UNIVERSITY OF MICHIGAN UNIVERSITY UNIONS & TROTTER MULTICULTURAL CENTER DANCE / PARTY POLICY FOR SPONSORED OR VOLUNTARY STUDENT ORGANIZATIONS PHILOSOPHY Dances and parties, which take place in University facilities, are an important part of campus life because they offer the opportunity for members of the University community to socialize, discover, and celebrate together. Sponsoring organization members, organization advisors, and University staff share in the responsibility to ensure that these activities are well planned, enjoyable, safe, and reflective of the tradition of excellence associated with the University of Michigan. Any person, behavior, or action that contradicts or violates our shared values of community will not be tolerated. It is expected that all parties involved will give thoughtful attention to proper event planning and agree to take all necessary steps before, during, and after an event to ensure its success. Failure to comply with specific provisions as outlined in this policy may result in sanctions for the sponsoring organization. Sanctions may include, but are not limited to, organizational discipline, financial repayment of damages, and suspended use of specific University facilities. DEFINITION An event is considered to be a dance/party if it includes all of the following: • the use of music, • a defined area for social dancing, • active, non-seated attendees, • expected attendance of more than 125, with at least 2/3 of the attendees being U-M students, • the scheduled ending time for the event is later than 11:00 p.m. Events, such as presentations, performances, concerts, dinners, receptions, etc., do not generally fall under this policy. Professional judgment on the part of the respective University Unions facility director or Trotter Multicultural Center manager may, in some circumstances, require that certain aspects of this policy be applied to other types of events. DPS, MUTO, and other event costs will not be subsidized by DSA funds in these instances. If an event is expected to attract over 600 attendees, the University reserves the right to implement special requirements or conditions not specifically outlined in this policy. LIMITATIONS This policy does not supersede other University policies, Regents' Ordinances, and/or local, state, and federal laws. This policy complies with all U-M nondiscrimination policies. The University reserves the right and responsibility to control access to, and use of, its property. Requests from a sponsoring organization may be modified or denied for several reasons, including but not limited to: • Fire capacity of the total facility. • Limitation upon the sponsoring organization as a result of University sanctions. • Conflicts or potential conflicts with other scheduled areas, other programs, or ongoing business. SCHEDULING • Dance/Party events may be held on Fridays and Saturdays during fall and winter semesters. • Dance/Party events may not be held on Study or Exam days. • Dance/Party events may not be scheduled on home football game weekends unless specifically approved by the facility management in consultation with DPS. • Dance/Party events may not be scheduled on certain special event or tradition weekends, etc. • Dance/Party events must be scheduled by the sponsoring organization no less than 28 days prior to the proposed date of the event. • Sponsoring organizations must ensure that volume levels do not infringe upon other events and must abide by the Facilities Use Policy.
Applicable Facilities This policy applies to the University Unions facilities, including the Michigan Union, the Michigan League, and Pierpont Commons, as well as the Trotter Multicultural Center. Eligible Users Dance/Party events may only be scheduled by sponsored or voluntary student organizations, as officially recognized by the University through the Michigan Student Assembly (MSA). ATTENDANCE U-M Community All U-M students, faculty, staff, and alumni are eligible to attend dances and parties. Invited Guests Admittance of non-University of Michigan community members to dances/parties is at the discretion of the sponsoring organization. There may be situations in which the University will restrict the attendance of an event (e.g. Welcome Week is for U-M affiliates only). If non-U of M affiliated guests will be present, then a typed guest list alphabetized by last name must be e-mailed to the Dance/Party Program Advisor by noon the day of the event. Sponsoring organizations are responsible for the conduct of their members and guests during the event, helping to ensure a safe exit, and until such time that facility staff, in consultation with DPS, deem the event complete and the crowd has dispersed from agreed upon areas immediately surrounding the event location. Sponsoring organizations must abide by the hosting facility’s access policies. EVENT PLANNING & MANAGEMENT Event Coordinator At the time of scheduling, the sponsoring organization must designate an authorized signer on the Student Organization Accounts Service (SOAS) account(s) to serve as the Event Coordinator. Throughout the event planning process, the Event Coordinator will serve as the primary liaison between the sponsoring organization, the facility management, the Michigan Union Ticket Office (MUTO), the Department of Public Safety (DPS), and any other associated advising departments. Event Hosts In keeping with the need for shared responsibility for a successful event, hosts will be expected to assist in the entry and exit of attendees and monitor the corridors and halls in the immediate vicinity of the event room and ticketing location. In the event of any disruptive or inappropriate behavior, event hosts will address minor issues and will take the initiative to inform facility management and DPS of behavior that may escalate. Dance/Party Program Advisor The Program Advisor’s role is to advise student organizations in the planning and successful implementation of their major dances and parties, work with the students to coordinate all aspects of the event from beginning to end, and be a dependable resource for them. Faculty/Staff Advisor A Faculty/Staff Advisor is required at dance/party events with greater than 300 attendees or for organizations with disciplinary sanctions within the past academic year. The advisor’s presence provides additional support and perspective. Pre-Event Meeting In order to ensure a successful event, the Event Coordinator will participate in a Pre-Event Meeting (PEM), convened by the Dance/Party Program Advisor, along with representatives from MUTO, DPS, and the specified facility. The PEM will take place no less than fourteen (14) days prior to the scheduled event. Failure to attend a PEM will result in a $50 fine, and possible additional penalties up to and including cancellation of the event. The PEM may be (re)scheduled at the discretion of the sponsoring facility in the remaining time with the possible loss of the ability to sell tickets in advance.
