Section 10: Events

LIU Promise Event Policies

The policies listed below allow student organizations to understand the regulations set by LIU. • All meetings/events should be conducted in a professional manner following allUniversity governing documents (i.e., student code of conduct, etc.). • Student organizations can only program (i.e., hold space for a meeting or event) during the fall and spring academic semesters. It is a violation to host programs/events when classes are not in session (i.e., Columbus Day, Thanksgiving Break, Winter Recess, President’s Day, Spring Break, etc.) without advance permission from the Promise office at least thirty (30) days in advance of the requested program. • All events require a program request form that must be submitted at least twenty-eight (28) days prior to the event date. LIU Promise has the right to deny/cancel any event that violates any University policy or procedure. • Advertise all events at least two (2) weeks prior to the entire campus community. • All events funded by SGA-allocated funds must be open to all students. • Student organizations may not host and/or fund departmental or University events. • All events are alcohol-free. • All events are drug-free. • Candles are not permitted in any indoor space. Electric candles arerecommended. • All non-LIU vendors must be checked in as guests with Public Safety at least 48 hours prior to the event. • If an event has no or low attendance, Public Safety and/or the On-CallAdministrator will determine whether the event will end early. • In case of bad weather or extreme circumstances, the On-Call Administrator willdetermine whether the event will continue as planned.

Guest Speaker Policy

Long Island University permits recognized student organizations to host guest speakers on campus that contribute to a free exchange of ideas and opinions. Individual students who would like to invite a speaker to campus must identify a recognized student organization to sponsor the speaker.

Prior to extending an invitation for a speaker to come to campus, the student organization is required to meet with the Dean of Students or designee. Speaker invitations will not be considered unless an event has been properly requested and approved by LIU Promise.

Approval to host a guest speaker shall not imply acceptance or endorsement by the University of the views expressed.

The ability of guest speakers to contribute to the free exchange of ideas is, however, subject to reasonable restrictions of time, place, and manner. Speakers will not be permitted on campus if their presence or participation is deemed by the Dean of Students or Director of Public Safety to: • impede or disrupt normal University operation • present a potential risk to the wellbeing or safety of the University community or facilities • violate federal, state, or local laws • violate Long Island University policies Updated August 2022 Page 42

Any guest speaker who is found to violate this policy or access Long Island University grounds or facilities without proper approval may be removed from the grounds and permanently trespassed. Student organizations may be subject to the Student Code of Conduct and/or loss of privileges to host future guest speakers.

Notice of Student Assembly Policy

Long Island University supports the rights of students and recognized student organizations to exercise freedom of expression, free speech and peaceful assembly. In order to avoid disruptions to academic classes and protect the freedoms of the entire community, the University does have the right to review and approve a request for planned assembly, demonstration or picketing and modify the event for time, place and/or manner, if necessary.

Approval of an event may be contingent upon the availability of University support services. Community members may not advertise an event until approval has been granted.

The following are required steps to receive approval for a planned assembly: • Complete a Planned Assembly Request Form with Student Affairs at least three (3) weeks prior to a planned assembly. No Planned Assembly requests will be considered for events held during study days, final exams, or at times when classes are not in session. • Hold a planning meeting with the Dean of Students, or their designee, to discuss the event logistics. An approved location for the planned assembly will be at the discretion of the Dean of Students. • The Marketing and Communications Department must be notified prior to any coordination with outside media outlets or organizations. • The Department of Public Safety must be notified. • All publicity for the event must be approved by the Dean of Students or their designee. The event organizers must remove all publicity immediately after the event.

An approved planned assembly is for LIU students only. Non-LIU individuals, including non-LIU organizations, are not permitted on-campus to participate in an assembly.

Guest Policy

Students can host up to one guest (1:1) to any on campus activity where the guest policy is ineffect. This is subject to change and at the University’s discretion.

• LIU students must accompany their guests to the event, or the guest cannot enter. • LIU students must accept full responsibility for their guest’s actions and behavior per theStudent

Code of Conduct. • Student guests must be at least 18 years of age. A parent/guardian must accompany aguest under the age of 18. • Upon entering the building all students and their guests are required to present photoidentification (driver’s license, government issued photo identification or LIU I.D.) andmay be subject to a magnetometer detector and bag search. • There will be no re-entry to a venue; all exits from an event are final.

The Guest policy is not in effect for ticketed events and/or campus community events.

• Attendees must be at least 18 years of age unless approved by LIU Promise and PublicSafety. • No one under 18 years of age may be present when alcohol is present at an event without prior approval of the Director of Public Safety or designee. • Photo I.D. is required for proof of age and attendees will be subject to all searchprocedures including magnetometer detection and bag searches. • If ticketed, guests must present a printed original ticket with the date and event listed. • Selling of tickets can occur at the Campus Concierge and/or at the door. • If any infractions occur, the organization is responsible.

