Event Guidelines and Policies

The Radford University student experience is strengthened through relationships among students, faculty, and staff, and affirmed by active community building by student organizations, departments, and university programs. We always strive to balance community building with community safety. 

Clubs and organizations are encouraged to continue to refer to the Club Handbook and consult with the Club Hub staff to support their efforts. Departments and university programs are welcome to reach out to their leadership, the Student Involvement department, and/or the Associate Vice President for Student Life.

The Club Hub is located in room 226 of "The Bonnie" Hurlburt Student Center. When class is in session, hours are Mon-Fri 8am-6pm. You may reach the Club Hub staff via email at involve@radford.edu

Support for Your Event

We want you to be successful!

Club Hub

  • “The Bonnie” Hurlburt Student Center Room 226
  • Monday - Friday 8:00am - 6:00pm
  • involve@radford.edu

Student Involvement main office

Scheduling Office

Space Event Request Form: https://www.radford.edu/content/scheduling/home/space-request.html

Inclusive Events Tips

How can I be thoughtful and inclusive?

1. When welcoming groups, consider a land acknowledgement.  Here's an example: "We acknowledge the Tutelo and Monacan people, who are the traditional custodians of the land on which we work and live, and recognize their continuing connection to the land, water and air that Radford University occupies. We pay respect to the Tutelo and Monacan Nations, and to their elders past, present and emerging.​"

2. If you are taking photographs, do you have folks permission? Is there a way to opt-out of photography or social media posts?

3. Nametags. Consider giving folks ways to indicate their comfort with others approaching them. Our professions tends to favor extroverts in large group design. This can help.

Optional Name tag Instructions:

A.      Write the name you wish to be called in the upper center.

B.      Share your gender pronouns just below your name. Not assuming others’ pronouns in a way to be inclusive of trans, non-binary, and gender non-conforming people.

C.      Add a blue dot if you would prefer to avoid being photographed. While we will do our best to honor this, there may be times in large group settings that it will not be possible.

D.     Add a green, yellow, or red dot to indicate your color communication.

a.      GREEN – The person is actively seeking communication; they may have trouble initiating conversations, but want to be approached by people interested in talking.

b.      YELLOW – The person only wants to talk to people they recognize, not by strangers or people they only know from the internet. The person might approach strangers to talk, and that is okay; the approached person is welcome to talk back if that is the case.

c.       RED – The person does not want to talk to anyone, or only wants to talk to a few people. Please do not approach someone with a red sticker.

4. Announce the location of restrooms and say that participants can use the restroom as needed throughout the event.

5. If you have a large, hectic event going on, have you set a space aside that is quiet and less bright for folks who may need to recharge in order to fully engage? You could call it a recharge room or quiet space or... get creative.

6. Lots of folks try to be inclusive in serving food by having different options to accommodate myriad diet and nutritional needs.  That's terrific.  You should also consider labeling food, and this includes ingredients.   Most caterers will comply with this if you ask!

7. Scent-free environments.  It's not a University policy but is super helpful to accommodate those university community members who may have respiratory problems or suffer allergic reactions to strongly scented products, such as perfume, lotion, hairspray, deodorant, and other personal care products.​

8. If you have a large event, you may want to consider having an ASL interpreter there.  Our colleagues in CAS can definitely help with a resource list.

9. Is the event free (at least to students).  Not every Radford student has extra funds to get involved in our awesome opportunities.  If you're able, make it free or low-cost. And offer scholarships or funding sponsorship.

10. If you have directional signage or advertising, consider choosing a sans serif font. Serif fonts (especially when electronic) make it less difficult for folks with dyslexia. 

11. Will you have a PowerPoint?  Don't use a font smaller than 22. And, if possible, bring a few print copies (including large print).  And, if you're super-prepared, have it available digitally so that someone could access it from their own device.  In addition, provide alternate text for all images and offer to provide an electronic copy of the slides after the event.  Avoid copying and pasting images that might be difficult to read. Provide color-coded information in another way, such as provided the information using text, shapes, etc.  One helpful reference:  http://accessibility.psu.edu/microsoftoffice/powerpoint/

12. If showing videos, turn closed captioning on.

13. When you introduce yourself to a group, try offering your pronouns.  It can be a signal to others that you are aware and making space for everyone to be themselves. I usually hesitate to ask everyone to share their pronouns as it could create discomfort, so modeling is a good option.

14. Can people get in and out of your space? Can they move around?  If you have lots of 8-person tables, consider removing one chair from some of the tables so that a person who uses a wheelchair or other mobility device has one less barrier to participation.

15. If there is a microphone in a large room setting, use it.  Asking, "Do I need this? You all can hear me, right?" might unintentionally force someone to disclose their invisible disability. And repeat questions asked from the audience if a second mic is unavailable.

16. Who gets airtime? And what identities do they hold? If you have an opportunity to consider multiple voices and experiences it can really help folks connect with the experience.

17. In what other ways could you give forethought to your attendees?  Childcare? Non-fluorescent lighting? Parking needs? Bathroom access? Using 'partner' instead of 'spouse' and 'family' instead of 'parents', etc. 

18. If you have catering or service staff, do you thank them publicly during the event?  They are a very important and often unappreciated part of the team at your event.

19. Avoid gendering when it's unimportant. For example, if you have instructions for an activity instead of saying "participants should discuss with his or her partner" try "participants should discuss with their partner."

