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Policies & Procedures
The Department of Student Activities Policies and Procedures Manual is a document providing guidelines to the Department of Student Activities Staff concerning the management of the Bonnie Hurlburt Center and its facilities and for the services it offers; and to insure the safety of the University Community while abiding by state and federal statutes.
Mission Statement We provide students with diverse out-of-the-classroom experiences that facilitate intellectual, civic and social development while promoting a sense of community and enhancing the educational mission of the University.
Policies and Procedures Statement The Department of Student Activities Policies and Procedures Manual is a document providing guidelines to the Department of Student Activities Staff concerning the management of the Bonnie Hurlburt Student Center and its facilities and for the services it offers; and to insure the safety of the University Community while abiding by state and federal statutes.
The Director of the Department of Student Activities or her/his designee reserves the right to interpret or make exceptions to all or any part of a policy or procedure when deemed appropriate and is within the boundaries of federal and state law.
Policies: click to jump to a topic
Accommodations for Individuals with Physical Disabilities
The Department of Student Activities follows the Radford University Policy which states:
Radford University does not discriminate on the basis of disability and is committed to providing accessibility to its programs, services and activities for qualified individuals with disabilities. Efforts to ensure equal opportunity and reasonable accommodations for qualified individuals with disabilities are based on the Rehabilitation Act of 1973 and Americans with Disabilities Act.
Individuals with disabilities needing accommodations to use the facilities or participate in programs, services, and activities offered by the Department of Student Activities should call the Bonnie Information Office, (540)831- 5420, the Department of Student Activities Director’s Office (540)831-5332. Inquiries regarding the University’s policy may be directed to the Director of Human Resources/ EO at 704 Clemet Street, (540) 831-5421, TDD (540) 831-5128.
After Hours Facility Usage-Ongoing Basis
Organizations wanting to remain in the student center after regular building hours on an ongoing basis must adhere to the following: A request must be made by the club/organization to the Office of the Director of Student Activities in writing, stating the purpose of the request. The request should be made at the beginning of each semester. The request should include a list of club/organization executive members, their titles, phone numbers, and email addresses. Any club/organization member using the facility after regular hours must be accompanied by one other person. At least one executive committee member must be present at all times. All club/organization members must have a valid RU I.D. with them at all times. Clubs/organizations must stay in their designated work areas. Visiting restrooms and vending areas are allowed. Upon leaving the facility it will be the responsibility of the club/organization members to secure their designated area; close windows, lights and equipment must be turned off and doors locked. The club/organization is responsible for securing the main entrance doors after exiting the building.
After Hours Facility Usage- One Time Request Clubs/organizations with One Time Requests for after hour’s usage of The Bonnie Hurlburt Student Center must submit a request to the Office of the Director of Student Activities, in writing, 24 hours prior to the requested time, stating the purpose of the event. The same rules and regulations apply for One Time Requests as for Ongoing Requests. (See bullets 2-7 above).
Office Space Allocations
No space in the Bonnie Student Center or Heth Hall (except for Administrative Offices, the Recreation Area, the Event Planning and Information Office, the Dean of Students Office, Media, and Food Court) will be allocated on a permanent basis. Office space allocations for recognized student clubs and organizations will be assigned on a semi-permanent basis by the Director of the Department of Student Activities. Preference will be given to the following organizations: SGA, CAB, BAP, GREEK, Executive Councils and Student Media Organizations. Other recognized clubs and organizations may request office space in the student center on a limited, temporary basis. The request should be in writing to the Director or Department of Student Activities to determine if space will be allocated on the basis of necessity and availability.
Banners may be displayed for a maximum of one week and a minimum of one day.
Railing space may only be used to advertise events scheduled on the Radford University campus unless an exception is granted through the Director of Student Activities.
The sponsoring organization’s name must be clearly displayed on the banner. All banners must specifically list an event, time, date, and place.
References to illegal activities are prohibited.
Banners are to publicize major events or activities and are not to be used for personal messages or communications between organizations.
Exceptions to the policy must be approved through the Director of Student Activities Office and will be granted only under special circumstances.
