Policies for Campus Events and Advertising

Travel Regulations

• All student organization travel must be registered using the online Presence Event Registration Form. This includes transportation to formals, conferences, other universities, etc. Provide travel details within the form including but not limited to the names and contact information of those traveling, travel details (time leaving, time returning, type of travel, lodging location, etc.). This information will be used in case of emergency. • All student organization travel shall be arranged by the organization’s advisor or the Office of Leadership & Engagement. • Student organizations should not sign any contracts without having them first reviewed by the Office of Leadership & Engagement and/or the organization advisor. • University vans and vans rented in the university name may only be requested by a department or registered student organization and must be approved by an advisor, department chair, or the Office of Leadership & Engagement. The driver must be certified by the university. The driver certification takes at least 2-3 weeks to complete. Contact the Office of Leadership & Engagement to learn how to become a certified driver. • The university can restrict or eliminate travel at any time due to health and safety guidelines.

Trax

For policies and procedures for Trax, including alcohol control, reserving the venue for private events for student organizations, student employees, and appropriate conduct, please see the Office of Leadership & Engagement.

POLICIES FOR CAMPUS EVENTS AND ADVERTISING

Guest Speakers and Programs

Philosophy Susquehanna University affirms open inquiry and free discussion as necessary provisions for freedom to learn and for educational development. Therefore, a recognized student organization or faculty or administrative unit may invite any speaker or performer to campus. With this freedom goes the responsibility to prepare adequately for the event so that it is conducted in a manner appropriate to the academic community. Guidelines • All guest speakers and programs must follow the policies outlined under Co-Curricular Events, Activities and Programs Date Reservation & Registration. • All publicity must clearly identify any and all sponsors of the event. • The sponsoring group should make clear to the public that the views expressed by their guest speaker(s) do not necessarily imply approval or endorsement either by the sponsoring group or by the university. • An opportunity should be provided for questions and statements of opposing views. Also, any speaker who is a guest of the university is entitled to a courteous hearing regardless of their position. • Appropriate scheduling arrangements must be made through the Office of Event Management and the Office of Leadership & Engagement. • The sponsoring group has the responsibility for hospitality (e.g., housing, transportation, meals, entertainment) when a guest speaker or group is invited to campus. When an honorarium and expenses have been promised, a check for this amount should be ready before the guest leaves the campus. • The sponsoring group has the responsibility of notifying the President. the Provost and/ or the Vice President for Student Life and Dean of Students and the Office of Leadership & Engagement of any guest speaker at the time of scheduling, and before final arrangements are completed.

Facility Usage Responsibilities

Groups utilizing university facilities for program and meeting purposes are responsible for returning the space to its original condition after the program: • Decorations and trash removed. • Area, including floors, must be clean. • Furniture reset in original set-up. • Windows closed. • Lights out. • Technology turned off and/or returned per arrangement with IT and Event Management.

Fire Pits

The fire pits at 18th Street Commons and The Robert Ginader Memorial can be used by faculty, staff and students, provided permission has been granted in advance from Event Management. • Reserving these fire pits through EMS is required to ensure the fire pit will be available for your event. • Events must also be registered with the Office of Leadership & Engagement through the Event Registration Form on Presence. • The use of portable fire pits or any open flame is prohibited. • The event contact will be responsible for the health, safety and well-being of the attendees for the duration of the fire, and shall report any known or potential concerns to Campus Safety o Alcohol shall not be served or consumed at the fire pit for reasons of health and safety • Fire pits can be used between the hours of 9 a.m. and 2 a.m. • Non-compliance with this policy may result in the loss of permission to use the fire pits.

Room Scheduling and Lower-Level Display Tables & Vendor Policy

All university buildings and facilities are available for general university, faculty or student use at times and in any ways that do not interfere with the curricular use for which the facility is provided. Any event, meeting or rehearsal that is not included in the regular class schedule must be reserved in advance through the Office of Event Management. The reservation form can be accessed at ems.susqu.edu. Complete all information on the form and hit “submit.” Event confirmation will be emailed to Susquehanna University email accounts once the reservation is approved and entered. Open the attached PDF confirmation and check for accuracy. Room scheduling is for University-related events only. Facilities fees and insurance are required for personal use. Off-campus vendors may contract for the use of the display tables during the academic year through the Office of Event Management. Vendors will be charged rental fees and must provide proof of insurance as part of the contract process except where the vendor is being sponsored by a student organization as a fundraiser for the student group. As a result of a vote by SGA in fall 1999, credit card vendors are no longer permitted to utilize the display tables and may not be used as a source for fundraising by campus groups. Merchandise which makes direct reference to alcohol and drug usage, items that make reference to suspended or former Greek organizations or any items that may be offensive to the general public may not be displayed. Items which are prohibited on campus (e.g., drug paraphernalia, candles, incense) as stated in this Student Handbook may not be sold by either on-campus groups or off-campus vendors.

Decorations

Campus facility users should consult the Office of Leadership & Engagement before proceeding with any decorations related to short-term use of non-academic facilities. For safety reasons, only university staff may install electrical equipment, whenever and wherever needed, and they will see that these installations are removed and stored after each event. In addition, glitter is not permitted in any university facility, and all hung decorations must meet the Posting Policy guidelines.

Bulletin Boards

Campus organizations and individual students are encouraged to use the bulletin boards located around the campus to publicize student activities and all members of the university community are urged to read these announcements. Certain bulletin boards are designated for specific purposes. A variety of focus areas are available in the east stairwells of the Degenstein Campus Center including: clubs and organizations, athletic notices, academic notices, Career Development, student alumni association, campus events and want ads. Posters should be placed only on bulletin boards or designated posting areas. Posters placed on walls, doors and windows will be removed/relocated. Please see the complete posting policy listed under Facilities Usage Responsibility. Each display should be limited to ten (10) days or less to allow maximum usage of the case throughout the year. The sponsoring group/department must be identified as a part of the display materials.

Posting Policy

The following rules and regulations govern the display of signs, posters, notices and banners affixed on university-owned or -operated property. • A recognized student organization or university department must sponsor any promotional materials posted on campus. The sponsoring group must be identified on the posted material.