The plural pronoun “their” rather than “his or her” is a gender-neutral way of being inclusive of all people. There are many opinions about this shift in language use – see information below from the Oxford Dictionaries and Merriam-Webster, both of which present the case for using a plural pronoun to refer to a singular noun.

From the Oxford Dictionaries:

http://www.oxforddictionaries.com/words/he-or-she-versus-they 
You can use the plural pronouns 'they', 'them', 'their' etc., despite the fact that, technically, they are referring back to a singular noun:
If your child is thinking about a gap year, they can get good advice from this website.
A researcher has to be completely objective in their findings.

Some people object to the use of plural pronouns in this type of situation on the grounds that it's ungrammatical. In fact, the use of plural pronouns to refer back to a singular subject isn't new: it represents a revival of a practice dating from the 16th century. It's increasingly common in current English and is now widely accepted both in speech and in writing.

You can read more about the debate surrounding the use of 'he or she' versus 'they' on the Oxford Dictionaries blog.

From Merriam-Webster:

The Awkward Case of 'His or Her' 
Singular 'their' might be a better choice (short video)
http://www.merriam-webster.com/video/the-awkward-case-of-his-or-her

From the Associated Press Stylebook: his, her

Do not presume maleness in constructing a sentence, but use the pronoun his when an indefinite antecedent may be male or female: A reporter tries to protect his sources. (Not his or her sources, but note the use of the word reporter rather than newsman.)

Frequently, however, the best choice is a slight revision of the sentence: Reporters try to protect their sources.

An interesting article from the Wall Street Journal:

http://www.wsj.com/articles/can-they-be-accepted-as-a-singular-pronoun-1428686651

20. When asking participants to RSVP, ask if they need any disability accommodations in the RSVP and provide contact information in case participants have questions about accommodations.  Check out these additional sites for information on preparing for participants with disabilities

https://www.nccsdclearinghouse.org/inclusive-event-planning.html

http://ada.missouri.edu/events.php

21. Inclusive Pedagogy for Introverts & Participation:

A. Stay attuned to the quieter students.

It is easy to overlook quiet students or assume that they are bored or have nothing to say. But there are other signs of engagement that go beyond class participation. Do the quiet students listen attentively in class? Do they look like they are thinking hard and have something to say? Do they hand in assignments on time, and is their written work thoughtful and insightful? These are just a few indications that your quiet student is introverted and struggling with class participation.

B. Speak with your introverted student privately and propose an alternative.

Once you have identified an introverted student, speak with them privately outside of class. Let them know that you have observed their difficulty speaking in class and suggest an alternative. Allowing the student to express their thoughts via email can be a highly effective solution; base their participation grade on these emails rather than class discussion.

C. Challenge the notion that introversion is a flaw that students need to change or overcome.

Remember that introverts have a lot to contribute and may be capable of deeper insight than many of the extroverts who dominate discussion. Many of the introverted students feel silenced to begin with it is up to you to give them the opportunity to express their opinions.

From Stop Using Participation Grades to Force Introverts to Speak in Class by Tara Malone https://introvertdear.com/news/introverts-speak-class/

Green Event Checklist

Paper

1.      Reduce paper and ink use.

  • Post agendas and supporting documents online or distribute electronically instead of printing.
  • Use electronic media for event promotion, registration and materials distribution.
  • Request that participants use electronic materials rather than print materials.
  • When printing is necessary, select narrow margins, print double-sided and use half-sheets of paper when possible.
  • Print event schedules on the back of nametags instead of printing both nametags and schedules.

2.      Use recycled-content paper.

  • Order cost-competitive recycled content paper. 30%, 50%, and 100% recycled content paper exists. 

Nonessential Items

1.      Reduce giveaways, promotional items and material incentives.

  • Eliminate giveaway items.
  • If giveaway items are not eliminated, offer items that are sustainably made, useful and optional (i.e., offer giveaways on a table for individuals to choose rather than a “swag bag.”)
  • Request that guests do not bring giveaway or promotional items for informational or vendor tables. Instead, encourage the use of scanning QR codes/taking pictures for information.

2.      Reduce decorations.

  • Eliminate centerpieces.
  • Decorate with reusable or repurposed items and/or share centerpieces or decorations with another organization/unit.

Food/Catering

1.      Reduce or eliminate the use of disposable containers.

  • Order buffet-style meals.
  • Order bulk beverage servers instead of individual beverage containers.
  • Ask participants to bring reusable cups or mugs.
  • Recycle the boxes if using boxed lunches. Empty boxes can be placed in recycling bins.
  • Request washable plates and silverware (china) instead of disposable.

2.      Reduce the amount of wasted food.

  • Ask participants to provide early confirmation of attendance and order the appropriate amount of food.

3.      Reduce the amount of food sent to landfill.

  • Plan to give-away or donate leftover food. Advertise over social media to give away or request participants bring their own “to-go” containers.

4.      Make sustainable food choices.

  • Offer a vegetarian option.
  • Offer a vegan option.
  • Choose a meat other than beef.
  • Request sustainably sourced food from Dining Services. 

Other Waste and Recycling

Increase recycling.

