Table of Contents

Student Event Resource Guide - link coming soon

 

Pre-Engage Registration Review

  • Event​ ​Planning
    • Only recognized student organizations in good standing with the University may host events or gatherings on campus.
  • Restricted​ ​Dates/Times
    • Permission will not be given to hold events with alcohol during the following periods:
      • Examinations Periods
      • Reading Days
      • Graduation Week (excluding Campus Activities-approved graduation parties)
      • Periods of 24-hour quiet hours
      • Summer and winter breaks between full academic semesters
      • Sundays, Mondays, Tuesdays, and Wednesdays
    • Times, when events with alcohol can be scheduled, are:
      • Thursdays from 7:30 p.m. until 11 p.m.
      • Fridays after 5 p.m. until 1 a.m. Saturday
      • Saturdays from noon until 1 a.m. Sunday
  • Inviting Speakers, Guests, and Honorees
    • When extending an invitation to any speaker, award recipient, or guest, organizations should clearly articulate that they are a student organization at the University of the South.
  • Screening Commercial Films, Documentaries, and Other Copyright Material
    • Student organizations are expected to be in compliance with copyright laws that govern the screening of commercial films and documentaries. If your organization wants to screen a film, speak to the Campus Activities Office.  
  • Outdoor Music Expectations
    • Student organizations need to be courteous to the public and follow these guidelines. All music outdoors, unless approved by the Campus Activities Office, should not include excessively explicit content. Should this not be followed, student organizations may be asked to change the music. If it persists, the student organization may need to turn off the music.
    • No bands or other amplified music are permitted while classes or labs are in session, on Reading Days, or during Final Examination periods. The Dean of Students may approve special exceptions as appropriate.
    • No amplified music may be situated outside the building where an event or gathering is taking place. Speakers for amplified music should be inside the room or building in question, not aimed out windows or doors, nor set on a porch or balcony. The only exception is an event hosted with a band or DJ that is set up to play music outdoors.
    • No loud music or band parties are allowed from Sunday to Thursday nights. Loud music or an unacceptable level of noise is that which can be heard beyond the immediate premises.
    • Bands, amplified music, and any other loud music must stop by 1 a.m. on Fridays and Saturdays, and guests must leave by 2 a.m.
  • Contracts
    • Student organizations do not have the authority to sign contracts on behalf of the University, or any of its faculties or departments. If you plan to pay either students or outside professionals for services or performances, a contract must be reviewed by the Campus Activities Office 4 weeks in advance. All contracts should clearly and accurately state the student organization’s relationship with the University prior to signing them. Organizations should ensure the following are present in every contract into which they enter:
      • The full, official name of the student organization
      • “The parties hereto agree and understand that the University of the South is not a party to this contract and that the University of the South is not responsible, under any circumstances, for performing any obligations of this contract.” (If this language is not included, and as a result there are negative consequences to the University of the South or any of its faculties or departments arising from a contract signed by members of a student organization, the University of the South will hold those students who signed the contract and the student officers of the organization personally responsible.)
      • “Use of the name “University of the South” (alone or as part of another name) in advertising or promotional materials is not permitted.”
    • Before entering into a contract, please review the University’s contract policy here and review the event planning resource guide on specifics to ask an agent/performer (link to guide). 
  • Travel 
    • Students are permitted to use vehicles for their activities according to the University’s vehicle use policy, available at https://www.sewanee.edu/media/provost/Vehicle-Use-Policy.pdf
    • International Travel - Any student organization outside of the continental United States must contact the Office of Global Citizenship prior to travel. They must notify the Office of Global Citizenship, submit a travel plan, and receive approval from the Office of Global Citizenship prior to the trip. 
  • Accessibility
    • The University is committed to fostering respect for the diversity of the University community and its individual members. In this spirit, and in accordance with the provisions of Sections 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), and the Americans with Disabilities Act Amendments Act (2008), the University seeks to provide students with disabilities reasonable accommodations needed to provide equal access to the programs and activities of the University. When planning events that are open to the public, make sure that your organization’s events are accessible for any who are invited to attend. Your organization may want to consider hiring a sign language interpreter, creating large print handouts, or simply making sure that the room you reserve is easily accessible. Please follow the guidelines below with these accessibility needs in mind:
      • Clearly list contact information - Clearly list on all signs, posters, and event advertisements the contact information for the member of your organization who is aware of and responsible for accessibility concerns: wheelchair accessibility, seating arrangements, audio-visual capabilities, alternative print options, podium access, sign language availability, accessible van and elevator services as they relate to your event. Details can be found below.
      • Wheelchair Accessibility - Be aware of the physical accessibility of the building and specific rooms in which events are held, as well as the accessibility of nearby bathrooms. Note the presence/absence and locations of functioning elevators and unobstructed ramps. Also observe entrances and exits to the event, reception, and refreshment areas, as well as the proximity of bathrooms to these locations. Consider also the possibility of extra-wide wheelchairs. For more information about the accessibility of event locations, please consult with Student Accessibility Services. SAS is the administrative liaison for students at the University of the South who have physical, emotional, and/or learning disabilities and health conditions. More information can be found at https://new.sewanee.edu/campus-life/playing/wellness-commons/university-wellness-center/student-accessibility-services/ 
      • Seating​ - Determine the locations of seats free of line-of-sight obstruction or ambient-noise interference. Try to choose rooms with ramp platforms to most, if not all, parts of the room.
      • Audio-Visual​ ​Equipment​ - Technological capabilities available include film and video open captioning, FM microphones, printed or print alternative copies of dialogue and scripts of media presentations, monitors, and boards fully visible from all seats, and amplification appropriate for particular rooms. For more information, please email Media Services at media@sewanee.edu.
      • Alternative​ ​Print​ - Consider print alternatives, including handouts in large print or on discs (for persons who have requested this with advance notice). Please also post printed materials electronically, if possible, for reference after your event. Color contrast should also be considered when making posters for individuals with color blindness.
      • The​ ​Podium​ - It is impossible to assume in advance the needs of all your participants. If the event includes members of the public as presenters or speakers, be sure to consider access to the podium and all event activities.
      • Sign​ ​Language​ - Sign language interpreter arrangements must be made in advance and interpreters must be certified. Please visit the Student Accessibility Services for assistance in finding interpreters.
      • Van​ ​Access​ - Accessible transportation is available for students with appropriate documentation and with advance registration. For more information, please contact the Motor Pool at motorpool@sewanee.edu.
      • Elevator​ ​Access​ - Check that the elevators are in working order the day before and the day of the event.
    • Access​ ​Statement
      • The University requires groups to include the following statement on all posters for events open to the University Community or General Public: Individuals with disabilities requiring accommodations or information on accessibility should contact Student Accessibility Services at 931-598-1178 as soon as possible, preferably at least two weeks in advance.
  • Scheduling
    • Student organizations are required to set dates for events on campus. Student leaders are encouraged to use the Engage calendar to identify acceptable dates. The Office of Campus Activities is always ready and available to help schedule events to ensure that the event does not interfere with key University events. 
  • EMS Room Reservations
    • Recognized student organizations in good standing may reserve rooms on campus for their activities and events. These room reservation privileges are non-transferable. Therefore, non-University organizations and individuals may not hold events on campus by using a student organization as a vehicle to stage an event on campus property or to reserve a campus room for a function (i.e. running a workshop about the organization or product, or hosting an event aimed exclusively at recruitment). Information about how to reserve a room can be found on the Sewanee calendars website or directly by using the room scheduling system (EMS). Organizations that do not abide by these regulations will have their room reservation privileges suspended.
  • Alcohol and Food
    • Student organizations are responsible to comply with the EQB alcohol policy and Undergraduate Student Social Host Policy. Student organizations should complete the Engage Event Registration Form to receive permission for the inclusion of alcohol at the event.
    • Student organizations may wish to have food at events. Please keep in mind that any food can potentially cause foodborne illness and food must be served at a temperature that is necessary to avoid illness. In other words, keep hot food hot, keep cold food cold. Any food left out of proper temperature for more than 4 hours should be discarded.
    • The situation can be made even more hazardous if a food handler fails to properly wash his/her hands, sanitize cutting boards, or uses contaminated utensils. As these conditions can present a serious risk of liability for a student organization, the Campus Activities Office recommends that student organizations serve food prepared by licensed food service establishments, Dining Services, or those that are pre-packaged. Organizations may choose to serve homemade food at events limited to their membership, although they take on a significant liability in doing so.
    • Food Safety Resources - If you have questions regarding food safety, please refer to the Tennessee Food Safety Act for guidelines.

