, the Registrar’s Office, Athletics, and the Recreation Center. Refer to the table found in section VI – B-1-A.
    4. UNH Events Steering Committee is a standing committee established on an annual basis by the Associate Vice President of Student Affairs and the Vice President of Finance or his/her designee with input from the Vice Presidents/Deans to ensure representation from all entities involved in reserving and managing spaces for purposes other than classes. The purpose of the committee is to review the policies and fee structures on a regular basis, establish and review scheduling calendars, maintain communication about facilities usage, and consider appeals. 

IV. Types of Events

  1. University Events: Include all academic, administrative, faculty, staff, athletic and student events whose activities are directly related to the mission and life of the University within the scope of their employment/role.
    1. These events must be scheduled through the existing University reservation process.
    2. An event manager must be present at and responsible for the event.
  2. University Co-Sponsored Events: Programs, events, conferences or meetings involving two entities; a university or student group and a university associated entity/sponsored group or a Federal, Connecticut state or West Haven/New Haven agency.
    1. These events must be registered through Conference Services and scheduled through the existing University reservation process.
    2. The event must fit into the mission of the University and the sponsoring department and be approved by current University policies.
    3. An event manager must be present at and responsible for the event.
  3. Non University/External Events: Programs and activities organized by a non-university group.
    1. These events must be registered through Conference Services and scheduled through the existing University reservation process.
    2. The event must fit into the mission of the university and the sponsoring department and be approved by current University policies.
    3. An event manager must be present at and responsible for the event.

V. Scheduling

  1. As the University continues to grow, it is essential to its operation that all scheduling is centralized through the University’s Event Management System (EMS). In recognition of the University’s operational needs the following serves as a guideline for the scheduling process:    
  2. Academic Space Scheduling
    1. The scheduling of academic classes has the highest priority. Other use of University facilities must not interfere with these activities.
    2. Priority Categories Other than Classes for Academic Spaces:
      1. First Priority  -University Events
      2. Second Priority - University Co-Sponsored Events
      3. Third Priority - Non-University/External Events
    3. Events may be scheduled in academic space beyond the current semester if it can be verified that the requested space will not be needed for classes or exams. If there is a possibility that the space will be needed for classes, student lab hours, or other academic programs, the request will not be confirmed until classes are loaded for the semester in question. 
    4. Facility or support fees may apply based on the group's classification and type of event.  Click here for the fees schedule.
  3. Non-Academic Space Scheduling
    1. Priority Categories for Non-Academic Space:
      1. First Priority - University Events
      2. Second Priority - University Co-Sponsored Events
      3. Third Priority - Non-University/External Events
    2. Events may be scheduled in non-academic space beyond the current academic year if it can be verified that the requested space will not be needed for major University Events. If there is a possibility that the space will be needed for major University Events, the request will not be confirmed until the beginning of the academic year in question. 
    3. Facility or support fees may apply based on the group's classification and type of event.  Click here for the fees schedule.
  4. Athletics Space Scheduling
    1. The scheduling of athletic events to include practices, games, conferences, etc., has the highest priority. Other use of athletic facilities must not interfere with these activities.
    2. Priority Categories for Athletic Space:
      1. First Priority - University Events
      2. Second Priority - University Co-Sponsored Events
      3. Third Priority - Non-University/External Events
    3. Events may be scheduled in athletic space beyond the current semester if it can be verified that the requested space will not be needed for athletic events. If there is a possibility that the space will be needed for an athletic event, the request will not be confirmed until any potential conflicts are resolved.
    4. Due to the nature of athletic spaces, some events may not be permitted to occur in them.
    5. Facility or support fees may apply based on the group's classification and type of event.  Click here for the fees schedule.