  • Verbally direct attendees to recycling bins and include a presentation slide asking participants to recycle.
  • Make sure recycling bins are visible and clearly label them “Recycle Handouts Here” or “Recycle Lunch Boxes Here” with reusable signage.
  • If recycling bins are not already in your event space, request them in advance (instructions available).
  • Order additional recycling bins for large events (instructions available).
  • Reuse nametags and recycle nametag inserts. Provide recycling containers and clearly label them “Recycle Nametags Here” with reusable signage.

Transportation

Reduce vehicle use.

  • Advertise the closest Radford Transit stop to the event location.
  • Encourage, incentivize, and facilitate carpooling, biking, and walking.

Energy

Conserve energy.

  • Between and after sessions, turn off lights and projectors in spaces not in use.
  • Do not turn lights on when daylighting is adequate. 

Communication

Promote environmentally conscious behavior.

  • Clearly state your greening goals for the conference and for participants on your event website, emails, documents, RU Involved, and opening address. Be consistent in your messaging.
  • Work closely with stakeholders, such as vendors and speakers, to communicate your greening goals for the conference.
  • Demonstrate environmental stewardship for your attendees.
  • Prominently display the “Greening Your Event” logo.
  • Reach out to RU Sustainability with questions and for assistance meeting your goals.

Event Policies

After Hours Facility Usage-Ongoing Basis

Clubs/organizations wanting to remain in Hurlburt Student Center or Heth Hall after regular building hours on an ongoing basis should submit a written request to the office of the Department of Student Activities stating the purpose for the after hour facility usage.

The request should be submitted at the start of each semester. The request should include a list of club/organization executive members and 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, 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 hours usage of the Hurlburt Student Center or Heth Hall, should submit a written request to the Department of Student Activities, stating the purpose for the afterhours usage.

The request should be submitted 24 hours prior to the proposed after hours usage. The same rules and regulations apply for one time requests as for ongoing requests.

 

Allocation of Office Space

Office space allocations for recognized student clubs and organizations will be assigned on a semi-permanent basis by the Department of Student Activities.

Preference will be given to the following organizations: SGA, R-SPaCE, Greek Life, 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 department of student activities to determine if space will be allocated on the basis of necessity and availability.

 

 

Auctions

Service auctions include, but are not limited to, those program formats that allow bidding on individuals, groups, items, or services. These events are most often held as fundraisers for philanthropic good. As a program format, service auctions may unintentionally support exclusion of particular community members and/or support behavior that endangers others. This would be in direct violation of our Code of Ethics.

Some issues that might arise include:

  • Racial Insensitivity: Regardless the intent of a date or service auction, it involves one person “bidding” for the time/services of another person. This is similar in structure to slave auctions, a tragic part of US history. They devalue the dignity of human beings to the level of merchandise. The bidding process invariably involves a comparison of the relative “value” of each person being auctioned. On a campus where equality, openness, and sensitivity are valued, any activity that suggests the auctioning of one human being (or their services) to another is harmful to our community.
  • Gender Insensitivity: An extension of the issues above is the need for us all to respect the rights of others and to know that a person cannot be bought. One of the dangerous attitudes that continue to exist between men and women is the concept of “whoever pays is entitled.” Some acquaintance rapes result from the assumption that whoever “pays” is entitled to what they want. Service auctions can contribute to this expectation. In an environment where one in four women is sexually assaulted, any activity that contributes to rape culture is harmful to our community.
  • Sexuality Insensitivity: In practice, date auctions are overwhelmingly structured based on the gender binary (only male-born men and female-born women exist) and heteronormativity (the assumption that all people are heterosexual, rendering invisible people who identify as gay, lesbian, asexual, pansexual, and other non-heterosexual identities). The planning, marketing, and event practices overwhelmingly involve a spoken mandate or unspoken assumption that only men bid on women and only women bid on men. Despite the wishes or intents of organizers, participants can (and often do) have homophobic reactions when a person bids on another of the same gender. On a campus where we celebrate the uniqueness of each individual, any activity that renders invisible whole identity groups is harmful to our community.
  • Personal Safety: Some auctions involve a “well known” person spending time with a stranger on a “date” that they otherwise might not choose to spend time with. Other auctions involve less known people, but again they might be “purchased” by someone they might not choose to spend time with. The organization sponsoring the auction has no way of knowing the motivations of the person doing the bidding. A date auction can create convenient means by which a person has the opportunity to “buy” some time with the person to whom they are attracted but whose attention is unwanted and threatening. Although the possibility of this scenario may seem extremely remote, it has considerable liability implications for the organization sponsoring the event. In an environment where safety is valued, any activity that creates safety risks is harmful to our community.
  • Modern Slavery & Human Trafficking: Unfortunately, the real practice of slave auctions and the selling of human beings did not end with Abolition in the US. There are millions of people enslaved throughout the world today. The US has many internationally renowned resources on human trafficking. In a world where humans are still struggling for freedom from slavery, any activity that minimizes the real tragedy of human bondage and trafficking is harmful to our community.

Given the risks above, creativity should be used to consider alternate ideas to a service or date auction format. In order to support safety and inclusion for those who decide to use a service auction for philanthropic efforts, students and organizations should adhere to these guidelines.