Violations of the banner policy or guidelines will result in removal of banner and may result in judicial action and a loss of privileges by the sponsoring organization or department. Damage charges resulting from improper posting will be the responsibility of the offending organization or department. Fees will be assessed accordingly.
Specific Banner Guidelines
Location: Heth Hall/Dalton Hall bridge-way railing
Reservations through the Hurlburt Information and Event Planning Office will be made on a first-come, first-served basis.
Professional quality banners must meet the following specifications:
1. Be constructed of canvas or vinyl with waterproof paint only. Other materials will not be approved.
2. All lettering must be stenciled or professionally lettered.
3. Size is limited to a maximum of 3’ high by 12’ wide.
4. Banners must have grommets and be attached by rope, cord, etc. NO TAPE IS ALLOWED TO SECURE BANNER TO RAILING.Scheduling as Part of an All-Campus Event
The coordinator of the all-campus event must first approve on-campus events that organizations plan to hold in conjunction with major all-campus events. The following is a partial listing of major all-campus events:
Major All-Campus Event Coordinator Fall opening weekend Office of the President/Dean of Students Club Fair Department of Student Activities Registration Periods Registrar's Office Open House Office of Admissions Highlander Festival Office of Public Information Homecoming Alumni Office Family Weekend Department of Student Activities Greek Week Department of Student Activities Cancellation/Changes
Please notify the Information and Event Planning Office of any cancellations as soon as possible. A minimum of 48 hours is required for cancellation notices.
Candle Use
No candles (even if never burned) are permitted inside the building.
Chalking Policy
Chalking will be allowed in conjunction with or as part of another campus-wide event, i.e. GREEK Week or Family Weekend taking place on the Heth Lawn. Permission must be granted by the campus-wide event coordinator. Requests and reservations for chalking space must be made to the Information and Event Planning Office at least 48 hours prior to the event.
Designated areas for chalking have been identified as the five (5) sidewalks extending out from the campus fountain excluding the sidewalk that runs in front of Jefferson/Madison Residence Halls. The following are the only campus locations where chalking will be allowed and the number of individual “blocks” available for reservation:
- sidewalk parallel to Madison 14
- sidewalk parallel to Jefferson 10
- sidewalk leading to Reed 13
- sidewalk leading to Young 12
- sidewalk leading to Whitt/Heth 15
The brick sidewalk surrounding the fountain is a prohibited chalking area. All chalking must be done with water-soluble chalk. Written content must be in compliance with Radford University’s Posting Policy (see posting policy). Failure to comply with set guidelines could result in the loss of chalking and other Club and Organization privileges.
Closed Social/Dance Scheduled in the Bonnie Hurlburt Student Center
A Closed Social can be sponsored by any recognized university club or organization.
Attendance will be limited to 150 people and will be limited to members of the organization and their guests. Each member will be limited one (1) guest.
Closed Socials/Dances will conclude at 1:00 a.m. unless pre-approved for 2:00 a.m. by the Director of Student Activities or his/her designee.
A guest list will be provided to the Event Planning Manager one (1) week prior to the event.
The organization will be responsible for the check-in of guests and the monitoring of the social/dance entrance.
The organization’s Radford University faculty/staff advisor must be present for the event in its entirety. If the advisor is not present the event will be cancelled and all charges associated with the event will be charged to the organization.
Two University Police Officers will monitor the entrance.
Metal Detection will be used at ALL Closed Social/Dances.
The event is by invitation only and advertising will not be permitted.
Violations of this policy could result in student center and other university privileges being revoked.
The Director of Student Activities or his/her designee reserve the right to make exceptions to all or any part of this policy when warranted except with the use of metal detection and university police.
Conduct
Members of the University Community using The Bonnie and its facilities and services are subject to the same rules, regulations, and policies that govern campus life in general (see Radford University Standards of Student Conduct). Failure to comply with these or the Department of Student Activities General Policies and Procedures could result in action by the University Judicial System, Civil Authorities or both.
Members of the University Community are responsible for behavior and conduct of their guests.
