Event Security Policy

I. Purpose

The purpose of this policy is to establish guidelines for the management of security for events on campus. Exposure to a wide array of ideas, viewpoints, opinions, and creative expression is integral to a college education, preparing students for life in a diverse global society. Through this policy, the College seeks to maintain a safe environment on campus and to protect the rights of event speakers and participants.

II. Scope

This policy shall apply to all college employees, including faculty, staff, contract employees, student employees, volunteers, and recognized student organizations as well as third-party organizations or groups seeking to host events in college buildings or on grounds affiliated with the College.

III. Policy statement

All major events, as defined below, must be approved by the appropriate college official before space can be reserved. Event sponsors must adhere to all rules and regulations with regard to the use of rooms, halls, and other venues and spaces. Event sponsors are responsible for making all event arrangements and maintaining safe environments. College officials reserve the right to withhold approval for any event or to cancel an event. Reasons why an event may be denied include but are not limited to safety concerns, inclement weather, exorbitant costs incurred by the College, malfunction of the requested facility, or the need to insulate the College for payment for damages.

Priority for utilizing college property will be granted to affiliated individuals. External agents will be allowed to utilize college property on a space-by-space basis. Fundraising events hosted by external agents will not be allowed on campus.

IV. Definitions

Event Sponsor: An event sponsor is defined as the individual who will serve as the primary contact for an event. Any event on college property must have a designated event sponsor. The event sponsor will be held responsible for all aspects of the event. Either affiliated individuals or external agents can serve as event sponsors. Affiliated individuals and external agents are defined as follows:

An affiliated individual is defined as someone acting on the College鈥檚 behalf. Affiliated individuals include faculty, staff, and students.

An external agent is defined as a non-affiliated individual. External agents may include local community members, as well as faculty, staff, and students who are not acting on behalf of the College.

V. Procedures

A. Event security requirement

The 扒哥吃瓜 Office of Campus Safety is committed to working collaboratively with event sponsors to ensure successful and safe campus events. The Office of Campus Safety hopes to limit risk by collaborating with event sponsors. Campus Safety may be involved in the planning of event held on campus to:

  • provide a safe and secure environment.
  • prevent crime.
  • maintain order.
  • protect persons and property.
  • respond to and implement emergency services when required.
  • prepare for and request necessary emergency and non-emergency services.
  • determine the best methods for achieving these goals in a cost-effective manner.

Campus Safety determines its level of involvement with events held on campus based on an evaluation of risk factors. These factors will be discussed with event sponsors with the goal of reducing risk and making the event successful. These factors include but are not limited to:

  • event type (e.g. invited speaker, sale or vending event, dance festival, concert, political event)
  • projected attendance
  • location of event or venue
  • access level (e.g. public event, ticketed event, invitation only)
  • health and safety concerns
  • sale or service of alcohol
  • parking, transportation, or traffic plans/impact
  • any existing or planned security measures (e.g. metal detectors, the speakers in need of security)
  • number of college staff that will be present
  • other events taking place on campus; and event history

B. Policy for the use of metal detectors & enhanced security screening

The College reserves the right to require metal detectors for any on-campus student events, political events (when intelligence indicates a high level of a security risk to attendees), dance, concert, etc, which meet any of the following criteria as determined by Campus Safety or the Director of Events and Conference Management:

  1. Attendance: the event sponsors anticipate 250 or more people will attend, or Campus Safety, in their sole discretion, believe there is a substantial likelihood that 250 or more people will attend
  2. Admission: open to non-扒哥吃瓜 students (exceptions: a function will not be considered open to non-扒哥吃瓜 students merely because 扒哥吃瓜 students are accompanied by a single non-扒哥吃瓜 guest per the 扒哥吃瓜 student or if the guest list for a function has a limited number of non-扒哥吃瓜 guests)
  3. Event specifics: there is a live band or other forms of musical entertainment, or the event has special circumstances as determined by Campus Safety
  4. Alcohol: alcohol will be served

Safety officers assigned to an event will not be responsible for verifying identification cards or operating metal-detecting equipment. Event security staff will perform metal detector wanding and associated security screening of attendees under the supervision of Campus Safety or outside vendors. Event sponsors will be expected to assign individuals to handle ID checks and guest list verification if applicable. Safety officers will be available to provide training on these tasks to these individuals before the event and backup for the individuals performing these tasks during the event.