  1. Only specific services may be offered (i.e., car wash, the preparation of a meal). The offering of unspecified labor—for either a specific period of time, or an open-ended period–is prohibited.
  2. Offering services that require a license (haircuts, manicures, massages, etc.), is prohibited, as is the offering of services that are in violation of the law or University policy, and services that potentially endanger the health, safety, or well-being of students or others.
  3. The “auction” of individuals is prohibited, as is the auction of unspecified services of individuals (i.e. Date Auctions).
  4. Advertising and promotional materials for service sales and auctions must list the services on offer.
  5. Advertising and promotional materials must provide the name of the organization(s) receiving the funds raised.
  6. Alcohol is prohibited at any service auction event.

Banners

Banners may be posted in the Bonnie Hurlburt Student Center dining area at the following locations:

In front of the screen on the stage

·         Banner must be taped to the front of the screen and tape residue must be removed after use.

The small wall section above the entrance into the dining area

·         The banner size is limited to 2’x6’ in this area. 

Broadcast Channel 14

Use of the broadcast system is open to all recognized student organizations and University departments.

Advertisements and announcements on the broadcast system shall be limited to the following:

      Special events sponsored by recognized student organizations and departments.

      Services offered by recognized student organizations and departments.

      Events held in the Hurlburt Student Center, Heth Hall, Dedmon Center, Pridemore Playhouse and Bondurant Auditorium.

Announcements can be submitted on a Channel 14.1 Broadcast Announcement request form. The forms can be picked up at the Hurlburt Information and Event Planning Office.

All announcements must be received at the Hurlburt Information and Event Planning Office at least one week (5 business days) before they are scheduled to run.

Announcements for off-campus events, weekly meetings, table events and individual organization rush/interest meetings do not qualify for broadcast announcements.

The Department of Student Activities Event Planning Manager has the right to limit any announcement requested to run for long periods of time to no more than ten consecutive days. Any announcement that has appeared on the system for more than ten consecutive days may be removed without notification.

Content must not make references to the consumption of alcohol and must not promote discrimination based on race, religion, age, national origin, disability, veteran status, political affiliation, sexual orientation, or sex. If the content of the announcement is rejected, the sponsoring organization will be notified.

The Department of Student Activities Event Planning Manager reserves the right to edit announcements on the basis of style and length. Unless a specific background is specified on the request, the choice of artwork shall be at the discretion of the Event Planning Office staff.

Broadcast Request Form

 

 

Cancellation/Changes

Please notify the event planning office of any room/space reservation cancellation, as soon as possible. A minimum of 48 hours is required for cancellation notices. Failure to comply could result in loss of reservation privileges.

 

 

Candle Use

Candles are not permitted in campus facilities; this includes both burning and non-burning candles. Battery operated candles are permitted. For more information, call the Event Planning Office at (540) 831-5420 or the Fire Safety Office at (540) 831-7792.

 

Equipment (i.e. furniture, electronic equipment)

Equipment reservations should be made when reserving space. Equipment must remain in designated meeting/office and lounge space. Equipment will not be loaned for use outside the department or at other campus facilities. Equipment care is the responsibility of the reserving party. Damaged equipment may be assessed to the reserving party. Equipment for use outside the department of student activities facilities may be reserved through facilities management for a fee, (540) 831-7800.

No amplified sound is allowed earlier than 5 p.m., during outdoor events, without prior approval from the Department of Student Activities.

 

Event Decorating Policy

  • Flammable liquids are prohibited. (i.e. oil lanterns, spray paint)
  • Helium tanks are permitted but must be stored in a secure location. Stored tanks must be secured in a manner that insures it remains in an upright position.
  • Decorations may not hang from ceilings or light fixtures.
  • Windows and doorways must remain free of materials/decorations.
  • Windows cannot be blocked or covered without approval from the Office of the Director of Student Activities.
  • Smoke detectors and Exit signs must remain free of material/decorations.
  • Heating units may not be blocked, covered or decorated.
  • All surfaces, to include doors and walls, are limited to 10% coverage.
  • No tacks, nails or screws of any kind can be utilized.
  • No duct, packing, scotch or electrical tape can be utilized.
  • No dried vegetation may be used (includes hay, bamboo, dead trees, straw, leaves, etc.).
  • Live potted plants and artificial plants are permitted.
  • Small strand lights are permitted.
  • Light strands utilized as an extension cord is prohibited.
  • One hundred lights are the allowable limit. LED lights are recommended.
  • The "UL" tag must remain attached to the cord.
  • Lights atop other materials/decorations are prohibited.
  • Confetti and/or glitter are prohibited.
  • Exit pathways must be four feet wide must remain clear.

 

Facility Rates

Heth Halls Rooms Rental Rate
Room 014 $150
Room 016 $75
Room 018 $55
Room 019 $55
Room 022 $75
Room 023 (break room) $55
Room 025 (lounge area) $55
Room 028 (lobby) $55
Room 043 $150
Room 044 $55
Room 045 $55
Room 103 $55
Room 220 $55
Room 239 $55
Room 243 $55
Hurlburt Student Center Rooms Rental Rate
Auditorium $400
Combo room (248, 249, and 250) $165
Room 248 $55
Room 249 $55
Room 250 $55
Conference room 210 $55
Conference room 229 $55
Game room (bowling area or game room only) $75
Game room (bowling and billards) $125
Dining area stage $70
Lobby (per table space) $55
Plaza (per table space) $55
Preston Hall Room Rental Rate
Bondurant Auditorium $1200

 

Miscellaneous Fees

The rental rate does not include the removal or cleaning of unnecessary debris and/or repairing damages.