Student Expression
Students, both individually and collectively, are encouraged to express their views through the normal channels of communication. Students are also free to express their views by demonstrating peacefully and constructively for concepts and beliefs they wish to make known. The University is obligated to protect the rights and freedoms of those students who choose not to participate in a demonstration, as well as being obligated to protect property and prohibit interference with scheduled activities of students, faculty, staff, and any person who may be a guest on campus. Persons who are unsure about the applicability of the policy should contact the Director of Student Activities or the Dean of Students prior to the activity. Persons who are not members of the Radford University community are free to express their opinions at demonstrations providing they are sponsored by a recognized campus student organization.
Demonstration AreasHeth Plaza and the Hurlburt Student Center Plaza have been designated as the primary Demonstration Areas at Radford University for demonstrations or peaceful assemblies. Standard reservation procedures must be followed if a demonstration is to be held on campus; this includes registering the event with the Information Planning Office in the Hurlburt Student Center. Exceptions can be made for alternative sites on campus, as needed, by the Director of Student Activities. Outdoor on-campus activities involving the use of amplified sound must be approved by the Director of Student Activities.
Elevator
The elevator is there to accommodate persons with physical disabilities. The elevator is a service elevator. The elevator shall not be occupied for an extended period of time for service use.
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Equipment UsageEquipment reservations should be made when reserving space. Equipment must remain in the building in which it has been rented for use. The person/club/organization requesting the equipment will be responsible for the equipment during the event. Damaged equipment may be assessed to the responsible person/club/organization.
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Event Decorating Policy1. Flammable liquids are prohibited.
2. Helium tanks are permitted but they must be placed in a secure location and the tank must be chained or safety-strapped so it is not in danger of falling over.
3. Decorations may not hang from ceilings or light fixtures. Loose helium-filled balloons touching the ceiling are permitted as long as they do not cover more than 10% of the ceiling and are promptly removed.
4. Windows and smoke detectors must remain free of decorations. Windows cannot be covered. Windows should not be blocked by furniture.
5. Doors and walls may be decorated but decorations cannot exceed more than 10% of the surface area of the wall. Materials should not hang in doorways.
6. No dried vegetation may be used (includes hay, bamboo, trees, straw, leaves, etc.). Live potted plants are fine.
7. Heating units may not be blocked or covered by decorations or furniture.
8. Christmas lights may be used for decorations as long as an extension cord is not used and the lights themselves are not used as an extension cord. RU policy limits the number of lights being used to 100 lights. The "UL" tag on each strand of light must still be attached to the cord. Also these lights should not be placed on top of other decorations (especially paper and cardboard). If lights are used on the floor, be sure they are located where they would not be stepped on and damaged.
9. Confetti and/or glitter are prohibited.
10. A pathway at least four feet wide must be kept clear of furniture and decorations at all times.Facility Rates
Facility Capacity Non-University Rate (per day) Blue Ridge Conference Room 30 $50 New River Conference Room 30 $50 Appalachian Conference Room 22 $50 Cascades Conference Room 22 $50 Virginia Conference Room 30 $75 Commonwealth Room 126 $275 (Classroom lecture style) Claytor Room 80 $140 (can be divided into 2 parts) Lounge A 100 $130 Lounge B 100 $130 Lounge C 60 $130 Ballroom 300 $500 Ballroom Lounge 75 $200 Radford Room 24 $100 Preston Auditorium Center Main 405 Preston Auditorium Left Main 343 Preston Auditorium Right Main 343 Preston Auditorium Lower Balcony 135 Preston Auditorium Upper Balcony 274 Preston Auditorium Total 1500 $900 Approximately 15 handicapped seats are located in the front of center, left, and right main. Food/Catering
RU Dining Services is the exclusive caterer for all campus events. RU Dining Services reserves the right to decline any food service requests. A club or organization may request a waiver from RU Dining Services to use an off-campus vendor. Clubs and organizations may provide their own refreshments provided the amount spent is under 100.00. Room set-ups should reflect catering needs when reserving space. It is the responsibility of the club or organization to make arrangements with RU Dining Services.