    6. Use of Kayo Field: When a request for Kayo Field use is received, the Athletics Department will send the reserving group an email of TENTATIVE confirmation including the field usage rules. An email response confirming receipt of and agreement to adhere to the field usage rules MUST be received by Athletics PRIOR to any requested event on Kayo Field being confirmed. Any field misuse or lack of adhering to the field usage rules will result in the group being denied any future field requests. Due to the synthetic surface of the field, there are certain rules that have been put in-place to protect the field and the users of the field:
      1. No gum
      2. No smoking
      3. No food (including sunflower seeds)
      4. No drinks (other than water)
      5. No furniture
      6. No moving of varsity athletic equipment (goals, benches)
      7. Athletic shoes only (no metal spikes)
      8. Athletic activities only (no paint, no water balloons, no sun tanning, no golf, etc.)
      9. Do not kick/throw balls into the perimeter fences
      10. Do not kick/throw balls into bench covers
  5. Beckerman Recreation Center Scheduling
    1. Scheduling for Internal Programs: Facility scheduling will be done on a semester basis; Campus Recreation internal programs and services take priority over external requests. For fullest priority consideration, requests should be made at least one week prior to the end of each academic semester (i.e. requests to reserve space in the spring should occur prior to the end of the fall semester). An online form through the campus website is required for all reservation requests.
    2. Notice of Exclusivity: No entire facility space can be closed via reservation or rental when the building is open with the exception of the 2 basketball/activity courts.  When they are reserved for Intramural Activities the MAC court will be available on a first-come, first-served basis. Studios are also available for informal recreation, but access to studio equipment is prohibited and the doors must remain open as unscheduled studio space is intended for multiple/shared use.  Groups/participants wishing to have exclusive use are required to make an official reservation request.  
    3. Priority Categories for Beckerman Recreation Center: Detailed Priority Categories for Beckerman Recreation Center can be located here.
    4. Facility or support fees may apply based on the group's classification and type of event.  Click here for the fees schedule.
  6. Priority Non-Instructional Use Space
    1. Priority Non-Instructional Use space is campus space that is utilized by a University Group and is essential to the function of that University Group.
    2. A formal request must be submitted and approved by the senior officer of the University Group and the Facilities Planning Committee, who reviews the request while keeping in mind all other University operations. 
    3. All University space must be scheduled using EMS, including space identified and approved as having Priority Use.
    4. Scheduling procedures for Priority Non-Instructional Use space are as follows:
      1. All University Groups with approved Priority Non-Instructional Use spaces must submit web requests by the 1st of October for the time period January-June and by March 15th for the time period July-December. All requests should reflect anticipated need. The Campus Scheduler will then work with the groups to establish their calendar of events. The proposed must be approved by the Officer of the University Group. 
      2. Priority use spaces will then open up to the University community for web requests. The Campus Scheduler will process web requests with special consideration to the functional characteristics of the Priority Use space. In the case that a Category 2 or 3 Event is booked within a Priority Non-Instructional Use Space, Conference Services will notify the University Group associated with that space.
      3. If a University Group with Priority Non-Instructional Use space needs the space for an event, but the space is already reserved, then priority will be given to the University Group provided that:
        1. The current scheduled event is not bound by commitment (i.e. contracts, marketing, etc.) 
        2. The function of the requested event is necessary to that space and an alternate location cannot be found.
      4. Two business days’ notice must be given in order for a University Group with Priority Non-Instructional Use space to request that a previously scheduled event be moved. All requests must be submitted to the Campus Scheduler who will work with the groups to schedule their respective events. In the event that an agreement cannot be reached, the Campus Scheduler will refer the event conflict up the chain of command for adjudication.

VI. Event Policies

  1. Event Support Services: University of New Haven service providers such as Dining Services, Facilities/Custodial, Media Services, etc., have the right of first refusal for all events held on University property.  This means that all groups are required to use University service providers unless the service providers indicate they are unavailable. When unavailable, groups have the option of using outside vendors to meet their needs. 
    1. For University groups, the outside vendor must be approved by the department head and the business office.
    2. For Student groups, the outside vendor must be approved by the Director of Student Activities and the Business Office.
    3. For all other groups, the vendor must be approved by the Conference Services office and the Business Office.
  2. Room Reservations:
    1. All room reservations must be made through the University’s event reservation system. Inquiries about facility space and availability are directed to the appropriate reserving office listed below. Each reserving office has the responsibility to ensure that the requested space is suitable for the event. The reserving office will determine the necessary event services and staffing needs based on their area. Facility or support fees may apply based on the group’s classification and type of event.  Click here for the fees schedule.  The University’s Campus Scheduler will be responsible for maintaining the event reservation system and oversight of the University’s master calendar of events. The Campus Scheduler will provide final approval for all event requests and will bring any questionable events to the UNH Events Steering Committee.