The following rates will be billed separately or as needed:

  • Security
  • Labor - (billed on all hours beyond normal hours of operation)
  • Sales tax - 5.3 percent sales tax will be added to all labor, room and equipment rentals.

 

 

Food/Catering

Radford University Dining Services is the exclusive caterer for Radford University. Dining services reserves the right to decline any food service requests. Requests for waivers to use off campus food vendors may be made to Radford University Dining Services. Food purchases under $150 are not subject to a waiver. Room set-ups should reflect catering needs when reserving space. It is the responsibility of the club or organization to make arrangements with Radford University Dining Services. For more information call Dining Services at (540) 831-5477.

 

Identification Cards

Members of the university community must carry and display or leave, upon request, a valid Radford University identification card while on the premises of facilities managed by the department of student activities.

Non university, affiliated persons, utilizing the department of student activities facilities, must present, upon request, some type of valid, photo identification. Failure to comply with this regulation could result in immediate removal from the facility.

Inclement Weather Policy/Reservations

All events scheduled in the department of student activities facilities will be considered “cancelled” when the university closes due to inclement weather. It is the responsibility of the sponsoring organization, to contact the event planning office, if an event scheduled during an inclement weather university closing is not cancelled.

Key Check-Out for Organizational Offices/Hurlburt Student Center

The student requesting the key must provide the Hurlburt information office desk attendant with a valid photo I.D. The student must be identified as, “eligible”, through an official organization roster. The student photo I.D. will be retrieved by the desk attendant, and a key will be issued. The photo I.D. will be returned upon key return. Costs associated with the loss or damage of a key, may be assessed to an individual or an organization.

 

Laptop Computer Check-out

Laptops may be checked out for use from the Hurlburt Information Office.  A “Policy Acknowledgement” log, available at the Hurlburt Information Office, must be signed at the time of the computer check out. A valid Radford University identification card must be held at the information office during computer utilization. Laptop computers must remain within Hurlburt Student Center. Replacing or repairing computers that become lost, stolen or damaged during utilization, will be the responsibility of the person who reserved the computer.

 

 

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 and Found Service

The all campus lost and found service is located at the information office in the Hurlburt Student Center. 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 the lost item was registered. Summer session items will remain secure with the service until the end of Summer Session III.

 

Major Events

1.      A major event can be sponsored by any Radford University registered club/organization that is in good standing with the university or a university department.

2.      Major events may be determined by; but are not limited to:

·         Events that are open to the entire campus community, as well as the general public.

·         Events involving a large number of attendees.  

·         Events requiring private security.

·         Events that require the review and approval of contracts.

·         Events where prior problems or concerns have arisen.

·         Examples of major events are concerts, dances, large outdoor events)

3.      Determination of and final approval of any major event sponsored by a student club or organization/department rests with the Department of Student Activities administration.

4.      A sponsoring student club or organization/department must meet with the Event Planning Manager; not less than four weeks in advance of the anticipated major event.  The Event Planning Manager will review a checklist of items associated with sponsorship of an event.  The Event Planning Manager will provide direction and guidance to the student club or organization/department as it relates to meeting those requirements.

5.      The following guidelines apply to all university facilities that are available to host major events.  Including, but not limited to, Hurlburt Student Center, Heth Hall, Student Recreation and Wellness, Muse Banquet Room, Peters Gym and Ken Bondurant Auditorium.  If facility specific regulations are associated with the aforementioned spaces; those regulations will not supersede guidelines but should be considered additions to guidelines.  

6.      The number of participants who can attend a major event will be determined by the safe occupancy maximum for the venue and related security/safety concerns.  Event sponsors must adhere to posted occupancy maximums.

7.      A major event will conclude no later than 1:30am without prior approval from the appropriate university designee; extensions will not be considered in some university venues.  

8.      An estimated attendance for the event must be determined by the student club or organization/department.  The estimation should be relayed to the Event Planning Manager when scheduling the major event.

9.      The student club or organization/department’s staff/faculty advisor or a professional staff member must be present for the event in its entirety.  The event will be terminated if the advisor or professional staff member is not present, all charges associated with the event will be charged to the sponsoring student club or organization/department.

10.  Radford University Police, in conjunction with the Department of Student Activities, will determine, (on an event basis), the number of personnel and type of security measures, (including metal detection, pat downs etc.), necessary to insure safety at a major activity. If additional security measures are required, the Event Planning Office will notify the club/organization or department prior to the major event as to the security requirements.

11.  Radford University Police, in conjunction with the Department of Student Activities, reserve the right to conclude any major event if deemed appropriate due to safety concerns; or is in the best interest of Radford University and event participants.

12.  The cost for Radford University police (RUPD) to provide security at a student club or organization major event will be incurred by the Student Finance Council. The cost for private security will be the responsibility of the student club or organization.  Departments are responsible for the funding of both RU Police and private security

13.  At the conclusion of the event, the student club or organization/department will be responsible for clearing the venue with assistance from Radford University Police and facility staff.

14.  Student club or organization/department members will be required to wear identification, approved by the Department of Student Activities, that identifies them as the event sponsor.

15.  Student club or organization/department will be charged overtime for labor when the major events surpasses the scheduled venue hours without prior approval for the extension.

