Student Organization Social Event Policy

Introduction

In keeping with Rockhurst University’s commitment to neighborhood relations, to maintaining its positive reputation within the broader Kansas City community, and to the safety and well-being of students, the University has created the following policy concerning student organization social events (“Events”). By following the guidelines below and other University policies, student organizations (“Organizations”) can successfully host social events while maintaining peaceful and positive relations with their neighbors and protecting themselves and their Organizations from difficulty.

Organizations and Groups Required to Follow Student Organization Social Event Policy

Any student group – regardless of whether the group is formally recognized by the University as a student organization – must adhere to this Policy if organizing or hosting a social event. For purposes of this policy, such groups are included within the definition of “Organization” and such events within the definition of “Event.”

Further, the University requires that the following Organizations adhere to this Policy:

• Athletic teams (collegiate and club)
• Greek organizations
• Student Organizations (except publicized events by Student Senate and SAB)

A. Event Registration

Hosting organizations must register their Events with the Office of Student Life at least one business day in advance if alcohol is present and one or more of any of the following conditions apply:

• University funds, University-collected funds, or Organization funds are used,
• University property is used,
• At least 50% of an Organization’s members are expected to be present,
• The Event is hosted at a residential facility where more than half of the permanent residents are affiliated with a certain Organization (and the total number of participants is 20 or more),
• The Event is advertised

If the event is Saturday or Sunday, the event registration must occur by Thursday at 4:30 p.m. To provide adequate opportunity for staff to review and respond to the registration. For organizations selling tickets on Friday for events on Saturday or Sunday, exceptions can be requested from the Student Life Office (via communication with Director or Assistant Director of Student Life).

An Event should also be registered if 100 or more people are expected to attend even though alcohol may not be present (with the exception of those sponsored by University Departments, SAB, and Student Senate).

A registration form is available on the University website.  A confirmation of receipt will be sent to the Event Contact. The University reserves the right to deny approval; appeals of denial may be made to the Dean of Students, or his or her designee, whose decision after reviewing appropriate documentation shall be final.

B. Spontaneous Events

When an informal gathering spontaneously grows into Event status (that is, without being planned or anticipated more than one business day in advance or by 4:30 p.m. For a weekend event), the Organizations involved should take immediate and reasonable safety measures. Such measures include the items listed below to the extent feasible:

• Turn off music and begin announcing that the event is over
• Ask several designated nondrinkers to assist in asking people to leave
• Call advisor and ask for help
• If within the Rockhurst Security jurisdiction, call Rockhurst Security at 816-501-4010 and ask for assistance with event dispersal
• If event warrants, call local police or 911 and ask for assistance with event dispersal

Organizations and their members are responsible for determining whether it is not feasible to take reasonable measures given the size, location, etc. Of a spontaneous Event, and, if not, must make every effort to end the Event.

Events will not be considered to be spontaneous if they were, for example, discussed at an Organization meeting, the Organization funds the Event in any way, a reasonable person would perceive the Event as sponsored by the Organization, or more than 50% of an Organization’s members attend the Event. Other considerations include whether alcohol is present, whether the Event is hosted at an on or off-campus residential facility where more than half of the residents are affiliated with an Organization, whether there is planned entertainment, information about the event was announced or posted (in hard copy or electronic form), and whether the Event is hosted under the Organization’s name.

1. Guest List

For Events at which alcohol will be present, a guest list must be provided to the Office of Student Life one full business day prior to the Event (exceptions can be requested of Student Life if tickets are being sold).  A guest list form is available on the University website. The Event will be canceled by Student Life if the guest list is not submitted.

• The guest list will include all members of the Organization that are attending and their guests.  No more than 3 guests per member attending the event can be included.
• The guest list will include an indicator if the person is a Rockhurst student and if they are at least 21 years old.
• Individuals not included on the guest list must not be allowed to enter the Event. If a problem arises with refusing entry, contact Security (or local law enforcement if off campus) immediately.
• The names and cell phone numbers of designated non-drinker Organization members must be submitted with the guest list.