      1. Reserving Office Table:

      2. Reserving Offices Managed Space
        Athletics North Campus Athletic Complex and Fields; Kayo Field
        Beckerman Recreation Center Rec Center, Courts 1 & 2, Mac Court, Studio 1
        Registrar's Office All Academic Space for the purpose of course scheduling*
        Facilities (Campus Scheduler) All Non-Academic Space and Academic Space following Course Scheduling. The Campus Scheduler maintains the University's Master Calendar and in turn reviews all events from Reserving Offices.*
        Conference Services Works with Reserving Offices in placing reservations for all Non-University Groups and for University Co-Sponsored and Non-University/External Events.
        *The Registrar's Office maintains scheduling of all courses and course-related events in academic space. Following the scheduling of courses, academic space can be reserved through Facilities (Campus Scheduler) who will work in conjunction with the Registrar's Office in scheduling events.
    2. Space is not guaranteed until you receive an event confirmation. For fullest consideration, events must be booked at least two weeks prior to the event date.
    3. Tentative reservations must be confirmed within five (5) business days of the initial request. After that point the requested space will be released for other requests.
    4. Set-up information is due to facilities a minimum of one week prior to the event via the event reservation system.
    5. The University reserves the right to restrict the number of events on campus for any given day based on its ability to meet all requests and maintain daily business operations.
    6. The University reserves the right to restrict the number of reservations from any given group in order to provide a fair distribution of facility usage.
    7. The University may need from time to time to move any group to another facility or reschedule an event to accommodate the needs of group assigned a higher use priority by this policy or to maintain venue-specific needs or due to safety and/or security concerns.
    8. University faculty and staff cannot use their privilege as UNH employees to reserve facilities for non-University groups.
    9. Dates on which significant University events are scheduled will be unavailable for scheduling of non-University/external events. Such dates include, but are not limited to, move-in days, first day of classes, convocation, visitation days, and commencement. These dates are posted in the University calendar for each term and are available on the University website.
    10. The University is scheduled to be closed on designated holidays. Individual Reserving Offices may choose to accommodate a holiday request based on staffing availability. A holiday premium charge may apply.
  3. Event Cancellation Policy
    1. It is the responsibility of the reserving group to notify the University's Campus Scheduler when their event is cancelled as soon as possible but at least one week prior to the event.
    2. Fees may be assessed for costs associated with a cancelled event and will be determined by the reserving office.
    3. In case of administrative office closures, due to weather or emergency, all scheduled events may be cancelled or postponed. Exceptions to this may apply for specific events and will be determined by the requested group in conjunction with the Associate Vice President of Public Safety. 
  4. Fees
    1. Events held in university facilities may be charged:
      1. Event Support Services Fees (i.e. Catering, Parking, Media Services, etc.)
      2. Administrative fees for services provided by the event managers.
      3. Facility use fees.
      4. Deposit, no show, or late cancellation fees.
      5. Overtime (beyond reservation time) fees.
      6. Damage or excessive clean-up costs.
    2. The following rate schedule has been established for all reserving groups. Click here.
    3. A late fee of 10% per 30 days overdue will be assessed on all event invoices.
  5. Safety and Compliance
    1. It is the responsibility of the event manager (or the sponsoring department or sponsoring student group, if a designated event manager is not being used) to ensure that an event is held in a safe environment. Depending on the size, nature, and location of the event, different safety precautions are to be followed. Campus Safety should be consulted if there are any concerns and may be required to be present at the event at the cost of the sponsoring group. 
    2. All University spaces have maximum occupancy limits, which cannot be exceeded. Should the occupancy limit be exceeded, event managers/sponsoring departments/student groups should hold the start of the event until the limitation is met. 
    3. Smoking is not permitted in any University facility.
    4. Activity associated with an event must be confined to the rooms that have been confirmed for use. Unoccupied rooms or spaces may not be used without being specifically reserved. 
    5. Event space furnishings and equipment are set in compliance with emergency egress requirements. These arrangements may not be modified in any way that will violate these requirements. 