16.  Alcohol is not permitted, in any form, at major activities where students are in attendance.

17.  Radford University posting policies should be adhered when advertising a major activity.

18.  Violations of these guidelines could result in the loss of university privileges or university disciplinary action.

19.  The Department of Student Activities designee reserves the right to make exceptions to all or any part of the above guidelines.

 

Online Calendar of Events

Club, organization and department events that are open to the university community and reserved through the event planning office will be included in the calendar of events. Contact the event planning office at (540) 831-5420, to post an open event that is not scheduled through the event planning office.

 

 

Movies, Public Viewing

It is against federal law and university policies for organizations to show any kind of movie or documentary without following proper licensing procedures.

The Copyright Act requires performance rights under three conditions (see below). The act allows for the performance or display of video or film in a classroom where instruction takes place in classroom with enrolled students physically present and the film is related to the curricular goals of the course.  Once it is an open event, it requires the programmer to purchase rights.

YES -- you need public performance rights:

  1. If the showing of the video is open to the public, such as a screening at a public event, OR
  2. If the showing is in a public space where access is not restricted, such as a a showing of a film for a class but in a venue that is open to anyone to attend, OR
  3. If persons attending are outside the normal circle of family and friends, such as a showing of a film by a club or organization.

NO -- you do not need public performance rights:

  1. If you are privately viewing the film in your home with only family and friends in attendance, OR
  2. If you are an instructor showing the film in class as part of the course curriculum to officially enrolled students in a classroom that is not open to others to attend, OR
  3. If the film is in the public domain.

 

Space Reservation Guidelines

These guidelines pertain to requests to reserve space by student clubs and organizations, campus departments, and non-university groups that are eligible for scheduling through the Department of Student Activities Information and Event Planning Office and the Ken Bondurant Auditorium Reservations Office..  These spaces include:  Heth Hall and Lawn, Hurlburt Student Center and Plaza, Ken Bondurant Auditorium, Covington Performance Hall and Foyer, Muse Banquet Room, Moffett Lawn/Field, Cook 107 (after scheduled academic times).

Scheduling Activities/Reserving Space on Campus

Definitions

For the purpose of space reservations, the following definitions will apply:

·         Reservation Request:  A request to reserve space for a specific date, time and facility for an activity or event.

·         Tentative Hold:  A reservation request that has been submitted, but has not been accepted and confirmed due to a lack of necessary information needed to complete and confirm the reservation.  A hold will remain in place until 3 weeks in advance of the requested date or until another reservation request is submitted for the same date, time and facility.  In such cases, the original group will be given one week to confirm or release the date.

·         Confirmed Reservation:  A reservation request that has been submitted with the necessary information (see reserving facilities below), and is confirmed in writing by the Information and Event Planning office via e-mail sent to the person who submitted the reservation request.

·         Ticketed Events: Events that require the purchase of  tickets that are sponsored by university funded student organizations and departments; are required to use the official ticket service offered by the Information and Event Planning Office/Bondurant Reservations Office.  All proceeds from ticket sells must be deposited into a university account.

Reservation Priorities

The following priorities apply to groups requesting to reserve space administered by the Information and Event Planning office/Bondurant Reservations Office.

An announcement for the Priority Scheduling Dates will be posted on the RU Involved website the third Tuesday in March and sent out as a message to all registered student organizations via RU Involved.

Reservation requests must be submitted on or after the established dates for respective groups noted below.  No reservation requests will be accepted prior to the established dates.

Priority Scheduling Requests

1.      Senior Administration

  1.  
    • President and Vice President sponsored events
    • Campus-wide and major events authorized by Senior Administration

2.       Enrollment-Related or Campus Wide Events (to include but is not limited to Admissions Open Houses, Quest, Highlander Days, Freshman Move-In, Family Weekend, Alumni Weekend, Highlander Festival, University Performance Series, CDI Program Series, BE S.E.E.N. Weeks, McGlothlin Awards, History Day, Martin Luther King Celebration, Student Awards Ceremony and similar, major campus-wide events)

  1. Student Organizations Responsible for Campus Wide Programming  and who are fully funded by the Student Finance Committee.
    • Student Government Association
    • R-SPaCE
    • DAP Board
    • BSA
    • ISAC
    • Student Media
    • AEC
    • Peer Health Educators
  1. Registered Student Clubs and Organizations
  1. Greater campus community, (academic affairs, business affairs, student affairs)

Priority Scheduling Request Periods

The first date that requests for reservations can be received are outlined below for each priority group as noted above.

1.       Open scheduling

·         Senior Administration, Enrollment-Related or Campus Wide Events.  

·         Student Organizations fully funded by the Student Finance Committee

2.       Registered Student Clubs and Organizations

·         For Fall semester:  First Tuesday in April.

·         For Spring semester:  First Tuesday in November

3.       Greater Campus Community (academic affairs, business affairs, student affairs)

·         For Fall Semester:  Second Tuesday in April.

·         For Spring Semester:  Second Tuesday in  November

4.       Conference services reservations will be determined on an event basis. 

Reserving Facilities/Spaces

University Affiliated Organizations/Departments

For reservations contact the Event Planning Office located on the first floor of the Hurlburt Student Center between the hours of  9 a.m. to 4 p.m., Monday – Friday or to reserve Bondurant Auditorium call 831-5908.  The following information is necessary to schedule an activity:

Event title  

Event time/beginning and ending    

Type of activity  

Estimated Attendance

Room set up (i.e. rows of chairs, lecture, theatre, dinner, etc.)   