2.  Mandatory Training

As required by the Office of Student Life, student leaders must complete required training before an Organization sponsors an Event. The Office of Student Life will inform Organizations of what training is required and how it must be completed. Athletic student leaders will be offered similar training.

3.  Advertising

The Office of Student Life must approve print advertising before it is displayed and should follow the Posting Guideline Policy.  Event advertising that states or suggests that alcohol will be available and/or is not in alignment with University values is prohibited. Advertising also includes electronic forms (i.e. Text, social media posts, etc.).

4.  Contracts

If an Event requires a contract and student activity fee funds are used (for example, for facilities or a performance), the contract must be submitted to the Office of Student Life for approval and signature.  Students are not allowed to sign contracts to commit the University or Organizations to host a performer or Event under any circumstances. Should any individual other than an authorized Rockhurst employee sign a contract, the individual signing the contract will be held responsible for any fees and requirements set forth in the contract.

5.  Charging for Tickets

Charging for tickets will be permitted as long as all funds that are collected from ticket sales are specifically for the rental of buses to and from the Event, the cost of Event facilities and/or the cost of music for the Event.  No ticket funds can ever be used for the purchase of alcohol.

6.  Compliance with Federal, State, and Local Laws

Organizations, their Events, their members, and students attending Events must comply with applicable federal, state, and local (location of the Event) laws. Violations will be treated as violations of University policy.

Pertinent ordinances include, among others, those prohibiting nuisance parties (prohibited in Section 50-174 of the Code of Ordinances of Kansas City, Missouri), as well as those prohibiting:

• fire
• occupancy
• curfews for persons under 18
• illegal parking
• excessive noise
• loitering
• spitting
• distribution of tobacco products to minors
• disturbing the peace
• disorderly conduct
• disorderly premises
• trespassing
• urinating or defecating in public
• minors in possession of alcohol
• possession of marijuana and illegally possessed controlled substances
• possession of drug paraphernalia
• illegally selling alcohol
• open containers of alcohol
• driving under the influence
• fighting
• theft
• robbery or attempted robbery
• assault or attempted assault
• unlawful discharge of a firearm
• unlawful use of weapons
• rape and attempted rape

7.  Alcohol

Organizations sponsoring Events are expected to encourage moderation in any alcohol consumption and to keep the focus of the Event on social interaction rather than alcohol consumption.

• The sale, use or consumption of alcoholic beverages during an Event must be in compliance with any and all applicable laws of the state, county, city and University policies.
• If alcohol is to be present, the Event must be BYOB or outsourced to a third-party vendor.  The Event must comply with the BYOB or Third-Party Vendor Guidelines set out below.
• Alcohol may never be sold except through a licensed, third-party vendor.  The promotion of or participation in, any action or activity that could be interpreted as selling alcohol will not be tolerated.  This includes but is not limited to charging admission to parties, passing the hat, selling drink tickets, or having vending machines that dispense alcoholic beverages.
• Alcoholic beverages may not be purchased through Organization funds nor may the purchase of it for members or guests be undertaken or coordinated by any member in the name of, or on behalf of, the Organization.
• No Organization may co-sponsor or co-finance a function where alcohol is purchased by any of the host groups or Organizations.
• No Organization may co-sponsor an Event with an alcohol distributor, charitable organization or tavern (an establishment generating more than half of its annual gross sales from alcohol) where alcohol is given away, sold or otherwise provided to those present, unless prior approval has been given by the Director of Student Life.
• Open parties, meaning those with unrestricted access by non-members of the Organization, without specific invitation, where alcohol is present, shall be prohibited.
• At Events where alcohol will be present, Organizations must designate at least two designated non-drinkers “DND.” In addition, there must be at least one DND member per 20 members on the guest list.  These members must be present throughout the Event.  They must be completely sober (which includes not drinking for many hours prior to the Event), may not drink at all and must be alcohol-free and drug-free throughout the Event.
• The possession, sale or use of any illegal drugs or controlled substances during an Event or at an Event that an observer would associate with the Organization or University is strictly forbidden.

