Conducting Major Events
Guidelines for Conducting Major Events on Campus
A “Major Event” is defined as any inside event that will or could draw a large crowd to a venue. This bulleted list does not replace or substitute other applicable policies and is intended to provide a shortened list of reminders for 'seasoned' event hosts.
- Certain venues may require this policy to be adapted to better fit the requirements of the venue, e.g., Falstaffs.
- A “large crowd” will be determined by the capacity of the venue and any other attributes that may impact crowd behavior (e.g. alcohol, music).
- All major events will be “Non-smoking” inside of the venue. However, longer running events may have a segregated smoking area set-up outside of the venue.
- Anyone found smoking inside the venue may be removed from the event and not permitted to re-enter.
- The number of attendees will be limited to the maximum capacity of the space being used, as posted by the Saratoga Springs Fire Department.
- The number of tickets sold should not exceed the number of people permitted to be in the space in which the event is taking place. However, once capacity is reached, additional attendees can be granted entrance on a one-for-one basis as other attendees leave the event.
- Re-entry is not permitted. However, exceptions can be made for good cause, for example, a student needs to get medication from his room.
- Backpacks, duffle bags, packages, and the like are not permitted. Large purses may be permitted but they will be checked for prohibited items such as alcohol, drugs, or weapons.
- People who are obviously impaired will not be permitted to enter the event.
- Campus Safety will work with Leadership Activities to promote the safety of life and property during the event. This includes crowd size, and the ability to terminate events that become unsafe. Campus Safety will determine the number of officers needed for each event.
- All event planning should consider pre-staging of an EMS unit if the determination is made that these services are likely to be needed.
- Event sponsors will provide enough assistants to prevent access to the stage during an event.
- Performers should be advised that encouraging student behavior that violates College policy will not be permitted. For example, performers who encourage students to engage in illegal or unsafe behavior (i.e. drug use or rushing the stage) may have their show terminated by College officials. For example, performers who encourage students to smoke marijuana or rush the stage may have their show terminated by College officials.
- Stage – Unless other arrangements are made before the performance, no one other than performers and College officials shall be allowed on the stage during the performance. Any event that does not adhere to this policy may be terminated.
- Barriers may have to be used at some events to keep the crowd a safe distance from the stage.
- Event policy should be advertised prior to the event and posted by the entrance to the event.
- Insure that all fire exits are marked and accessible.
- Pre-Event Meeting - All event workers – student leaders, Campus Safety, Facilities, Leadership Activities Office – should meet prior to event to review assignments, event procedures, answer questions, identify supervisors, etc.
- Training - Consider a training workshop for event security for students who will be working these events. The Campus Safety Officer in-charge of the event will brief all student workers about appropriate safety and emergency procedures at the pre-event meeting.