Public Safety will attend the SPARC meeting and will reach out to the Event Specialist
directly if they will require them to be at their event.
Public Safety staffing is determined in collaboration with each student organization
during the pre-event meeting. The more detail that can be provided in this meeting,
the more accurate the staffing. Each event is unique, so the determination of staffing
will follow these criteria:
You will then meet with Public Safety at least two weeks prior to your event or it
will not be confirmed.
Public Safety staffing is determined in collaboration with each student organization
during this meeting. The more detail that is provided during this meeting, the more
accurate the staffing. Each event is unique, but will follow these criteria in the
determination:
Number of officers needed per projected attendees (1 officer per 50 people)
History of issues at past organization events similar in nature
Scope of each area of the Special Event definition. For example, if you have 200 attendees,
different admission price for non-WCU attendees, admission fees collected in cash,
and unstructured seating, that is four major areas for Public Safety to monitor.
The price will be $48 per hour per officer for a maximum of 3 officers. This amount
is based on the standard hourly rate of overtime calculated by the officers' union
contract.
Invoices will be sent to Student Services, Inc. and must be paid by the end of the
semester. Failure to pay will result in the loss of privileges to have a dance, party,
or event until the bill is paid.
A quote can be requested by the student organization during the pre-event meeting.
If you are hosting a party or late-night event, you will also need to do a walkthrough.
Please reach out to Sgt. James Audette with any Public Safety questions or concerns around student organization events.
To ensure academic success, no special events will be approved during reading days,
fall or winter break, or during finals week.
Special events may only occur until 12 AM on Sunday – Thursday.
Please talk to your space manager about when the space closes and if accommodations
can be made.
On Fridays and Saturdays, special events may occur until 12:30 AM, but must conclude
around 12:15 AM.
During major University events (Homecoming, Welcome Week, Graduation, Ramboree, Home
Football Games), special events that require Public Safety may not occur due to the
officers’ capacity to work all events.
Please check the dates of these events on the University website before submitting
a space reservation and the special event form.
Any services occurring at your event that includes a performer, DJ, novelty, or outside
vendor MUST provide a contract to Donna Snyder.
No contracts are to be signed by students. Doing so could put you at legal risk.
SSI only utilizes Venmo as an electronic payment application that will go into your
SSI account. You can have students Venmo (@wcu-ssi) with your SSI number and what
the purchase is for and the money will go into your SSI account.
If you are selling tickets, you can do that through the SSI Service Center window
on the bottom floor of Sykes. They will be able to set-up the price, dates, etc.
The reason it is important to use Venmo and the ticket window and not other sites
is to avoid organization money going into a personal checking or savings account.
If you collect cash, all cash must be collected and deposited into your SSI account
at the SSI Service Center before leaving the event.
You can get a cash box from the SSI Service Center during the hours of 8:30 AM – 4:00
PM Monday-Friday.
You can drop it off outside of those hours at a slot at the SSI Service Center.
Be specific in what you need so that SGA can make a decision with the most information.
You can also fundraise! Please be sure to follow the policies above and that all fundraised
money goes into the SSI account by either Venmo, a check written to SSI with your
account number, or cash/ticket sales at the SSI ticket window.
You may NOT have food from a non-commercial, unlicensed facility/setting at your events
due to Chester County Health Department regulations and food safety.
You may generally sell food items such as baked goods, soft pretzels, water ice with
disposable scooper, and other items that are pre-packaged that do not have to stay
temperature controlled.
When having food served at events, please follow proper food handing guidelines such
as:
Washing your hands
Using disposable gloves (food-grade), tongs, etc. to touch food
Use, sale, exchange, possession, or consumption of alcoholic beverages on-campus or
off-campus, if such off-campus use violates local, state, or federal law is prohibited.
Any violation of the University’s alcohol policy, outlined in Code of Conduct, shall
be construed as a violation of this section. In the absence of extraordinary or mitigating
circumstances, a sanction of suspension or expulsion will be imposed on any student
found guilty of providing alcohol to minors.
Alcohol is not allowed, unless approved by the President’s Office, on the West Chester
University campus and it is a violation of this policy to possess alcohol. Demonstrating
that a student has knowledge of the location of alcohol and the intent to exercise
control over the alcohol shall constitute possession
Student organizations are expected to mitigate the use of alcohol and other substances
at their events.
Example include:
Working with Public Safety to establish a risk management plan.
Having trash cans available at check-in at dances/parties/large-scale events.
If your event is happening in the Student Recreation Center, please contact Dr. Dan
Comas (dcomas@wcupa.edu) for a separate form for unaccompanied minors in that space.
Space managers will generally submit your work orders for tables, chairs, custodial,
electric, etc. for you if they are in non-academic buildings or concert theater after
you meet with them (Sykes, Rec Center, Purple Gym, Academic Quad, Res Quad, Asplundh,
Swope Performance areas, etc.)