Equipment (i.e. smart box, lap top, podium, microphone)

The majority of meeting spaces have a standard arrangement of furniture. Upon completion of the scheduled activity, the reserved space should be clear of trash and should reflect the room’s appearance at the opening of the event. If a non-standard furniture arrangement is preferred, a request may be made through the Event Planning Office/Bondurant Reservations Office. Spaces will be reserved based on customers’ needs. No fee will apply.

Facilities will not be available for reservations during the following times and are subject to change at the discretion of university officials.  Go to the university academic calendar at www.radford.edu/academiccalendar to determine annual dates:

Winter Break 

Memorial Day

July 4th

At venues where poor lighting is a safety issue events will not be approved to continue after dusk without sufficient portable lighting approved by Radford University's Safety Office. Venues include, but are not limited to; Heth Lawn/plazas, Muse Lawn, Moffett Quad)

Registered clubs and organizations may reserve a meeting space, on an ongoing weekly basis, for up to 1.5 hours per semester.    

Non-University Affiliated Organizations/Groups:

For reservations contact Conference Services at 831-5800.

For more information relating to Social Functions, Major Events and other Department of Student Activities guidelines go to:

 www.radford.edu/content/student-activities/home/reservations/activities-policies.html

 

Security

Radford University Police Officers will be required to provide security at specific events. Metal detection will be required at specific events. Private security will be required when the use of metal detection is necessary. The Student Finance Council will cover security costs for Radford University Police. The event sponsor is responsible for any fees associated with the cost of private security. The Club Programming Committee can approve funding for private security when appropriate.

 

Guidelines for Social Events and Functions

1.      A social event or function will be defined as any activity that encourages or enhances social interaction.  It may involve, but is not limited to, music for dancing, music for listening or gaming.

2.      The following guidelines apply to all university facilities that are available to host social events or functions.  Including, but not limited to, Hurlburt Student Center, Heth Hall, Student Recreation and Wellness, Muse Banquet Room, Peters Gym and Ken Bondurant Auditorium.  If facility specific regulations are associated with the aforementioned spaces; those regulations will not supersede guidelines but should be considered additions to  guidelines.   

3.      A social event or function can be sponsored by any Radford University registered student club/organization that is in good standing with the university or a university department.

4.      The student club/organization/department sponsoring the social event or function is responsible for managing the event.

5.      A social event or function will conclude no later than 1:30am without prior approval from the appropriate university designee; and will not be considered in some university venues.  

6.      The number of participants who can attend a social event or function will be determined by the safe occupancy maximum for the venue and for security/safety concerns.  Event sponsors must adhere to posted occupancy maximums.

7.      An estimated attendance for the event must be determined by the student club/organization/department.  The estimation should be relayed to the Event Planning Manager when scheduling a social event or function.

8.      Attendance at social events or functions is restricted to Radford University students their guests, RU faculty/staff and their dependents.  A valid Radford University I.D. must be presented to gain entrance to a social event or function.

9.      RU students, faculty and staff are eligible to bring up to 2 guests to a social event or function.  Guests must present a valid photo I.D. to gain admittance; and the sponsoring Radford University student or faculty/staff will be held accountable for the behavior of their guests. Guests must sign in and identify the RU affiliated sponsor.  The student club organization/department must maintain sign in sheets for guests and insure compliance with guest regulations.

10.  The student club/organization/department’s staff/faculty advisor or a professional staff member must be present for the event in its entirety.  The event will be cancelled if the advisor or professional staff member is not present and all charges associated with the event will be charged to the student club or organization/department.

11.  Radford University Police, in conjunction with the Department of Student Activities, will determine, on an event basis, the number of personnel and type of security measures (including private security for metal detection, pat downs, etc.) necessary to insure safety at a social event or function. If additional security measures are required, the Event Planning Office will notify the student club/organization or department prior to the major activity as to the security requirements.

12.  Radford University Police, in conjunction with the Department of Student Activities, reserve the right to conclude any social event or function if deemed appropriate due to safety concerns; or is in the best interest of Radford University and event participants.

13.  The cost for Radford University police (RUPD) to provide security at a student club or organization social event or function will be incurred by the Student Finance Council. The cost for private security will be the responsibility of the student club or organization.  Departments are responsible for the funding of both RU Police and private security.

14.  At the conclusion of the event, the student club or organization/department will be responsible for clearing the venue with assistance from Radford University Police and facility staff.

15.  Student club or organization/department members will be required to wear a badge identifying them as “sponsor” that will be provided by the Department of Student Activities.

16.  Student club or organization/departments will be charged overtime for labor when the event surpasses the scheduled venue hours without prior approval for extended activity.

17.  Alcohol is not permitted, in any form, at campus events where students are in attendance.

18.  Radford University posting policies should be adhered when advertising a social function or event.

19.  Violations of these guidelines could result in the loss of university privileges.

20.  The Department of Student Activities designee reserves the right to make exceptions to all or any part of the above guidelines.

 

Smoking

Department of Student Activities facilities; (Bonnie Hurlburt Student Center, Heth Hall and Ken Bondurant Auditorium in Preston Hall) are smoke free facilities. 

