UNIVERSITY OF SOUTH FLORIDA SYSTEM
Policies and Procedures Manual

I.    INTRODUCTION (Purpose and Intent)

Student organization use of space in the University of South Florida System (University/USF) is subject to review by the Coordinator of Event and Meeting Services (in the Marshall Center Reservation's Office) to ensure that all University regulations and policies are followed by the event sponsor(s).

The Coordinator of Event and Meeting Services will collaborate with the representatives from the Marshall Center, University Police, Environmental Health and Safety, Student Affairs Central Office, Campus Recreation, Parking and Transportation Services, Academic Affairs, Student Government, the Office of Student Activities, and other areas pertinent to the event being reviewed.

The Coordinator of Event and Meeting Services reserves the right to request alterations and/or elimination of any element of a student sponsored campus event especially if it is determined that the event may present significant health/safety risks or liabilities.  Additionally, the Coordinator of Event and Meeting Services has the right to deny access to University space or relocate an event if the event being planned is deemed inappropriate for the requested space. Student organizations are solely responsible for all costs resulting from their use of space at the University.

Representation:

Student organizations that reserve space must be doing so for their own meetings and events and are not permitted to reserve space for other entities (i.e., other student organizations, University departments, or non-University entities).  At minimum, for an event to be considered a student organization event, the student organization must make all reservations, pay all bills and serve as the primary event coordinator prior to, during, and following the event.  In addition, the purpose of the event must be primarily to serve the particular student organization that has made the reservation and/or the legitimate patrons of the organization.  Student organizations will be sanctioned and possibly deactivated for reserving space for another entity in the organization's name.

Appeals of decisions made by the Coordinator of Event and Meeting Services and related to this policy must be made to the Associate Director, Marshall Center.

Exception:

·  Residence Hall groups having events in the residence hall facilities must receive prior approval from the appropriate Residence Life Area Coordinator.  The sponsoring residence hall group must notify the University Police of the event at least eight (8) calendar days prior to the day of the event to ensure that adequate security is maintained at the time of the event.

 

·  Any non-residence hall group wishing to have an event (that includes non-residents) in the residence hall facilities must first receive approval for the event from the appropriate Residence Life Area Coordinator and then the Coordinator of Event and Meeting Services.

II.   STATEMENT OF POLICY

A.   Guest Policy

1. All University policies are applicable to visitors and guests unless they are clearly inapplicable (e.g., academic dishonesty).  Each individual is liable for all of his/her actions at all times regardless of his/her mental or physical state.  Additionally, each person or organized group sponsoring an event at the University is responsible for their behavior and the behavior of their guests and will be accountable at the organization level for the behavior of members and guests.

2.  Non-University guests who wish to attend an event sponsored by a student group or person (except for ticketed events, lectures, sporting events, or movies) may be required to be accompanied by a University representative (student, faculty or staff member) with a valid University identification card.  Non-University guests must show a valid driver's license or another form of picture ID upon request.  Adequate procedures for enforcing this policy should be in place for the duration of the event. Marshall Center staff will be responsible for enforcing the guest policy for the duration of the event.  When the guest policy is in effect, each University student with a valid ID may be accompanied by only one (1) guest to the event. Guests may be required to be registered for some events.

B.   Advertising

Off-campus advertising of on-campus events is not permitted without the prior written permission of the Coordinator of Event and Meeting Services.  The only other exceptions to this requirement are approved lectures and ticketed events.

C.   Supervision and Security of Events

1. All faculty, staff, students, University-related and non-University related groups are expected to provide a safe environment for their events, and may be required to utilize the University Police services and/or Marshall Center Security Staff at events.

2.  The University Police Department is responsible for making a final determination of adequate security needs at events.  The security-related costs will be incurred by the event sponsor(s).

3.  If deemed necessary by the Coordinator of Event and Meeting Services, the student sponsoring group(s) may be required to have an advisor and/or faculty/staff representative present at the event to ensure adherence to University policies.

D.  Amplification of Sound and Music in Outside Areas

The use of amplified sound on any University Campus by University related and Non-University related groups is intended to enhance the ability to communicate thoughts and ideas to those who choose to attend such programs.  It must be recognized, however, that groups or individuals have a duty and obligation to control the amplification of sound so that their programs do not disturb classes or unduly hinder other members of the University community from engaging in their tasks or activities or from enjoying their right to privacy within their living or working spaces.  Sound levels which exceed limits set forth by the county authority for receiving land when measured at or within the University property line of the receiving land uses are declared to be noise pollution as defined by Section 403.031(7), Florida Statutes.  Sound limits are between 55 dba and 60 dba.  All organizations or individuals must abide by and conform to the following conditions for amplification:

1. Amplified sound may be utilized in the following areas after following proper reservation procedures:

- Andros

- Argos

- Crescent Hill
- Fowler Field
- Intramural Fields
- Martin Luther King Plaza
- Riverfront Park
- Soccer Stadium
- Greek Village

2.   Student-sponsored events using amplified sound must be approved by the Marshall Center Reservation's Office and reviewed by the Coordinator of Event and Meeting Services.  All other events shall be reviewed by the reserving entity for compliance with this policy.

3.  Requests for amplification in the Residence Halls must first be approved by the appropriate Residence Life Area Coordinator.  If not sponsored by a Housing area, then the event must also be approved by the Coordinator of Event and Meeting Services.

4.   Before activities that are adjacent to buildings or nearby areas are considered, possible conflicts should be explored and cleared with other event-sponsoring agencies.  If it is determined that the event will interrupt or decrease the effectiveness of another event, the event should be scheduled in another location.

E.  Food

The University has agreements with food service providers.  Permission to bring food on campus for events must be approved by the current vendor for food services and by the Coordinator of Event and Meeting Services.  Additionally, if homemade food is being served at any event, the sponsor may be required to check with the University's Environmental Health & Safety Office for food preparation and serving guidelines.

F.  Alcohol

Refer to the USF Alcoholic Beverages Policies and Guidelines.

         Dr. Jennifer Meningall
Vice President for Student Affairs

              Judy Genshaft
                 President