Guests
Individuals attending special events such as conferences, seminars, meetings, lectures and other events open to the public are considered official guests of the University while visiting the campus. Members of the University Community can entertain guests in The Bonnie Student Center; some restrictions do apply.
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Identification CardsMembers of the University Community are expected to carry and display upon request, a valid Radford University identification card while on the premises of the Department of Student Activities Facilities. Guess to the facilities must display, upon request, some type of valid, photo identification. Failure to comply with this regulation could result in immediate expulsion from the facility.
A valid Radford University Identification Card is required to:
- Purchase tickets to events at Radford University to be eligible of student and staff/faculty rates.
- Gain entrance to events.
- Check out magazines and office equipment.
- Check out organizational office keys.
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Organizational Offices Key Check-Out Service ProceduresThe Event Planning and Scheduling Office are provided through rosters of students eligible to gain entrance to a student organizational office in Hurlburt Student Center through the key check-out service. The rosters are created by individual organizations or their respective advisors. To check out a key the student must provide the attendant with a photo I.D. that is kept in the key cabinet upon issuance of the key. A log is kept identifying the person who checked out the key, the time it is checked out and returned and the organizational office to which the student wants to gain access. The photo I.D. is returned upon the return of the key. Lost keys are dealt with on an individual basis. Costs associated with the loss of a key may be billed to the individual or the organization.
Liability
The Department of Student Activities is not responsible for ANY damage, loss or theft. This includes but is not limited to personal items, vendor sale items, or display items.
Lost & Found Service Procedures
Items are accepted by the Lost and Found Service campus-wide and are located at the Event Planning and Scheduling Office located in the Bonnie Student Center. Upon receiving an item, the Lost and Found Service records a description of it in a log book and every effort is made to contact the owner. To claim an item the owner must provide picture identification and a description of the item. Lost items will remain secure with the service until the end of the semester in which it was found.
Federal Laws and University Policies on Public Viewing of Movies
It is against federal law and University policies for organizations to show any kind of movie or documentary without following proper licensing procedures. Please refer to the appendix of forms (link to this) for a complete description and explanation of this policy and federal law, along with guidelines for purchasing the license.
Vendors, Non-University, University Sponsored, & Off Campus Organizations Space Use Regulations
Space reservations must be made 48 hours in advance through the Event planning Office.
Non-university vendors will pay $52.50 per day rental fee. Any retail organization selling merchandise for profit must obtain permission from the university bookstore to sell its merchandise before space will be reserved.Credit card, phone card, and other “contractual” type companies will be sponsored by the Department of Student Activities. Companies are responsible for contacting the Event Planning Manager for reservations. A $210.00 per day fee will be charged.
“Contractual” type companies will be allowed on campus no more than five (5) days per month and only one (1) company of each type will be allowed on campus on any given day.
Vendors/organizations will be allowed one (1), six (6) foot table and representatives must remain within the perimeter of the table.
Tables must remain in assigned space.No sound reproduction or amplification will be allowed unless approved by the Director of Student Activities or her/his designee.
Any form of advertisement pertaining to the purpose of the reservation, such as banners or posters must remain at the table.
Trash must be removed and appropriately discarded from the assigned space.
All university policies related to selling, soliciting, contractual agreements and non-university agencies or vendors, space reservations and use of university facilities/spaces apply.
Equipment / Decoration / Furniture of Allocated Offices
Office furniture/equipment and decorations is property of the Department of Student Activities and may not be removed from offices without permission from the Director of the Department of Student Activities or her/his designee. Painting is not permitted without approval from the Director of the Department of Student Activities. Appropriate minor redecorations of office space are allowed. Office decorations needing some form of permanent fixture must be approved by the Director of the Department of Student Activities or his/her designee. Such maintenance requests must be handled by the Operations Manager. Area rugs are acceptable provided they are in suitable condition. Paper wall hangings, such as, posters, banners and flyers may only be taped to painted walls with masking tape. Damages incurred by inappropriate placement of decorations, abuse of furniture or equipment by organization members could result in monetary charges to individual members or the organization.