Smoking is to include any type of lighted or heated tobacco product as well as smoking substances that are not tobacco.  This includes hookahs, vaporizers, and electronic smoking devices or instruments.

Smoking is permitted 25 feet from facilities.

 

 

Solicitation

See Free Expression Policy

 

Sound Amplification

1.       Due to the close proximity to campus residence halls and academic spaces; sound amplification may not be used at tables or table spaces reserved through the University Scheduling Office.   Areas include but are not limited to the Hurlburt and Heth plazas, Heth and Muse lawns and Moffett Field.   Sound amplification will not be allowed at tables reserved in the Hurlburt Student Center/lobby.  The guideline applies to both university affiliated and non- university affiliated organizations, departments and groups.   Laptops and cell phones can be utilized for music; but sound level should not travel beyond the perimeter of the table.

2.       Sound amplification will be allowed on the following days and at the following times; and are based on residence halls quiet hours and academic class schedules.    Sound amplification cannot disrupt university business.  The guidelines apply to all Bonnie Student  Center facilities, both indoor and outdoor venues; excluding Ken Bondurant Auditorium and the Bonnie Student Center Auditorium and Dining Stage.    

Sound amplification will be allowed:

Monday-Thursday      5pm-8pm

Sunday                      9am-8pm

Saturday                    9am-12M

Friday                        5pm-12M                

The university reserves the right to specify where and when such amplification equipment may be used and the appropriate level of amplification.

Sound amplification may be used for President and Vice President sponsored events;  and campus wide  or major events authorized by senior administration.  (i.e. Veterans Day program on Hurlburt Student Center plaza, RU Ready Bash, Move-in Weekend, Relay for Life).  Other exceptions may be made on a limited basis.

Any event sponsor utilizing sound amplification must adhere to university noise guidelines/policies.

· University noise guidelines and policies

Residential Life

RH 17     Quiet hours

RH18      Quiet hours at other mandated hours

RH19     Quiet hours for courtesy

Standards of conduct Honor Pledge

Policy SA-ST-1300     Disruptive conduct/Interference

Table Reservations, Hurlburt Student Center Plaza and Lobby

NON-UNIVERSITY AFFILIATED, TABLE SPACE RESERVATIONS

  • Space reservations must be made forty eight (48) hours in advance through the Hurlburt Event Planning Office.
  • Two, (2), six (6) foot tables and two (2) chairs will be the maximum table reservation.
  • Representatives must remain within the perimeter of the table.
  • Tables must remain in assigned space.
  • Tables may not be located under the Hurlburt Student Center over hang.
  • Department of Student Activities equipment is not available for reservation for use at tables.
  • No sound amplification is allowed. 
  • Music can be played on laptops; but without additional speakers. 
  • Noise levels should not be audible beyond the perimeters of the table. 
  •  A fifty-two dollar and fifty cents, ($52.50) per day, per table, $52.65 per day (includes sales tax).

UNIVERSITY AFFILIATED, TABLE SPACE RESERVATIONS

  • Any recognized club/organization and university department will be eligible to reserve space.
  • Space reservations must be made forty eight (48) hours in advance through the Hurlburt Event Planning Office.
  • One, (1), six (6) foot table and two (2) chairs will be the maximum table reservation.
  • Representatives must remain within the perimeter of the table.
  • Tables must remain in assigned space.
  • Tables may not be located under the Hurlburt Student Center over hang.
  • Department of Student Activities equipment is not available for reservation for use at tables.
  • No sound amplification is allowed. 
  • Music can be played on laptops; but without additional speakers. 
  • Noise levels should not be audible beyond the perimeters of the table.   

Table Reservation, Heth Hall Plaza

NON-UNIVERSITY AFFILIATED,TABLE SPACE RESERVATIONS

  • Space reservations must be made 48 hours in advance through the Event Planning Office.
  • A PP25, Facilities Management work order, must be completed at the time of the reservation.
  • A $25 delivery fee will apply.
  • Two, six foot tables and two chairs will be the maximum table reservation.
  • A $52.50 per day, per table, fee will apply.
  • Representatives must remain within the perimeter of the table.
  • Tables must remain in assigned space.
  • Department of Student Activities equipment is not available for reservation for use at tables.
  • No sound amplification is allowed. 
  • Music can be played on laptops; but without additional speakers. 
  • Noise levels should not be audible beyond the perimeters of the table.   

University affiliated, table space reservations

  • Any recognized club/organization and university department will be eligible to reserve space.
  • Space reservations must be made 48 hours in advance through the Event Planning Office.
  • A PP25, Facilities Management work order, must be completed at the time of the reservation.
    A $25 delivery fee will apply at the time of the reservation.
  • One, (1), six (6) foot table and two (2) chairs will be the maximum allowed.
  • Tables and chairs must be reserved through facilities management.
  • In the event of rain, the side porches located on the front of Heth Hall will be available for use.
  • Representatives must remain within the perimeter of the table.
  • Tables must remain in assigned space.
  • Department of Student Activities equipment is not available for reservation or use at tables.
  • No sound amplification is allowed. 
  • Music can be played on laptops; but without additional speakers. 
  • Noise levels should not be audible beyond the perimeters of the table.   

 

Vending

Monies lost in vending machines may be recuperated at the Hurlburt information office. Problems related to vending machines may be reported to the Hurlburt information office.