Note: The Department of Public Safety and LIU Promise have the sole discretion to alter the above regulations for any safety and security issue that may arise.

Public Safety Policies

Public Safety is responsible for securing the event by searching bags, checking IDs, monitoring the parking area, as well as other precautions. Once an organization has completed the program request, LIU Promise will indicate Public Safety needs. Please note that the Department of Public Safety and/or the Associate Director of Student Engagement within LIU Promise may request Public Safety to be present at an event. In addition, an event’s size or purpose mayrequire use of DSS Security (outside agency) at the expense of the hosting organization.

Public Safety will be required during the following events: • Large events; • Concerts; • High profile entertainers, public figures, etc.; and, • Student organizations are responsible for all security costs.

Food/Catering Policies

Aramark Catering:

If student organizations use Aramark to cater their event or meeting, they should submit the food order when reserving their room. Organizations can submit additional orders until ten (10) business days prior to an event by speaking to LIU Promise.

Student organizations who do not order food through Aramark at least ten (10) business days cannot place an order. The student organization must have the allotted budget to purchase food.

It is required to place all catering requests through the Catertrax system.

Off-Campus Food:

Student organizations can purchase food from an off-campus vendor. In order to cater an eventoutside of Aramark, the organization must provide LIU Promise with a W-9, invoice and Certificate of Insurance at least 21 days prior to the event.

Please note that Aramark will NOT provide catering or supplies for events catered by outsidevendors.

Food Eating Contests:

No student organization may host any kind of food eating contest (speed eating, large quantities, etc.).

Travel and Conferences Policies

Student organizations who attend conferences must abide by the following criteria. It is the organization’s responsibility to comply so the conference preparation will run smoothly. All attendees and chaperones need to meet with LIU Promise at least six (6) weeks prior to the registration deadline. Please review the policies below.

Financing a conference and/or travel:

Up to sixty percent (60%) of the total cost can come out of the student organization allocated funds from the SGA and LIU Promise, or any other university departments.

At least forty percent (40%) of the cost will be responsibility of attendees. Student organizationsmust deposit raised funds into the organization’s budget prior to the payment due date.

Proximity Clause for Sleeping Arrangements

When traveling to a conference/meeting/event within 30 miles of campus, student organizations may not stay at a hotel. Student organization members and chaperones must commute between locations.

To Attend a Conference, Members Must:

• Be Active Members of the Recognized Organization • Be full-time registered students • Maintain at least a 2.5 cumulative grade-point-average on a 4.0 scale

Timeline for Off-Campus Travel

Six (6) Weeks Prior to Your Trip • Get approval from LIU Promise for attending a conference • Complete Off Campus Trip Conduct Agreement • Develop a roster of attending Active Members • Identify a chaperone (typically Organization Advisor) • Create a transportation plan • Create a budget of costs associated with conference and travel (registration fees, travel,housing accommodations, meals, etc.)

Four (4) Weeks Prior to Your Trip • Submit all paperwork required for conference (Off-Campus Liability Waivers for all attending students, Direct Payment Requests for travel expenses & registration fees,etc.) to LIU Promise. • Submit copies of driver’s licenses/passports of all attending students to LIU Promise. • Request class unexcused absence memo from LIU Promise.

Two (2) Weeks Prior to Your Trip • Meet with attendees and chaperone to review travel itinerary, packing/material lists, andLIU/Office of LIU Promise guidelines • Identify what, if any, travel expenses are reimbursable upon return

While Away at the Conference • Anyone who violates LIU or conference polices will be sent home at their own expense. • Violators will be subject to disciplinary action by LIU Promise. • Retain all receipts for reimbursement upon return. Receipts must be itemized. • Individuals may not purchase un-approved items. If emergency-related instances occur,LIU Promise will consider a special consideration for reimbursement.

Upon Returning to Campus • Submit travel expense forms, receipts, unused funds, and the Travel Evaluation Form toLIU Promise within five (5) business days • Make up missed work with your professor(s) to remain in good academic standing.

Keep in Mind • Anyone who commits to attending a conference and withdraws attendance isresponsible for reimbursing the organization for lost funds. • All funds designated for the conference are only for conference use and all affiliatedcosts. • If you have any questions or concerns regarding travel or conferences, please contact ther LIU Promise within a timely manner.

