iii. Planning off-Campus events A. Student organizations that intend to sponsor an off-campus event must complete a Facilities Usage Form and a Travel Authorization Form. These forms can be obtained in the Office of Student Life, Adanti Student Center, Room 212. Forms must be signed by the faculty adviser and the organization president and returned to the Office of Student Life, together with the proposed contract and, if applicable, an Alcohol Policy Addendum for review and approval. B. Whenever a student organization wishes to use Student Affairs’ vans, a Van Reservation Request must accompany the Off-Campus Facility Usage Form. Southern faculty, staff, graduate interns or students who have completed the driver safety course may drive Student Affairs’ vans. Maximum occupancy for each van is 10 passengers and a driver. iV. General Policies for events A. Attendance shall be limited to the capacity of the facility. B. For events held both on and off campus, the faculty adviser shall ensure that student ID cards are checked prior to admission. For public events, all escorted guests (non-Southern students) shall be required to present identification and list their names and addresses together with the names of their hosts, prior to admission. Students and guests may be required to have their hands stamped or wear plastic wrist bracelets. The university reserves the right to limit the number of escorted guests. Consistent with the Student Code of Conduct, university students are responsible for the actions of their guests. C. The faculty adviser is responsible for being in attendance from the start of the event to its conclusion. D. The admission and readmission cut-off time is normally 11:30 p.m. for any evening campus event. Exceptions to this policy must be approved by the Office of Student Life and published prior to the start of the event. E. Individuals who have been denied admission or readmission will not be permitted to congregate outside a campus event. F. The University Police shall have the authority to monitor and to terminate an event in the interest of personal safety and the protection of university property. It shall be the duty of those responsible for the event to cooperate with and assist the University Police and/or other university officials if the event has to be closed. Similarly, the faculty adviser has the authority and responsibility to terminate any off-campus event for reasons of safety or where, in their judgment, the management of the facility has failed to fulfill the conditions of the contract. G. Events held both on and off campus shall not go beyond 1:00 a.m. The faculty advisor and the officers of the student organization are responsible for ensuring that all persons leave the contracted facility at the conclusion of the event. H. If the student organization wishes to have alcoholic beverages available at an event, the Alcohol Policy Addendum should be attached to the Facilities Usage Form. I. Advertising shall not begin or invitations extended until after the proposed event has been approved by the Director of Student Life. The Facilities Usage Form becomes official when, and only when, the signed copy of the form is received by the faculty advisor. 72
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