On-Line Calendar of Events
A Student Calendar of Events will be displayed daily throughout the academic year. To view the on-line calendar, please go to www.radford.edu/~studentcalendar for current listings of activities and events. Club events that are open to the university community and reserved through the Information and Event Planning Office will automatically be included in the Calendar of Events. “Closed” events will not be included. The master calendar serves as a communication tool for the entire campus and larger community. It allows everyone the opportunity to announce and upcoming all campus event and also provide vital information for those planning additional events. To post an open event that is not scheduled through the Information and Event Planning Office, located in The Bonnie Hurlburt Student Center, please use the “Student Calendar Information Form” at http://www.radford.edu/~stuact/forms. For further information regarding the online calendar, contact the Information and Event Planning Office at (540)831-5420.
Open Social/Dance Scheduled in the Bonnie Hurlburt Student Center
An Open Social can be sponsored by the following SFC Funded groups, CAB, BAP, SGA, IFC, PhC and NPHC. Other recognized university clubs and organizations can sponsor and Open Social/Dance by obtaining special permission from the Director of Student Activities or his/her designee.
Open Social/Dance will conclude at 1:00 a.m. unless pre-approved for 2:00 a.m. by the Director of Student Activities or his/her designed.
Attendance will be limited to venue maximum capacity but will not exceed 700 attendees and will be open to the general public.
The organization sponsoring the event is responsible for managing the event.
The organization’s Radford University staff/faculty advisor must be present for the event in its entirety. The event will be cancelled if the advisor is not present and all charges associated with the event will be charged to the organization.
A minimum of two University Police Officers will assist in monitoring the event. University Police reserve the right to determine the number of officers that will assist with the event in conjunction with the Department of Student Activities’ staff and the sponsoring organization.
The cost for security will be incurred by the Student Finance Council.
Entrances and exits to the event will be determined by the Department of Student Activities’ staff and University Police. Doors not determined to be an entrance will be monitored by members of the organization with the assistance of the Department of Student Activities’ staff when appropriate.
At the conclusion of the event, the organization will be responsible for clearing the building with assistance from the University Police and the Department of Student Activities’ staff.
Organization members will be required to wear a badge identifying them as “Sponsor” and will be provided by the Department of Student Activities.
The Department of Student Activities’ staff will determine if other areas of the student center will close in order to manage the event.
Metal detection will be used at ALL Open Socials/Dances.
An estimated attendance for the event must be determined by the organization. The estimation should be relayed to the Event Planning Manager four (4) weeks in advance.
Non-funded SFC clubs and organizations will be charged overtime for labor when the event surpasses the scheduled building hours.
Advertising is allowed on and off campus and Radford University posting policies must be adhered to.
Violations to any and all of this policy could result in the loss of student center and other university privileges.
The Director of Student Activities or his/her designee reserves the right to waive any fees/charges associated with an event.
The Director of Student Activities or his/her designee reserves the right to make exceptions to all or any part of the above policy in the use of the metal detection and University Police.
Operating Hours
Click here for the Bonnie hours
Portal Use Guidelines/Campus Events
Radford University Student Finance Committee funded organizations will have priority to event posting on the portal. A total of up to ten (10) events may be posted at any given time. If space is available, requests for additional postings from other RU student organizations will be determined on a first come, first serve basis. Only campus-wide events open to the entire community will be considered for posting. Postings will run for a seven (7) day period. Exceptions for and extension may be made on a limited basis by the Event Planning Manager. Postings will be updated once a week. Workshops, announcements and academic department classes, seminars, etc..., are not considered campus- wide events and will not be eligible for posting in the campus events section of the portal.
Printed Materials General Regulations
Radford University is dedicated to fostering an environment that supports and celebrates diversity and, therefore, encourages all areas of the University to reflect that commitment.