    6. All groups must agree to preserve the image of the University and its buildings, and agree not to use University photos, likenesses, logos, or marks in publications or online without prior written consent of the Marketing and Public Affairs departments. In addition, groups must agree not to deface or cover University property with other signage. 
    7. UNH’s trade and service marks are an essential part of the University’s visual identity and are protected logos, marks, and branding-capturing these marks in any media and subsequently broadcasting, re-broadcasting, or a performance containing the use of these marks or images is expressly prohibited without authorization.
  6. Insurance
    1. Non-University groups using University facilities will be required to provide a certificate of general liability insurance listing the University as an “additional insured.” This includes all non-University groups that co-sponsor events with University entities.  
    2. The certificate of insurance should show combined insurance coverage of Bodily Injury and Property Damage of $1,000,000, $3,000,000 aggregate. In addition, non-University groups must provide evidence of at minimum a $1,000,000 umbrella limit and Workers’ Compensation and Employer’s Liability coverage which equal or exceed the requirements of the State of Connecticut.
    3. Proof of insurance must be sent to the appropriate reserving office with the signed contract. Failure to do so will result in cancellation of the event. Any exceptions or modifications must be approved by the Associate Vice President of Student Affairs/Vice President of Finance in consultation with the University’s legal counsel. 
    4. All agreements with non-University groups shall include a clause requiring that the groups indemnify and hold harmless the University and its employees or agents from liability, loss, damage, costs, and all other claims for expenses asserted against the University and its employees or agents that may arise or result from the approved use. 
  7. Oversight and Waiver of Fees
    1. The Division of Student Affairs in conjunction with the Division of Finance & Administration is responsible for the implementation of this policy. These offices determine policy interpretations, provide oversight, consider waiver requests, periodically reviews appropriate use statements for facilities, and schedules meetings of the UNH Events Steering Committee.
    2. Requests to waive facility use and other fees should be directed in writing to the UNH Events Steering Committee prior to the event being planned, and will be considered for approval only in unusual circumstances. A facility use waiver may be warranted to provide an educational public forum, significant visibility for prospective students or the University, etc. 
    3. If the UNH Events Steering Committee denies the request, the requestor may further appeal to the Associate Vice President of Student Affairs/Vice President of Finance. The decision of the Associate Vice President of Student Affairs/Vice President of Finance is final. 
  8. Use of Exterior Space
    1. Initial requests for use of exterior spaces should be made to the appropriate reserving office. The University permits assemblies and gatherings of University groups, University-sponsored groups, and non-University groups on designated University property. Any scheduled use of such space shall have priority over any non-scheduled use. Use of exterior space will be in accordance with policies and procedures established by its designated reserving office. 
    2. Because use of exterior facilities may disturb normal University operations and activities and/or cause damage to University property, the guidelines governing the use of exterior space shall include, but not be limited to, the following:
      1. No permanent or semi-permanent structures may be constructed or placed without prior written authorization. Permission is required for any ground penetrations.
      2. No public-address or amplifying system may be used at any time in any open space without prior written approval. Outside events with amplification must comply with the local sound ordinance.
      3. Members of the sponsoring organization(s) are responsible for restoring the space to its original condition.
      4. All events must be conducted in such a manner that campus pedestrians and vehicles are not unreasonably impeded and members of the University community who are not participating in the event may proceed with their normal activities. The sponsor of any event that impedes the academic mission or normal traffic patterns on campus will incur the cost of redirecting traffic and at the discretion of University officials the event may be terminated prematurely. 
      5. Plans for events must be reviewed by appropriate departments for insurance and safety requirements prior to final approval.
  9. Grounds for Denial of Facilities Use
    1. Notice of denial of a request for a reservation shall clearly state the reasons for denial.
    2. A request may be denied on the following grounds:
      1. The event is prohibited by applicable laws or regulations.
      2. The request violates the Events Policy or other University policy.
      3. The proposed event is prohibited or inconsistent with the classifications and uses of the designated University property.
      4. If a non-University group has reserved the designated space for more than five (5) times per semester, in the interest of fostering a diversity of users for the limited designated space available, such a request may be denied if other users have requested the space. A group may be allowed more than five (5) times per semester provided no other user has requested the space.