Best Practices for Event Planning

• Meet with the organization Advisor to discuss your event idea • Choose a date and an alternate date • Request and confirm a location and alternate locations (consider size of group, purposeof event, etc.) • Determine adequate setup/breakdown times (at least 30 minutes prior to starttime and post event end time are recommended, some events may be requiremore) • Consider space layouts and unique facility requests • Consider Audio Visual/IT Requests (what do you have and what might you needto request/rent/purchase) • Consider Approval Workflow (i.e., Events requested within some academic buildings may require approval first by LIU Promise, then by the respective academic department • Establish a realistic budget • Plan to purchase all necessary supplies in accordance with campuspolicies • Delegate roles to members and/or cosponsoring members • Create a marketing plan to publicize the event. All events must be submitted to thecampus calendar once approved. • After the event, evaluate it from the planning process to execution to learn from the experience and to improve upon future events. Submit a Program Evaluation Form for allevents.

Best Practices for Co-Sponsoring Events

• Involve all sponsoring organizations in event planning process

• List of what each organization is doing (for the event evaluation form later). • Exchange contact information • Budget breakdown (indicate who is paying for what on your program request form)

Off-Campus Programs

Student Organizations may hold events off-campus, such as, service trips, Broadway shows,sporting events, etc. with prior approval by LIU Promise. Student Organizations must request permission from LIU Promise to hold a program off-campus at least four (4) weeks prior to an event. The student organization Advisor may be required to chaperone programs held off campus.

Contact LIU Promise at least ten (10) business days before sales begin with thefollowing information: • Name of Program • Date, Time & Location of Program • Cost of Ticket • Ticket Limit • Transportation, if any

Organizations may sell tickets for no less than 1/3 of the actual ticket cost (i.e., a $90.00 retail- value ticket can sell for $30.00). Students who purchase tickets must complete a waiver and payusing their LIU ID. No cash, credit, or checks are accepted. All proceeds earned from ticket salesmust be deposited into the sponsoring organization’s account.

Off-Campus Trips

Student organizations are required to have a chaperone, who is a staff or faculty member attendany offcampus trip. Furthermore, each student attending the trip must complete and submit the “Off-Campus Trip Conduct Agreement” and “Travel Waiver and Release from Liability Form” to the Promise Office.

Student organizations cannot host and/or fund off-campus banquets or dinners withoutexpress permission from the Promise Office. The request must be made at least four (4) weeks in advance of the desired date.

Copyright Infringement

It is illegal to download, distribute, or use any copyrighted material without the permission of the copyright holder. Copyrighted material includes, but is not limited to, music, videos, movies, software, articles, and other written information. This includes any information found on the internet, the library, or an individual student’s possession. Any individual student found usingcopyrighted material without the permission of the copyright holder will be subject to University disciplinary action, as well as a criminal or civil action.

Advertising and Marketing Opportunities

The following are advertising resources for student organizations.

• Flyers and bulletin boards • Involvement Fairs • Interest Meetings • Social Media

• Campus Calendar • Campus TVs

As outlined in the Student Handbook & Code of Conduct, advertisements cannot deface or damage university property. This includes taping posters to walls. Advertisements thatviolate this policy will be removed at the expense of the student organization. In addition, the organizations will be charged for all repairs and the organization will be sanctioned.

Suggested Vendors

LIU Promise approves all vendors. Paperwork for new vendors is due at least six (6) weeks prior to the event date. Students and advisors do not have the authority to enter a contract with any vendor. Vendor/speaker contracts must be facilitated with the organization’s advisor and LIU Promise.

Student organizations may request quotes for services from vendors. All quotes must be approved by Promise before an official order is made. Unless otherwise listed, students can visitthe company’s website to request a quote.

LIU Promise recommends the following vendors. These vendors are already on file and therefore, will make the event planning process easier. Please understand an organization mayuse any new vendor with prior approval from the Promise office; however, they will be required to submit necessary tax paperwork and information.

Enjoyable Entertainment https://www.enjoyableentertainment.com/ DJ & MC, lighting, rentals

NYFF Events https://www.nyffevents.com/ DJ & MC, lighting, rentals

NY Party Works https://nypartyworks.com/ DJ & MC, lighting, rentals

Kevin Norris Photography Inc. https://www.kevinnorrisphoto.com/ Photographer/Photo booth Services

ISI Integrated Supply https://www.logojoe.com/ Personalized apparel, plaques, awards,giveaways and promotional items.

Swank Motion Pictures, Inc. www.swank.com/ Purchase copyrights for movies

*Additional vendors may be added throughout the semester, LIU Promisewill sharenewvendorinformation asrelationshipsareestablished.

*Student Organizations may also purchase products and gift cards from the University Bookstore and Browse. Work with your Advisor and LIU Promise tocoordinatethesepurchases.