The University expects that:Publicity and/or advertising are consistent with Radford University’s Affirmative Action Policy and Non-discrimination Clause which states: Radford University does not discriminate with regard to race, color, sex, sexual orientation, disability, age, veteran status, national origin, religion, or political affiliation in the administration of its educational programs, activities, admission, or employment practices. Inquiries may be directed to the Director of Human Resources/EEO, 704 Clement Street, Radford Virginia, Telephone: voice (540)831-5421; hearing impaired (540)831-5128.
Publicity and/or advertising must not make reference to or depictions of illegal activity such as the underage consumption of alcohol or the use of drugs.
Publicity and/or advertising of all campus public events must include a statement that appropriately addresses accessibility issues. Publicity and/or advertising must include this statement: Individuals with disabilities needing accommodations to participate should call the sponsoring organization or TDD 831-5125.
Publicity and/or advertising of all campus public events should prominently display the sponsor’s name and must be date, time, and place specific.
The official stamp from the Department of Student Activities identifies the advertising of events sponsored by recognized student organizations and University departments. Because the University does not endorse, support or sponsor the publicity, event and/or advertiser for personal and off-campus commercial or public service organizations the official stamp is not required.
Posting of publicity and/or advertisements is strictly prohibited on windows, doors or painted surfaces.
Flyers may be displayed on the following eight bulletin boards: Dalton Hall:
RU Post Office:
2 bulletin boards located at the west entrance leading to Heth.
1 located by the ATM machine next door to the Post Office
1 bulletin board to the right of the main entrance.
Peters Hall:1 bulletin board on the ground floor.
The Bonnie Hurlburt Student Center:
1 located by the Jefferson Street entrance
1 located by the Information and Event Planning Office on the 1st Floor
1 located by the Student Computer Lounge
Bulletin Boards in all academic, residence halls, and service departments are maintained and monitored by those perspective departments. Departments will identify campus advertising bulletin boards and are responsible for the information posted.
Access to classroom bulletin boards is granted to recognized campus organizations, departments, and individual members of the University community to advertise events or for service and personal advertisements.
Handbills are prohibited as a form of advertising by any department, student organization, business, or commercial group.Specific public bulletin board guidelines for recognized student organizations and university departments
All recognized organizations and those club interest groups who have approval from the Coordinator of Student Activities for Leadership to seek formal recognition from the university reserve the right to advertise on campus.
Publicity and/or advertisements to be posted and that are related to these organizations and University departments must be stamped by the Department of Student Activities (2nd floor in the Bonnie) prior to posting.
Printed publicity and/or advertisements should be limited to 8.5” X 11” flyers. Exceptions will be made by the Department of Student Activities on a limited basis for events of major interest to the University community. Maximum size not to exceed 18” X 22”.
A total of twenty-five (25) flyers will be stamped at one time.
There will be a limit of up to two (2) flyers per bulletin boards (depending on available space).
Printed publicity and/or advertisements will remain on the bulletin boards for a maximum of one (1) week. Bulletin boards will be cleared weekly and materials discarded.
Specific public bulletin board guidelines for personal and off-campus commercial or public service organizations
The same general regulations must be adhered to as those listed above for on-campus organizations.
No posting is allowed in any residence (area designated as a domicile) or academic building.
There will be a limit of up to one (1) flyer per bulletin boards (depending on available space).
If public bulletin board space is limited, recognized student organizations and University departments stamped publicity and/or advertisements will take precedent over unstamped materials.
Bulletin boards will be cleared weekly and materials discarded.
Use of other advertising media on campus is encouraged. This includes the Campus TV network, The Tartan, Whim, Radio Free Radford and ROC-TV.
Private Events (Facility Use)
Non-academic facilities scheduled by the Event Planning and Scheduling Office are available for rent by students, full-time faculty, staff and their families and RU alumni. Events must be scheduled during designated breaks and between academic sessions and cannot conflict with other scheduled university related activities.
