Vassar College Programming Policies

Top

All requests for student organization events must begin in the SARC Office. All requests will be made following the event registration process as detailed on page three of the Program Resource Guide. Once an event has been approved, the sponsoring organization must comply with the following rules and regulations for all events. 

All Campus Events

All-Campus Events are defined as large events that are the primary event on a given night, and aim to attract the entire student body to a single program. Like all other programs, All-Campus Events must be registered in the SARC. Given the increased expected attendance and heightened attention to these events, All-Campus Events should be registered as far in advance as possible in order to satisfy all necessary requirements to host the event successfully.

• All organizations that wish to hold an All Campus Event must have appropriate staffing from Campus Safety and Crowd Control, and organization members must be present for the duration of the event and be attentive and coherent. 
• Staffing Requirements - All staffing requirements (event staff, firewatch, custodial, and security) will be discussed in advance between the event sponsor and SARC intern. 
• The sponsoring student organization(s) must provide student staff all designated entrances for the event. These volunteers and event organizers must arrive prior to the event and are responsible for managing check in and identification of all guests in collaboration with security. 
• Any visibly impaired or intoxicated guests are not to be admitted to any events. The student organization in collaboration with security is responsible for refusing guests entrance and assisting them in finding appropriate services. 
• Event Walk-Through - A minimum of thirty minutes prior to the event a mandatory event meeting will take place at a predetermined location with the student organization leaders, building manager, Campus Activities staff member and/or organizational advisor, security, firewatch, and any other involved individuals. During this meeting the following will be covered:
  • An overview of the entire event, expectations, and timeline from start to finish
  • A review of the floor plan that must indicate security and firewatch placement, the event
  • Entrance, entertainment location, food, water, and alcohol service set-up
  • The designated entrance and required identification, ticketing, wrist banding, and/or markings for event attendees
  • The determined event meeting point for all staff that will be utilized throughout the event to address any issues that occur during the party
  • A detailed review of the event emergency protocol with all individuals 

All-Campus Event Emergency Protocol

Every half hour throughout the entirety of the event - or as often as agreed upon by the staff at the event - a representative from each group present at the walkthrough meeting should check-in at the designated location to share any concerns, changes, or updates to the event. 

In the event of a fire alarm the building and/or event location is to be evacuated using all exits. 

• After the building is evacuated, firewatch, the head security officer for the event, college administrator, and student organization representative will meet in a predetermined location to review procedures for effective (if possible) re-entry.
• The college administrator, security officer, and firewatch will make the decision to continue or cancel the event, with student input .
• If it is determined that the event will continue, a re-entry pattern will be established utilizing all available staffing. 

All Campus Events with Alcohol

All policies for all-campus events apply, and in addition the student organization must first complete the Event Registration form. Prior to the approval of the event, the student organization must receive permission to have alcohol at their event from the Associate Dean of the College for Campus Activities. Approval for alcohol at an event must occur at least six weeks in advance, in order to secure a liquor license and alcohol caterer for the event.

Alcohol Service Rules and Regulations

1. There will be no “open bars” permitted. 
2. No one under the age of 21 may purchase, possess or consume any alcoholic beverage.
3. If an organization wants to admit guests from local colleges to any event serving alcohol, a member from the organization must be at the door, or the entrance to the event, and record their names and addresses. The students must have ID from the college, and another state approved ID.
4. It is mandatory that all organizations provide non-alcoholic beverages and food, in addition to alcoholic beverages, for the duration of the event.
5. All-campus events with alcohol must be staffed with a licensed and contracted third-party alcohol vendor, serving alcohol to only 21 and older, in a specific designated space. Only those individuals 21 and older will be permitted in the designated area. Alcohol will not be permitted outside of this area.
6. The officers of the organizations sponsoring the event shall be responsible for any infraction of College Regulations.

College Emergency Response Policy

All events that bring in large outside groups (field trips, conferences, etc.) must submit a copy of the participant list including names and contact information for each individual and their emergency contact person 3-5 days prior to the event. This information should be sent to campusactivities@vassar.edu.

All outside registrants for such events must be registered as a Vassar guest upon arrival to campus. All guest policies and rules will apply. If participants will be staying overnight at the college, arrangements must be made with Residential Life. 

No persons are allowed to sleep in any academic or administrative building, according to New York State law.

Study Week Policies (per the Committee on College Life)

The following criteria is utilized to evaluate requests for activities during study week:

1. The event is a one time/one day activity
2. The event is voluntary and attendance is not mandatory
3. The event is not disruptive to students who are studying or preparing for exams
4. The event is not an irresistible attraction for the majority of the community 
5. The event does not last longer than an hour. 
6. The event must end by 9pm.

The overall goal of programming during study week is to provide students with a break from their studies. Appropriate activities for this time period are those which students can easily attend and/or produce and are not so large or time consuming as to distract students from their end of the semester academic responsibilities.  Activities cannot be scheduled inside or within close proximity to academic buildings. As always, activities and events sponsored by student organizations must be registered in the Office of Campus Activities and approved by the VSA Chair of Organizations.

Exam Week Policy

No student activities are permitted during Exam Week.