      5. The request does not support the mission or strategic goals of the University.
      6. The reservation request is not fully completed and executed.
      7. The applicant has not fulfilled the user fee, signed a facilities use agreement, obtained applicable insurance, or satisfied any other condition reasonably required by the reserving offices.
      8. The reservation request contains a falsehood or misrepresentation.
      9. The organization of the person on whose behalf the request was made has on prior occasions damaged University owned or leased property and has not paid in full for such damage, or has other outstanding and unpaid debts to the University.
      10. A reservation for the same time and place has been granted.
      11. The event conflicts with University programs scheduled for the same time and place.
      12. The event presents unreasonable health and safety dangers.
      13. The proposed event unreasonably interferes with pedestrian or vehicular traffic.
      14. The event presents a risk of substantial damage to university property or persons lawfully present on University property.
      15. The University will not be able to provide the necessary parking space for the event.
    3. Procedures for Review of Denials
      1. If a request for space is denied by a reserving office, an appeal may be submitted to the UNH Events Steering Committee. If this committee upholds the denial, the requestor may further appeal to the Associate Vice President of Student Affairs/Vice President for Finance. The Associate Vice President of Student Affairs and the Vice President for Finance shall have ten (10) business days from the date the appeal was filed to notify the requestor of the result of the appeal. The decision of the Associate Vice President of Student Affairs/Vice President of Finance is final.  
  10. Alcohol
    1. Guidelines for events involving alcohol on campus may be found in the Substance Use Policy Statement found in the University Student Handbook
    2. In order for any group to serve alcohol at an event, an Alcohol Event Registration Form must be submitted to and approved by the Associate Vice President for Public Safety and Administrative Services. 
    3. While alcoholic beverages are generally not permitted at students events, special requests from student groups for alcohol service (beer and wine only) at a campus event must be approved by the Associate Dean of Students and the Associate Vice President for Public Safety and Administrative Services by submitting an Alcohol Event Registration Form.
    4. The Alcohol Event Registration Form may be found at the following link:
    5. Alcohol Event Registration Forms must be submitted at least 3 weeks prior to the event. Failure to do so may result in the denial of the request. 
    6. Failure to submit an Alcohol Event Registration Form by the sponsoring group hosting the event may result in the denial of future events in which alcohol is served.
    7. Campus Police may immediately stop any event that was not approved via the Alcohol Registration Form or is found in violation of this policy or any other University policy. 
    8. An approved Alcohol Event Registration Form constitutes an agreement between the sponsoring group hosting the event and the University. Any deviation from the terms outlined in the agreement will result in immediate termination of the event.  
    9. All alcohol must be purchased and served through the University’s food service provider unless an exemption is given by the Associate Vice President of Public Safety and Administrative Services.  
    10. In the case that an exemption is given, any outside vendor serving alcohol must provide proof of insurance meeting the minimum requirements set within this document in Section VI: Insurance. In addition, vendor must provide proof of liquor liability insurance with a minimum coverage limit of $1,000,000 and an additional endorsement for the University of New Haven.
    11. Alcoholic Beverages may not be possessed or consumed in any area of campus without specific approval via the Alcohol Event Registration Form. Consumption in private areas such as apartments and student residence hall rooms is governed by the Substance Use Policy Statement in the University Student Handbook
    12. At all events in which alcohol is served, alternative, non-alcoholic beverages and food must also be available and included in the food and beverage offerings. 
    13. Alcohol must be served and monitored and may not be left unattended so as to allow free access. 
    14. The University or Non-University group sponsoring the event and the event manager who submitted the Alcohol Event Registration Form:
      1. Will be responsible for compliance with State and Municipal alcohol laws, and all University regulations and policies. 
      2. Will be present at the event for its entire duration.
      3. Will be responsible for the implementation of the proposed plan to assure that underage persons do not consume beverages and that persons 21 years of age or older are refused alcohol if they are showing signs of intoxication. 
      4. Will coordinate any security requirements with the University Police Department. 
    15. Promotion of the sale or consumption of alcohol in any form will not be permitted on any event advertisement unless otherwise approved through an Alcohol Event Registration Form. Exemptions to this policy will be given on a limited basis and only when it is deemed essential to the function of the event.