1. Any recognized student organization sponsoring a late night event or special event is required to submit a Risk Management Plan to the Director of the Lane Center no later than 3 weeks prior to the event. Designated university representatives appointed by the Director of the Lane Center will review the plan to determine if these procedures have been followed and will offer recommendations to the Director of the Lane Center. Final approval is required from the vice president.
   
   
2. The plan should state the location of the event, the capacity of the room, the expected
   number of guests to attend and the maximum number to be permitted, date, beginning
   and ending time of event, etc. Also, the sponsor should meet with the person in charge
   of the space to determine responsibility for room set up, set up of music, cleaning arrangements,
   who pays for special needs of the event, technical equipment, stage, etc.
   
   
3. Student staff/volunteers must have job-specific training prior to the event. Training can
   be provided by student leaders, advisors and/or others who are qualified to do so. It is
   the responsibility of the sponsoring organization to arrange for trainers and training
   dates.
   
   
4. The sponsoring organization's advisor or designee (as approved by the Director of the
   Lane Center) is required to be present for the duration of the event. It is the responsibility of the advisor or designee to check in with the police officer in charge prior to the start of the event.
   
   
5. An event sponsored by a student organization under this policy may not commence on Monday through Thursday of regular class days prior to 7:00 p.m. and on Friday prior to 5:00 p.m.
   
   
6. Organizations are encouraged to provide and/or sell non-alcoholic beverages for late night events, particularly those events that encourage student physical activity (i.e., dancing, games, competitions, etc.) Arrangements for beverage and/or food service must be coordinated with the university dining services.
   
   
7. All sales of beer and/or wine at a student event will be by cash only and the staff of
   university dining services will reserve the right to refuse service to anyone as a result
   of their conduct.
   
   
8. The beer and/or wine will be purchased by university dining services and will be sold
   by their staff at the event. The drinks will be served in clear plastic glasses, only one
   drink per visit to the bar. The sale of alcoholic beverages will cease at least one-half
   hour prior to the end of the event. A variety of food is to be served at the event. Nonalcoholic
   beverages, including water, must also be served and will be free or at low cost.
   The proceeds from the sale of beer and wine will provide for a dining service employee
   to assure that all students twenty-one years of age or older present appropriate picture
   identification (driver's license or state issued non-driver identification card or military
   ID) at the door and that these persons will have visible identification attached to them
   (wristband, e.g.) by the designated dining services employee at the time they are admitted.
   The sponsoring organization will make sure a supply of wristbands is available. The
   person(s) checking identification will be identified by university dining services. The
   student organization sponsoring the event will not be permitted to furnish the person
   to serve in this capacity and will not be involved in any way in his/her selection or
   manner in which the person performs his/her responsibilities.
   
   
9. The student organization sponsoring the event will not receive any income from the sales
   of alcoholic beverages. However, the sponsoring student organization will be permitted,
   if it chooses, to charge admission to the event. Proceeds for the event must be used to
   offset security and entertainment expenses. Profits in excess of expenses must be used
   for future organization-sponsored events. The organization must assume all responsibility
   for the collection of this charge, including (1) arranging with the business office
   for the sale of tickets; (2) arranging with university police to deposit money collected
   in a safe over the weekend (the money must be secured in a locked bag or box); (3)
   depositing monies and return of unsold tickets to the business office the first working
   day following the event; (4) assuring the sale of tickets is done by someone who is to
   be held accountable; and (5) making clear in writing if free tickets are to be provided
   to whom and how many, also making sure it is clear who is to be charged.
   
   
10. The following patron identification applies to all events: "All Frostburg State University students, faculty and staff members must show a valid FSU
    ID for admission to the event. All non-FSU patrons must be accompanied by an FSU
    student, faculty or staff member and present a valid driver's license, state-issued non-driver
    identification card, or military ID for admittance. If this is an event where alcohol is served,
    patrons who wish to purchase alcoholic beverages must be at least 21 years of age and present a valid driver's license, state-issued identification card or military ID. Metal detectors may be in use at this event. All policies and regulations pertaining to the use of metal detectors will be strictly enforced." The sponsoring organization is required to include the above statement on all publicity and advertising for the event. Note: The student organization will make arrangements, in advance, with the Office of Student & Community Involvement, Lane University Center Reservations Office
    (Room 231), to sign out portable copier machine and FSU ID reader for the purpose
    of documenting patrons who are guests of FSU students, faculty or staff. All copies of
    IDs must be retained by the sponsoring organization's advisor for two weeks following
    the event.
    