If your event is in an academic building (Main Hall, SECC 108, etc.), you must submit
your own work order here.
There are a variety of ways to market your organization events. Remember, only those
who follow you on social media will see your posts so it is important to find other
ways to market, as well.
Have your faculty/staff advisor submit your advertisement to be on the digital screens
around campus on Service Now.
Get your flyers approved per building on campus before putting them up. Usually you
can go to the front desk or administrative office of each building to do that. Please
do not put in flyers in the Residence Halls; instead, go to 202 Lawrence to talk to
staff there about the process.
You can reserve banner spots on 25 Live for Sykes Student Union. You can put your
banner either outside on the railing or inside hanging over the staircase.
Each space on campus has a maximum capacity that has been established by Environmental
Health and Safety.
Space managers should be able to give you the maximum capacity based on your location.
Please be mindful of this when submitting event forms.
You may not have an event in a space that does not meet the capacity listed in your
form.
The Office of Student Engagement will let you know if you have to minimize your capacity
for risk management purposes.
The organization will be expected to take attendance via RamConnect for WCU students
and will maintain capacity utilizing tally counters available from the Office of Student
Engagement.
Specific Events with Additional Policies and Procedures
“Expressive Activity” includes constitutionally protected speech and assembly, including but not limited to oral presentations, demonstrations, marches, picketing, leafleting, expressive conduct, protesting, and similar non-Commercial
Speech.
Late night events may take place in Sykes Ballrooms or Ehinger Gym (Purple Gym).
Timing
All parties must end by 12:30 AM will full lights on and music off. All attendees
must vacate the space by 1 AM. If you are having your party until 1 AM, you may begin
the party as early as 9 PM.
Entrance
Attendees may enter when they have:
Valid RamNetID (may enter at any time)
Valid ID from another college or university (must enter the event prior to midnight)
Valid State issued ID
Only WCU students with ID will be permitted inside after midnight.
No one under 17 admitted
Ratio of Officers
1 officer per 50 people
Please be accurate in your estimation of attendees.
Event Hosts
Sponsoring organizations must have students responsible for host duties, based on
the number of attendees:
Events with up to 199 guests: minimum of 4 hosts
Events with 200-299 guests: minimum of 5 hosts
Events with 300-399 guests: minimum of 6 hosts
Events with 400-500 guests: minimum of 7 hosts
It is the responsibility of the students sponsoring the event to remain out front
of the event and are required to be responsible for checking ID’s and administering
wristbands for all guests entering the event. An officer will stand by to assist the
student if they run into any disruptive students/visitors.
It is the organization’s responsibility to assist Public Safety when called upon to
usher guests out at the conclusion of the event.
Event Access
Metal detectors and ID scanning will be used when deemed appropriate by Public Safety.
Officers are to perform cursory search of all large bags bulging jackets or coats.
No one is allowed to enter the event with open containers or glass bottles, or anything
that can be used as a weapon.
No one that appears inebriated will be allowed to enter the event. This can be determined
by either Public Safety or the event hosts.
Anyone found with alcohol or drugs will be arrested.
Walk Through
Student hosts need to coordinate a walk-through with Public Safety and the space manager
of the location, to take place no later than one week prior to the event. The student
hosts need to set the date of this walk through by the time the initial meeting is
set two weeks prior to the event.
Lighting
Proper lighting MUST be maintained in all facilities during all dances/parties. Programs
held in Ehinger Gymnasium MUST keep one set of balcony lights on.
In Sykes Student Union, the Student Director and Public Safety will coordinate safety
needs with the group’s requests in setting a desired level of lighting. Safety MUST
always be the first concern.
Advertising
All advertising must be approved by the Public Safety before posting. Advertising is NOT PERMITTED on the area radio station, except WCUR and must meet
the guidelines detailed in the “Advertising and Signage” policy on the University
Affairs Event Planning site. Flyers must state the following on the flyer:
Maximum guests permitted, Ehinger 400 and Sykes Ballrooms 500
RamNetID, picture ID from another college or government-issued ID required
All IDs will be scanned
Metal detectors in use
No one under 17 admitted
Event Capacity
Maximum guests permitted, Ehinger Gym 400 and Sykes Ballrooms 500.
RamNetID, picture ID from another college, or government-issued ID required
All IDs will be scanned
Metal detectors in use
No one under 17 admitted.
Wristbands
It is the organization’s responsibility to issue wristbands for each guest and themselves
(provided by Public Safety).
All wristbands need to be accounted for.
The maximum number of individuals permitted is 400 for Ehinger Gym and 500 for Sykes Ballrooms.
Once they have all been issued, there will be NO further admission.
Artist/DJ/Performer
The practice of paying an artist (DJ, band, etc.) with cash or personal checks “under
the table” is not permitted. All performers receiving compensation for services must
have a contract. Sample contracts can be obtained on the SSI website.
DJ will be placed in the balcony of Ehinger Gym and area blocked off for access.