C. Bag check policy

The College reserves the right to require bag checks for any on-campus student events, political event (when intelligence indicates a high level of a security risk to attendees), dance, concert, etc, which meet any of the following four criteria as determined by Campus Safety or the Director of Events and Conference Management:

  1. Attendance: the event sponsors anticipate 250 or more people will attend, or Campus Safety, in their sole discretion, believe there is a substantial likelihood that 250 or more people will attend.
  2. Admission: open to non-扒哥吃瓜 students (exceptions: a function will not be considered open to non-扒哥吃瓜 students merely because 扒哥吃瓜 students are accompanied by a single non扒哥吃瓜 guest per the 扒哥吃瓜 student or if the guest list for a function has a limited number of non-扒哥吃瓜 guests).
  3. Event specifics: there is a live band or other forms of musical entertainment, or the event has special circumstances as determined by Campus Safety.
  4. Alcohol: alcohol will be served.
  5. Bags larger than 12鈥� x 12鈥� x 6鈥� are prohibited, excepting medical bags and baby bags.
  6. All bags will be subject to screening.
    1. Prohibited items may include: laser pointers; illegal drugs/substances; weapons or firearms; fireworks; signs/banners; outside food or beverage, including alcohol; projectiles and any other item deemed unacceptable by Campus Safety, the College or visiting performers or promoters.
  7. Event security staff will perform bag checks of attendees under the supervision of Campus Safety or outside vendors. Campus Safety officers will be available to provide training on these tasks to these individuals before the event and backup for the individuals performing these tasks during the event.

D. Training in proper use & best practices

All individuals and/or subcontracted organizations shall abide by best practices developed by the U.S. Department of Homeland Security in the .

  1. Walk-through and hand-held detectors will be delivered to the event by the contracted vendors. Detectors will be tested to make sure they are in working order.
  2. Student group sponsors must meet sufficiently with the Office of Student Engagement and Campus Safety before the event to discuss safety issues and develop a safety plan. Just before the beginning of the event, student sponsors will meet with the group/club advisor, Office of Student Engagement and Campus Safety to implement the plan.
  3. All metal detector events must adhere to current event policy ID requirements specifying the use of a current 扒哥吃瓜 One-card.
  4. Student events not required to have metal detectors as outlined above may request metal detectors by making a request in writing (at the time of the event request/registration) and setting forth the reasons supporting the request.
  5. No more than one event subject to the metal detector policy will be held per night.
  6. Student groups will advertise on tickets on promotional materials: 鈥淪tudent ID required, no bags鈥� and 鈥淢etal detectors in use鈥�.
  7. Sponsoring groups or organizations are financially responsible for all expenses related to the setup, staffing, and operation of metal detectors.

E. Procedures for the use of metal detectors at events

  1. The Office of Student Engagement will ensure the student event sponsors are responsible for posting the required notices provided by Campus Safety to advise guests that metal detectors are in use. The location of notice is subject to the review and approval of the safety officer assigned to the event. Notices should be posted at the entrance to the event, in the area where the devices will be used, and outside that area so that potential guests will encounter the notice before they get in line to be screened.
  2. Before entering the event, each guest will be screened by a walk-through metal detector. Guests will be advised to remove any keys, jewelry, or other belongings that might activate the detector before being wanded.
  3. If any guest is unable (or unwilling) to clear the metal detector, the screener shall deny that person access to the event, notify a safety officer, and then ask the guest to leave the premises.
  4. If any person denied entry refuses to leave the premises, the screener should promptly request the assistance of a safety officer who will be responsible for ensuring that person leaves.
  5. If the screener, through the use of the metal detector or otherwise, discovers or has a reason to believe that a weapon is present, he or she shall promptly report that information to a safety officer.

VI. Responsibilities

A. Responsibilities of safety staff assigned to the event

  1. Deter criminal activity during the event
  2. Assist the event sponsors in their efforts to control the behavior of attendees at the event, as needed
  3. Periodically patrol the venue and adjacent spaces during the event
  4. Summon medical or fire responders as needed
  5. Take enforcement action as needed
  6. Assist event sponsors in dispersing attendees after the event, as needed
  7. Manage occupancy numbers
  8. Make requests for outside agencies or resources as needed to support the event

B. Responsibilities of event sponsors

  1. Ensure approval for the event is obtained within a reasonable timeline.
  2. Safety officers (if required) need to be given a minimum of 14 days' notice before the event.
  3. 3. Satisfy the cost of safety officers for the event.
  4. Ensure key tasks related to safety precautions are staffed appropriately by event organizers (e.g. checking ID cards and providing accurate head counts).
  5. Coordinate pre-event planning meetings and/or location walkthroughs with appointed safety officer when required.
  6. Monitor the behavior of attendees and notify safety officers regarding any concerns.
  7. Ensure all protocols that were agreed upon before the event are followed throughout the event.
  8. Ensure that at least one event sponsor is present for the entire duration of the event.

C. Crowd manager regulations & training

Safety officers must complete the crowd manager training program available through Campus Safety to become certified. The training increases awareness of factors involved in fires in various venues. Their responsibilities include:

  • maintaining clear paths of egress.
  • assuring that the facility does not exceed its occupant load limit.
  • initiating a fire alarm if necessary and direct occupants to the exit.
  • completing the fire and building safety checklist before the facility opens.
  • completing checklists on file and making them available to fire and building code officials for at least one year.

VII. Resposible office

For more information or if you have questions about this policy, please contact the Director of Campus Safety or the Director of Events Management.

VIII. History

Created: March 2025

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