Costs associated with private events are as follows:
Room rental See above for rates Overtime labor costs $20.00 per hour per employee required Security $25.00 per hour per RU officer Sound system $25.00 per day Setup/Cleaning (incl. table/chairs) 30% of room rental Sales tax (room & equipment rental) 4.5% Radford University faculty, staff, students and alumni will receive a 50% discount on the facility rental rate only. Requests for reservations for Private Events will be confirmed during the following times only and subject to change at the discretion of university officials:
- Fall Break - Winter Break (excluding December 24th , 25th, & 31st, January 1st) - Spring Break - May-August
University Dining Services is the exclusive food provider for all university events. University Dining Services reserves the right to decline requests and provide a release for the requestor to use a non- University food provider. In accordance with The Fair Business Act private events must have a sponsoring university department. The Department of Student Activities will act as the sponsoring department if an individual qualifies to use facilities but without a department sponsorship.
Campus Publicity/Advertising for Recognized Student Organizations and University Departments
All recognized student organization or university department reserve the right to advertise on campus. Publicity and/or advertisements to be posted on campus and are related to a recognized student organization or university department must be approved by the Department of Student Activities (2nd Floor in the Bonnie Hurlburt Center) prior to posting.
Printed publicity and advertising should be limited to 8 1⁄2” x 11” flyers. Exceptions will be made on a limited basis for events of major interest to the university community. Printed publicity and/or advertising may not exceed 18” x 22”. A total of twenty-five (25) flyers will be approved at one time and date stamped.
Flyers will remain on bulletin boards for a maximum of one (1) week. There will be a limit of one (1) flyer per bulletin board. Bulletin boards will be cleared weekly and materials discarded.
The direct posting of materials is prohibited in the residence halls. A maximum 93 advertisements may be taken to the Office of Residential Life to be posted by Residential Life Staff after the advertisement has been approved by the Department of Student Activities.
Room Reservations
When reserving space at the Bonnie Student Center, it is vital that the Information and Event Planning Office understand when your event will begin, end, how the room will be used, equipment needed, and how you prefer the room to be set up. Most rooms have a standard arrangement of furniture, and the reservationists will try to match your needs to a room already established. But, in some cases, special arrangements are needed. Please refer to the Set-up request form.
Reserving University Facilities and Scheduling Activities on Campus
Campus organizations that wish to reserve a campus facility or sponsor fund-raising or extra-curricular activities on campus must first contact the Information and Event Planning Office located in The Bonnie Hurlburt Student Center from 9 a.m. to 4 p.m., Monday through Friday. Scheduling is done on a first-come, first-served basis.
The following information is necessary to schedule and activity:
- Specific date, starting and ending time - Type of activity - Expected attendance - Room set-up style (rows of chairs, lecture style, theatre style, dinner style, etc.) - Equipment (overhead projector, television, VCR, DVD, Sound System, Podium, etc.)
Security
Campus Police Officers will be required at most social events held in the Bonnie Student Center. The Student Finance Council will cover security costs.
Smoking
· The Department of Student Activities facilities (The Bonnie Hurlburt Student Center, Heth Hall, Preston Auditorium, and Fairfax Hall) are smoke free facilities.
Organizations wishing to sponsor an event in the Bonnie Student Center should refer to the Socials Policy.
Solicitation
Solicitation by ANYONE is strictly prohibited.
Sponsored Social/Dance Scheduled in the Bonnie Hurlburt Student Center
A Sponsored Social/Dance may be sponsored by any recognized university club or organization.
Attendance will be limited to 300 people or to venue maximum capacity if capacity is less than 300.
Open Social/Dance will conclude at 1:00 a.m. unless pre-approved for 2:00 a.m. by the Director of Student Activities or his/her designed.
The organization should contact the Event Planning and Scheduling Office three (3) weeks prior to the event to reserve space and to obtain the appropriate event forms.
The Club/Organization Advisor must be in attendance for the entire event. If the Club/Organization Advisor is not present for any part of the event it will be cancelled immediately and any costs associated with the event will be billed to the organization.
A waiver provided by the Event Planning Office stating that the Club/Organization Advisor has read the Sponsored Social Policy and agrees to be present for the entire event must be signed by the advisor. The waiver must be returned to the Event Planning Office no later than 2 weeks prior to the event. Until the waiver is signed reserved space will remain in a “tentative” status.
