University of Idaho Commons and Student Union
Outside Promoters/Student Organizations
To ensure the safe, orderly, and appropriate presentation of special events in the Idaho Commons and Student Union, policy guidelines have been established. The following policy enumerates policy requirements.
This policy extends to large-scale public events, and to concert production. Due to the complex and critical elements of special event production, the Idaho Commons and Student Union must be a full participant in all such presentations; special events held in the Idaho Commons and Student Union will involve the Idaho Commons and Student Union professional staff as a full partner in all aspects of concert production.
A public event is any event, which is open by way of ticket sales or free admission to the public.
Any person/organization sponsoring a public event is responsible for upholding all University of Idaho and Idaho Commons and Student Union policies and all state laws.
A Facility Use Agreement must be signed before the event is submitted for approval.
Event Liability Insurance is required for all special events. This policy may be obtained from an independent insurance agent, and must be in the amount of $1 million dollars naming the performer as self-insured and the University of Idaho as additional insured. Idaho Commons and Student Union Staff may require that insurance be purchased for any other events as deemed necessary if the event involves significant safety, security, or logistical issues. Proof of insurance is required 2 weeks in advance of the event.
Idaho Commons and Student Union Building Managers may be used (supplemented by Moscow Police as required) for security. The organizer of the event is responsible for payment of fees associated with Building Manager and Police use. Organizers will be invoiced at the completion of the event. No outside security will be permitted unless approved in advance in writing by the ICSU Facilities/Events Manager.
The Idaho Commons and Student Union stage barrier must be used if the type of event indicates heightened issues will be present (i.e. stage diving, mosh pits, etc.). The determination as to whether an event has heightened safety or security issues is at the discretion of the Idaho Commons and Student Union Facilities/Events Manager.
University Dining Service will supply all catering. No outside food may be brought into the premises unless arrangements are made with University Dining Service.
No alcohol or smoking is permitted in the building. This applies to performers as well as general public.
Process for Approval
- Promoter/Student Organization presents proposals to Idaho Commons and Student Union and Assistant Director for Student Activities & Leadership (6-8 weeks prior).
- Assistant Director for Student Activities & Leadership submits program idea to Idaho Commons and Student Union Assistant Vice Provost for Student Affairs.
- Event is approved/not approved by Idaho Commons and Student Union Assistant Vice Provost for Student Affairs.
- Any event not approved can be resubmitted 6 weeks prior to the event once reasons for rejection have been addressed and corrected.
Once an event is approved all University of Idaho and Idaho Commons and Student Union policies must be followed and deadlines must be met. Failure to follow policies or meet deadlines can result in forfeiture of the event.
CRITERIA FOR EVALUATING EVENTS
- The event is reflective of the institutional mission and values.
- Sufficient time for the event to be planned and executed.
- The Idaho Commons and Student Union is able to meet the requirements of the event? (i.e. room available, security, ticketing)
- The event complements or enhances learning opportunities for students (whether by attending or working the event).
- The appeal of the event to student, campus, community tastes?
- Return to Institution/ Idaho Commons and Student Union; Cost to Institution/ Idaho Commons and Student Union.
- Inherent problems with the act related to the security record of the promoter/group.
- Reliability and consistency of the promoter/organization.
- Conflicts with any University/ASUI program within a 10-day window.
- Organization possesses the resources to meet its obligations.
WORKING DEFINITIONS FOR THIS DOCUMENT
Special Event: Any performance in which the estimated attendance exceeds seventy five persons and poses significant technical, security, ticketing, contracting or other issues.
Outside Promoter: An entity unassociated with the University who is promoting programs, etc. not part of official "Institutional" business.
Student Organization: Any ASUI recognized student organization or U of I recognized living group. These organizations are autonomous, non-institutional entities, and therefore hold "Outsider Promoter" status.
University Sponsored: Sponsored groups are those who are hosted by ASUI and University Departments, regardless of whether the guests pay a fee for the event or not. This category includes, but is not limited to, non-profit agencies, and any workshop or conference with attendees who are not UI faculty, staff, or students.
Co-sponsorship: Any combining of resources with a student organization or University Department. If an outside promoter is involved in the co-sponsorship, all policies outlined in the "Outside Promoters/Student Organizations Events Policy" apply to the event.