Kick-Off Meeting Immediately prior to the scheduled event, the Dance/Party Program Advisor will convene a Kick-Off Meeting with the Event Coordinator and other select members of the sponsoring organization to review policy and confirm roles, expectations, and responsibilities of all parties involved. Also present will be representatives from MUTO, building management, and DPS. MUTO ticket sales and event entry cannot begin until this meeting is concluded. Capacity Controls In order to ensure that attendance remains within safe and legal limits, the capacity of all events will be closely maintained by non-transferable identification (wristbands) issued by MUTO. All persons participating in an event must be identified by wearing a wristband. At the professional discretion of the Dance/Party Program Advisor, events with free admission may be allowed a rolling capacity. Advance Sales (Ticketing) • All tickets to be sold and/or distributed for events will be provided by MUTO. A ticket set-up form must be completed and returned to MUTO no less than four (4) business days prior to the date the tickets will begin to be sold or distributed. • Organizations may request that MUTO sell or distribute tickets with special requirements (i.e. organization members only, U-M students only, etc.). • All financial proceeds from the sale of tickets will be deposited directly into the appropriate sponsoring organization's SOAS account. • Organizations may request that MUTO release some tickets to the Event Coordinator for advance sale. These tickets will be considered consignment tickets. Unsold consignment tickets and/or money received from sales must be submitted to MUTO on the day of the event, no later than 1 hour prior to the closing time of MUTO. • Failure to meet these requirements will result in the loss of those tickets for later sale during the event and may cause a delay of the event funds being transferred to the sponsoring organization’s SOAS account. • Complimentary admission for identified guests will be honored on the night of the event through a list submitted to the Dance/Party Program Advisor no later than 5pm on Friday. • With approval at the PEM, student organizations may have tickets sold at the event entrance. These sales will be managed by MUTO. MUTO will stay open until 30 minutes (15 minutes at Michigan Union events) prior to the ending time of the event or until the event sells all allotted tickets, whichever occurs first. SAFETY & SECURITY In an effort to ensure the safety of all members of the University community and their guests, all events will have specific measures in place intended to maintain a secure, safe, comfortable, and enjoyable environment. All safety measures will be coordinated and provided by a combination of event hosts, facility management, and assigned DPS personnel. Department of Public Safety • DPS officers will work in conjunction with event hosts and facility management to ensure compliance with event safety and security guidelines. • DPS will assign officers based on the ratio of one per 125 event attendees. DPS may adjust the level of officers (up or down) according to information presented by the sponsoring organization or facility management, such as multiple activities at the same facility or a relevant past history (no more than four years). • Sponsoring organizations will be assessed $15 per hour per DPS officer with the balance subsidized by the Division of Student Affairs. This rate is subject to change. *When appropriate DPS staffing is unavailable, please refer to Appendix A for procedures.
EXCEPTIONS Requests for exceptions to any aspect of this policy must be submitted in writing to the Dance/Party Program Advisor at least 45 days prior to the event for review by the Exceptions Committee (Facility Directors). Requests will receive a written response within 10 business days. CONFLICT MEDIATION & RESOLUTION Post-Event Meeting If the sponsoring organization, the facility management, MUTO, and/or DPS believes a portion of this policy has not been carried out or addressed appropriately, any involved party may request a Post-Event Meeting (POEM). The purpose of a POEM is to resolve disputes and identify areas for future improvement. A request for a POEM must occur within three business days following the event in question. Appeals In the event the POEM does not establish a mutually agreeable solution, any party attending the POEM may request an appeal in writing to the Dean of Students within five business days of the POEM. The Dean of Students’ decision will be final. A written response will be available within 10 business days of the appeal. This policy will be reviewed at a minimum of every three years under the auspices of the Dean of Students and the Director of University Unions. ________________________________________________________________________ Approved, Sue Eklund, Dean of Students and Associate Vice President for Student Affairs John Taylor, Director of University Unions 8/11/06 Reviewed and proposed by the Dance/Party Policy Review Committee: Phil Marcelin, Chair Program Advisor, University Unions Arts & Programs Ed Burnett Facilities Coordinator, Trotter Multicultural Center Laura Golub Manager, Michigan Union Ticket Office Andrew Gould Michigan Union Board of Representatives Angela Muùoz Associate Director, Office of Multi-Ethnic Student Affairs Barbara Niemi Director, University Unions Event Services Ike Nwankwo Michigan Union Board of Representatives Susan Pile Director, University Unions Arts & Programs Sgt. Stacy Richmond Special Events, Department of Public Safety Audrey Schwimmer Director, Michigan League Mary Beth Seiler Director, Office of Greek Life Bob Yecke Assistant Director, University Unions
APPENDIX A
ALTERNATIVE TO DPS STAFFING
A.
There are times that student organization events cannot be staffed by the Department of Public Safety due to the unavailability of officers. Only in these instances may the Exceptions Committee, in consultation with DPS, consider approval of alternate supervision for alcohol-free events with 300 or less attendees.
B.
The Event Coordinator must identify a faculty or staff member(s) who will serve as an on-site advisor(s) for the event. There must be a minimum of one advisor for every 100 attendees or fraction thereof. Advisors must be available for the pre-event meeting, kick-off meeting, and for the duration of the event. In addition, the advisors must be available to attend a post-event meeting, if one is necessary. Advisors must be confirmed in writing to the Dance/Party Program Advisor at least three weeks prior to the scheduled event.
C.
Student organizations must adhere to all other appropriate procedures associated with the Dance/Party Policy.