The organization will be responsible for managing the event and monitoring the entrance/exits to the social. Club/Organization members working the event must wear badges identifying themselves as an “Event Sponsor” and the badges will be provided by the Department of Student Activities.
The organization will assign 3 organization members to monitor the entrance to the social, and I.D. checker, money collector and hand marker.
The Club/Organization Advisor and an Organization Representative will arrive one (1) hour prior to the social and check in with building/venue managers to receive the event packet to include badges for the event and signature forms.
The Club Advisor will organize a brief introductions meeting prior to the event to include University Police, Operations Building Assistant and a Club/Organization Representative.
The Organization must provide sponsorship identification at the check-in table (banner/flyer/sign).
Metal detection will be used at ALL Sponsored Socials.
A minimum of two University Policy Officers will monitor the entrance to the Social. University Police reserve the right to determine the number of officers that will assist with the event in conjunction with the Department of Student Activities and the sponsoring organization.
All security costs will be incurred by the Student Finance Committee (SFC).
Any individual with a Radford University or other college I.D. Card may gain entrance to the event.
Individuals without a college I.D. must present a valid photo I.D., are considered guests and must be sponsored and signed in by a Radford University Student. A student can sponsor up to 2 guests and accepts responsibility for their guests and their actions and behavior. The sponsoring organization is responsible for ensuring that guests are signed in.
At the conclusion of the event, the organization will be responsible for clearing the building with the assistance from the University Police and the venue managers. Sign-in guest rosters, badges and related forms should be returned to the venue manager in the envelope provided.
Organizations will be charged overtime for labor when the event surpasses the scheduled building hours. This will include overtime labor that is incurred if the building is not cleared by the agreed closing.
Advertising is limited to the Radford University campus and neighboring universities that have joint charters with Radford University organizations.
Violations of this policy could result in student center usage and other university privileges being revoked.
University Police reserve the right to cancel an event to due safety issues or other appropriate policies violation(s).
The Director of Student Activities or his/her designee reserves the right to waive any fees/charges associated with an event.
The Director of Student Activities or his/her designee reserves the right to make exceptions to all or any part of the policy when warranted except in the use of metal detection and university police.
Submitting an Event to the Student Calendar
Go to www.radford.edu/~stuact/forms
Click on Student Calendar Information form.
Provide ALL requested information and submit the form on line or print the form and deliver it to the Event Planning Office, first floor, The Bonnie Student Center.
Table Tents
Table tents must be professionally printed on a 5"x 3" index card.
Table tents must be approved by Dining Service Management (831-5351) in advance of display. Please bring the proposed table tent to the main office in Dalton Hall for approval.
Placement in Dalton Dining Hall, Muse, and the Bonnie must take place in between meal periods.
All Dining Services facilities will pull table tents off of the tables (and discard) at the close of business on Friday (8:00 P.M.) of each week during the academic year. Further, table tents will be pulled if soiled or if the date of the event has expired. For maximum exposure, we suggest that table tents be placed on Saturday or Sunday morning.
Table tents will be removed by the organization when soiled or after event has concluded.
Target Vision Policies and Procedures
The use of Target Vision is open to all university departments and recognized student clubs and organizations for advertising campus-wide events and services offered.
Announcements requests must be submitted on a Target Vision request form to the Event Planning and Scheduling Office. Request forms are available from that office and complete forms should be returned five days prior to the requested run date.
Standard running time for announcements is ten consecutive days. The Target Vision System manager reserves the right to run announcements for a longer or shorter time period then when deemed necessary. The contents of the announcement must adhere to the Department of Student Activities, Guidelines for Public Announcement.
For the Target Vision Request Form, please see the Information and Event Planning Office.
Usage
The Radford University Community including students, faculty, staff, administration, and alumni are eligible for facility usage and services. Dependents of faculty, staff and administration holding an RU identification card have limited access to facilities and services.
Vending
Monies lost in vending machines may be recuperated at The Bonnie Information Office. Problems related to vending machines may be reported to The Bonnie Information Office.