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Campus Major Event Policy Updates

To learn more about the Major Events Policy please visit THIS SITE.

What to do if you are planning an event that qualifies as a major event on-campus?

(1)    Start planning your event as soon as possible prior to the proposed event date. (This means that you may need to plan potentially during summer and winter breaks.)

(2)    Contact the LEAD Center either by setting up a meeting with the advisor or emailing the advisor with the proposed details about your event as soon as possible. The LEAD Center advisor can help you:

  • Review required event registration forms and  the new UCPD Event Notification and Security Assessment Form

  • Review event details and strategize to identify the optimal venue options to best meet your event criteria.

  • Identifying the audience, impact of the event and review publicity materials as necessary.

  • Support development of purpose, scope and goals of the event

  • Develop an event planning timeline / backwards planning approach

  • Connect you to funding and on or off campus partnership opportunities

IMPORTANT DEADLINES:

  • At least 6 weeks before your event, submit the Event Notification and Security Assessment Form to UCPD.  This form informs the Police Department about your event overview and provides them with the information to conduct a security assessment of your event.

  • At least 6 weeks before the event, request space for your event.  Note: At this point, you do not need to have a venue confirmed, however, knowing where you plan to hold the event will help UCPD more accurately assess what (if any) security is needed.

  • At least 6 weeks before the event, submit an Event Registration Form to ASUC Event Services

What if your proposed Major Event is planned LESS THAN 6 WEEKS AWAY or if your request for the Major Event has been denied?

You can potentially hold your event on-campus if you make some of the suggested adjustments:

  1. You can reschedule your event to allow at least 6 calendar weeks for planning and the required security assessment.

  2. If rescheduling your event is not a viable option, you can adjust the event logistics or scope of the event that is causing the major event policy to be triggered. For example:

    • If serving alcohol triggers the major events policy, consider removing the service of alcohol.

    • If inviting 300 or more people to your event triggers the major events policy, consider reducing your event attendance to 299 people or less.

    • If having amplified sound at your event triggers the major events policy, consider eliminating the use of amplified sound.

  3. If rescheduling or adjusting the logistics and scope of the event are not viable options, the student org may seek a campus department or unit to become the official sponsor of the event.

NOTE: This option is only viable if the department or unit sponsor accepts responsibility for your event and commits a campus staff person(s)  to schedule the event, organize the event, and provide on-site supervision at the event as part of the course and scope of their employment.

Transferring event responsibility to  a department or unit must involve direct communication from the department to the venue stating the department is taking on and accepting responsibility for the event. This communication should also include the student leader but communication must originate from a department point person.

If you run into any obstacles when trying to host your event on-campus, please review this Major Event Policy FAQ and reach out to your LEAD Center Advisor.

In addition to one-on-one advising to help groups navigate the policy, the LEAD Center will be offering the following Major Event Policy workshops:

We hope this information leads to major success with your major events. Thank you for all your many contributions to our campus community. Go Bears!