A. Recruitment/New Member Events

• All recruitment Events associated with any Organization will be dry functions.
• No alcohol shall be present at any new member/pledge/associate member/novice Event.

B. Underage Drinking

No Organization or Organization members, collectively or individually, shall purchase for, serve to, or sell alcoholic beverages to any minor (i.e., those under legal “drinking age”), including Organization members or their guests.

Student IDs must be checked. Wristbands must be issued to those registered to attend who are of legal drinking age.

C. Moderation

• No person shall be granted entrance to an Event if deemed intoxicated by the sober members.
• No Organization or Organization member shall permit, tolerate, encourage, or participate in “drinking games” at the Event.
• The purchase or use of a bulk quantity or common sources of such alcoholic beverage – for example, kegs, jungle juice – is prohibited.
• Several non-alcoholic beverages, including water and soda, must be provided by the Organization throughout the Event at an easily accessible location.

D. BYOB Guidelines

Any Event where alcohol will be present must be BYOB unless the Organization is contracting with a third-party vendor. Because responsibility for planning and monitoring rests with the Organization, members’ careful adherence to guidelines is essential.  The following must be used when planning a BYOB party consistent with the University’s Alcohol Policy.

• Food, non-alcoholic beverages and BYOB alcohol must be placed in the same centralized area.
• Individuals are only allowed to bring in the following amounts of alcohol: one six-pack of beer, one four-pack of wine coolers (or similar alcoholic beverage), one pint of liquor per person, or one bottle of wine.
• Individuals should bring in only their own alcohol and should not provide alcohol to other persons.

8.  Third-Party Vendor Guidelines

Third-party vendors must be properly licensed. This may require both a liquor license and a temporary license to sell at the Event facility.

Third-party vendors must be properly insured. Properly insured vendors will carry a minimum of $1,000,000 per claim and $3,000,000 annual aggregate of general liability insurance, evidenced by a properly completed certificate of insurance prepared by the insurance provider that lists the Organization hiring the vendor as an additionally insured.

If applicable, request the vendor agree in writing to cash sales of alcohol only, collected by the vendor, during the Event. Request the vendor assume in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to:

• Checking identification upon entry
• Not serving minors
• Not serving individuals who appear to be intoxicated
• Maintaining absolute control of all alcoholic containers present
• Collecting all remaining alcohol at the end of a function (no excess alcohol - opened or unopened - is to be given, sold or otherwise furnished to the Organization)
• Removing all alcohol from the premises by 2:00 a.m.

If the above guidelines are not met, Organizations are prohibited from holding their Events at that facility.

9.  Facility Safety - Fire, Building, and Engineering Codes

An Event should be conducted in a manner that does not threaten physical safety.

Facilities where Events take place must meet local fire and health codes and standards, and applicable engineering standards.  This includes providing an appropriate number of unobstructed exits, unobstructed passageways, proper ventilation, not overloading structures with physical weight including people, and having proper fire control and alert systems.  Event facilities must also post emergency numbers for fire/police/ambulance/Security and Event address by telephones and/or at appropriate visible locations. The University does not certify or assume responsibility for enforcing these codes.

Organizations must comply with applicable occupancy limits during Events.

Before an Event, Organization members shall perform a complete inspection of the interior and exterior of Event facilities, identifying any items that might present a danger to those present and/or any items damaged prior to the event.

10. Insurance

University insurance policies do not extend to Events. Event facilities must be properly insured.

An Event held at third-party facilities must comply with the insurance requirements in Third-Party Vendor Guidelines.

Event facilities not controlled by third-party vendors must be covered by a minimum of $1,000,000 per claim and $3,000,000 annual aggregate of general liability insurance for owners/renters as appropriate.  Insurance must be evidenced by a certificate of insurance with the name of the Organization (as well as the national organization with which the Organization is affiliated) as an additional insured.