Departmental Resources

Sewanee has multiple departments on campus that can provide you with the tools to have a successful event. All student organizations must manage University resources wisely, ethically, and according to University and College guidelines. As you are planning your events, please reach out to these offices for any of the services we have listed that they provide. If any resources are damaged, student organizations will take responsibility and pay for repair/replacement by their AFC funds.

  • Facilities Management 
    • Contact Information: fm@sewanee.edu 
    • Services available through this office:
      • Rent out tables, chairs, and bandboxes
      • Coordinate setting up a room according to your specifications
      • Calling in a location for staking a tent
        • If you are purchasing/renting a tent that will need to be staked to the ground, you will need to email FM and include Marty Hawkins (mahawkin@sewanee.edu) in the email two weeks in advance.
        • In the email, include the location of the tent and the account number associated with your organization.
        • They will let you know if there are any other actions that need to be taken. 
    • If you need anything else, contact the Campus Activities Office for assistance 
  • Media Services
    • Contact information: media@sewanee.edu
    • The services available through this office and prices for packages can be found through this link.  

  • Catering/Dining Services
    • Contact information: catering@sewanee.edu or 931-598-1334
    • Online Dining Menu 
    • Services available through this office:
      • Reserving food for your on-campus events
      • Delivering food to your event venue on campus
        • There is an additional $25.00 charge for delivery. 
      • Setting up the food on tables at the event with linens for tables at the event
      • Setting up linens for each of the tables at the event
        • There is an additional $7.00 for every linen needed for tables. 
      • NOTE: You should put in catering orders at least a week in advance to ensure that you can lock in your order for the event. Dining services can also decline to service your events, so planning in advance is essential. 
  • Sewanee Police 
    • Contact Information: 931-598-1111
    • Services available through this office:
      • Crowd control if it is a large-scale event, includes a DJ, or other forms of entertainment (band, inflatables, etc.).
        • You are required to complete the Event submission form on Engage 10 days prior to an event that requires police. 
      • Enforcing policies
      • Should a problem arise during your event, this department is who you would go to.
      • Receiving a fire permit 

 

Engage Event Registration and Approval 

The event registration form on Engage will connect you with the necessary resources and guidelines for various aspects of event management, including but not limited to the Undergraduate Student Social Host Policy, publicity, on-campus resources, and appropriate staffing levels.  No advertising is permitted until your event registration is reviewed and approved. Your activity/event should be registered at least ten days in advance, and preferably a month if it meets any of the following criteria:

  • Attendance of 100 or more
  • Admission or program fees will be charged
  • It is a BYOB or Invite-Only Event, advertised or not advertised
  • There will be an inflatable or other attraction at the event.
  • It will occur between the following days and times, and it is a BYOB or Invite-Only Event:
    • Thursdays from 7:30 p.m. until 11 p.m.
    • Fridays after 5 p.m. until 1 a.m. Saturday
    • Saturdays from noon until 1 a.m. Sunday
    • It is a fundraiser
    • Cash will change hands
    • Anything, including food, will be sold
    • The venue is outdoors

 

Advertising On Campus

Where and how student organizations publicize activities and events should be reflective of who is invited. Groups should consider their targeted population (members only, college community, or public) when formulating their plan for advertising. All advertising, including posters, at a minimum, should include the sponsoring group’s name, ticketing information (if applicable), who to contact for more information, and accessibility information. Advertising must not include copyrighted materials unless permission has been obtained. Do not begin to advertise your event until your registration has been processed.

  • Advertising Events with Alcohol
    • Events may mention alcohol in printed and electronic posters, provided they use specific and approved language. The standard language allows for these options:
      • Non-alcoholic beverages available.
      • BYOB either 1 non-glass six-pack of beer or malt liquor below 15% alcohol by volume, with a total amount not to exceed 80 ounces or 1 non-glass bottle or box of wine, not to exceed 26 ounces, below 15% alcohol by volume permitted for individuals who are 21+.
    • These are the only acceptable phrases that are permitted on printed and/or electronic materials without prior permission from the Campus Activities Office. No photos or logos of alcoholic beverages may be used in printed or electronic materials.

  • Posters
    • Recognized student organizations in good standing with the University have the privilege of posting on University bulletin boards and kiosks. The following policies govern postering on campus:
      • All posters must be submitted and approved using Engage.
      • Posters should not be placed on doors, fences, entry posts, gates, utility poles, waste containers, sidewalks, or other similar places.
      • Masking tape, staples, or push pins should be used. Do not use glue, duct tape, scotch tape, or other adhesives.
      • The Campus Activities Office reserves the right to remove flyers and banners deemed inappropriate, not associated with recognized student organizations, and events for which the date has expired.
      • Academic buildings, DuPont Library, and other spaces on campus reserve the right to restrict banners and posters to their own designated areas as determined by the department. 
  • If given to the Campus Activities Office in advance, we can also advertise your events on our social media platforms. Send any posters you would like advertised to campus-activities@sewanee.edu. Please note, our office reserves the right to determine whether or not to post your flyer on the website.