    
    1. It is important that student sponsored events are safe for those who attend; therefore, appropriate arrangements must be made to provide proper monitoring and security. The sponsor of the event must meet with the Chief of Police or his designee to arrange for the proper number of officers to be on duty (taking into account the number of attendees expected and other factors). If it is determined that additional security is needed, the sponsoring organization will be responsible for any additional costs for security. The sponsoring organization must meet with the Chief of Police in advance of the event to determine the type of onitoring that will take place before students enter the event, including but not limited to:
       
       • Allowing no bookbags, squeeze bottles or other containers.
       
       • Preventing alcohol or controlled, dangerous substance-impaired guests from entering.
       
       • Preventing alcohol or controlled, dangerous substance-impaired persons from leaving
       the event without a safe escort.
       
       • Determining whether metal detectors are to be used.
       
       • Refusing admittance to disruptive persons.
       
       • Allowing no outerwear coats or jackets.
       
       The student organization will make arrangements, in advance, with Lane University Center Reservations Office (Room 231) to sign out the FSU event policy sign(s). It is recommended that the sponsoring organization provide and staff a coat check for patrons of their event.
       The following procedures and process will be followed to determine if metal detectors
       are to be used:
       
       • Events at which alcoholic beverages are served.
       
       • Events involving highly controversial subject matter or speakers.
       
       • Events which previously documented problems of violence, or threats of violence.
       
       • Events likely to draw a significant number of non-FSU students.
       
       • Events scheduled to conclude after 11:00 p.m.
       
       • Back-to-back events that lead into events that would require metal detectors.
       
       • Upon request of sponsoring organization.
       
       • When public safety concerns dictate as determined by Chief of Police.
       
       All of the above and additional planning concerns and issues must be discussed with
       university police and appropriately planned for prior to the event. At least one university police officer should be visible at the entrance when guests are being checked for age.
       Also, the group should plan with university police to check outside the building and
       nearby parking lots until the crowd is totally disbursed at the end of the event.
       
       
11. At anytime during the course of the event, serious disruptive activity occurs, the event
    may be stopped and the premises cleared to prevent further unsafe conditions from
    67 developing. These disruptions include, but are not limited to, violence; excessive sound
    levels (as defined by OSHA after reading has been taken from center of room); insufficient
    lighting/illumination levels; persistent disruptive behavior by the audience and/ or the artist(s) or artist's management, staff or guests; overcrowding; and electrical and other safety hazards that may become present. Prior to the event, it should be determined how this action will be performed and under what circumstances.
    The advisor of the organization, the president of the organization, and the senior university police officer present on campus will be present at this meeting and will consult on the appropriate action to take if action is necessary. The final decision rests with university police present at the event.
    
    
12. The sponsoring organization is responsible for ensuring that the campus community is aware of the University's alcohol, drug and other policies by posting them near the entrance of the event and/or other appropriate places.
    
    
13. Failure to meet the requirements as outlined in this agreement will result in the cancellation
    of the event. All procedures and requirements are in effect until the conclusion
    of the actual event.
    
    
14. Failure to comply with the procedures as outlined in this agreement may result in the sponsoring organization's loss of future privileges to sponsor late night events as determined by the Director of the Lane Center.
    
    
15. The sponsoring student organization agrees, as a part of this procedure, to assist the
    University in assuring that the University's policies are enforced.
    
    
16. All student organizations, whether or not funding through student fees, are subject to
    all policies, procedures and other requirements of the Risk Management Plan.
    
    
17. Contract Agreements:
    Any contract entered into with an organization, performer, or other group external to the
    University shall state the names of any individuals who are guests of the organization,
    performer, speaker or group. These guests shall be notified by the performer that they
    are required to follow the same policies and procedures as other guests, including, for
    example, having a ticket to the event and wearing a wristband at events where alcohol
    is served if they are over age 21. The contract shall further state the names of any
    individuals that the organization, performer, speaker or group brings to the University
    who will be working with equipment setup or production of the event.
    Furthermore, any organization, speaker or external group must notify the University of
    its intent to bring its own security force to the performance; such security force must
    present themselves to university police and be checked in with university police prior
    to opening of the event. Members of the security force will be required to abide by all
    university policies and procedures.
    When students submit their risk management form request, they will designate on the
    form if the event is serving alcohol or if it is a non-alcohol event. They will also receive
    the "General Rules for Late Night or Special Events," whether or not a risk management
    plan is required.

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