11. Transportation

• Every effort shall be made to offer any intoxicated member or guest an escort to his or her residence.
• Organizations must provide information about available third-party transportation to guests.
• If transportation has been arranged for an Event via bus, notify Security at least one week prior to the Event and let them know what time buses are to be loading as well as returning to campus.

12. Time Limitations

Events must end by 2:00 a.m. (exceptions may be granted in advance of the Event by the Director of Student Life or her/his designee).

13. Good Neighbor/Tenant Requirements

In addition to requirements concerning compliance with the law and University policies, Events should be conducted in a manner reflecting the University’s commitment to neighborhood relations and the Kansas City community.

A. Guests

• Realize that you have an impact on your hosts’ relationships with their neighborhood and community
• Respect everyone’s property
• Park legally
• Keep noise to a minimum
• Use the restroom to relieve yourself
• Dispose of garbage in garbage cans
• Leave the Event if alcohol is being sold other than by a licensed third-party vendor or illegal drugs are being used
• Engage in and encourage safe behavior

B. Hosts

When Events are held at facilities not controlled by third-party vendors (for example, at a home or Organization building in a residential neighborhood), hosts are expected to comply with any rental agreements for the facilities as well as any neighborhood association rules.  Also:

Before the Event, the Organization should inform neighbors of the Event that is going to take place and the hours when it will occur.

During the Event,

• Remind guests to park legally and respect neighbors and their property.  For larger Events, a sign posted at all entrances is a suggested method for doing so.
• Monitor noise levels.
• Ensure that guests are inside after 10:00 p.m. And discourage them from wandering away from the Event property.

After the Event, facilities must be returned to their normal state (for example, trash pickup, equipment removal) by the following morning at 10:00 a.m. Drive the neighborhood streets to pick up any trash or resolve other problems caused by guests.

When Events are held at facilities controlled by third-party vendors, Organizations and students are expected to conduct themselves in a manner respectful of those around them, including staff and vendor guests not attending the Event.

14. Crisis Management Protocol

Should there be a crisis where any individual might be harmed, the Event facility will be shut down immediately (no questions) and secured. All guests should be escorted out of the facility.  A list of contact numbers for crisis situations including the address of the Event will be readily available at the Event to the sober members, who will be aware of its location.  Should a crisis arise, the following should be notified as appropriate:

• Police, Fire, Ambulance, etc. 911 (Always the FIRST THING!!)

Must provide Your Name, Address of the Event, & Phone Number

• Rockhurst Security (if location is on or near Rockhurst Campus) (816) 501-4911

In the case of Greek Organizations, crisis management should be handled according to By-Laws, strictly following every step to safely manage any incident where any individual might be harmed.

15. Incident Reporting

Organizations, their members, and/or students should report incidents immediately to Security at (816) 501-4010.

16. Security

Security should be given at least seven days advance notice of an on-campus event if their services are required (preferably more).

For Events at which more than 50 people are expected, alcohol is present, and is off-campus, a private security vendor must be retained and present at a rate of one security officer for up to 150 people, two officers for up to 300 people, three officers for up to 450 people, and so on.  Appropriate vendors include off-duty police officers or licensed security agencies.  The name of contracted security vendors will be required for event registration and should reflect the number of participants anticipated on the guest list.  However, the presence of such security vendors does not guarantee safety, does not relieve students or Organizations from their responsibilities, and the University does not assume responsibility for the action or inaction of such security vendors.

17. Discipline

• Failure to follow this Policy may result in individual, Organization, or team discipline, including but not limited to denial of future social event privileges.
• Should a University student violate University policies or law at an Event, that student is subject to adjudication for his or her behavior under the Code of Conduct.
• Should an Organization or team violate University policy or law in the course of an Event, the Organization is subject to discipline under the Code of Conduct.  Should an Event guest violate the Code of Conduct or laws, the sponsoring Organization is subject to adjudication for the behavior of that guest.
• Should problems occur during an Event, the University retains the right to prohibit future Events.