SECURITY POLICY IN THE IDAHO COMMONS
General Policy in the Idaho Commons and Student Union will follow the procedures outlined in the accompanying agreement "General Security Procedures for the Idaho Commons, Special Events Programming Relationships with Police, Idaho Commons and Student Union Building Managers."
GENERAL SECURITY PROCEDURES FOR THE IDAHO COMMONS
The University of Idaho is committed to providing a safe, orderly environment on campus grounds and within university buildings. In support of that commitment, the staff of the Idaho Commons and Student Union work with the Moscow Police to ensure that a safe environment is maintained on Idaho Commons premises. Idaho Commons and Student Union staff have significant interests in, and contributions to make, toward security in the building.
Security and safety issues transcend enforcement. Mutual respect, decorum, good service, clear expectations and fair response are critical to success. To meet this goal, Idaho Commons and Student Union staff strives to create and maintain an environment in which patrons are rendered every reasonable accommodation and, clients are expected to be responsive to requests. Through solid service, clear regulations and immediate response, the Idaho Commons and Student Union provides a safe and secure environment for all patrons and clients.
In cases where safety or security problems develop or appear imminent, Idaho Commons and Student Union staff will be the first line of intervention and enforcement. Where confrontation, threats or danger appear imminent, Moscow Police will intervene.
Providing effective security requires communication and consultation. Idaho Commons and Student Union management shares the information with Moscow Police through the Commander, Campus Police Division, regarding event schedules, notice of potentially problematic events and consultation on security issues.
The Commander of the campus Police Division advises Idaho Commons and Student Union management regarding security for public events in the facility and provides information on potentially problematic situations, advises regarding anticipated police responses to specific situations, and coordinates police presence in the facility. The overall context is one of informed, cooperative interaction.
The University welcomes regular patrols through the Idaho Commons and Student Union Buildings. The University welcomes training or information opportunities the Campus Division Commander and individual police officers can offer staff in areas of safety and security. Police officers and the Campus Division Commander, in return, welcome advice from Idaho Commons and Student Union management regarding their perspectives on effective event management and student development issues.
SPECIAL EVENTS PROGRAMMING RELATIONSHIPS WITH POLICE
Idaho Commons and Student Union Building Managers will be used at all special events with inherent public safety issues. Police will be requested at those events where an added element of safety support may be necessary. This would include specific type of concerts and lectures, to be determined by the Idaho Commons and Student Union. Moscow Police will continue to be notified of events scheduled in the Idaho Commons and Student Union by the Facilities/Events Manager. Idaho Commons and Student Union staff will continue to work in cooperation with the Moscow Police. Outside Promoters involved in special event programming will be directed to follow Idaho Commons and Student Union policies regarding cooperation with police, and will work within an Idaho Commons and Student Union supervisory context.
When Police are at events the following is requested:
- That Police communicate with staff at the event to ensure a successful and safe environment. Thirty minutes prior to door opening staff and police will meet to discuss event logistics, potential problems, and procedures.
- Building Managers will be the first line of security at an event, with police providing an added element of support. Building Managers will be instructed to be the first line of intervention with patrons.
- When Building Manager intervention with a patron becomes repeated, or the patron is not responding to requests, police will be asked to intervene, and take whatever measures are necessary.
- It is requested that police do not intercede until requested to do so, unless clear violations of law are transpiring, physical violence is apparent or an emergency situation arises.
- If or when it becomes necessary to remove a patron, it is expected that police act in an unobtrusive, yet effective manner. Patrons should be removed from the vicinity of the event.
- Police are requested to review the Security Policy in the Idaho Commons and Student Union (p. __), and work in partnership with staff and students to accommodate this policy.
IDAHO COMMONS AND STUDENT UNION BUILDING MANAGERS
The Building Manager staff works as a unit to provide a safe and enjoyable environment for patrons of the Idaho Commons and Student Union. This unit monitors people in the building to explain and enforce Idaho Commons and Student Union policies and procedures. The student staff reports to the senior staff member on duty during events.
BUILDING MANAGER RESPONSIBILITIES
- Know Idaho Commons and Student Union features and be able to answer questions that patrons ask.
- Treat guests with respect when enforcing policies.
- Have knowledge of relevant State/University/ Idaho Commons and Student Union codes such as alcohol, and smoking policies.
- Understand the needs and be able to assist disabled patrons using the facility.
- Be alert for potential crowd disturbances/situations continuously throughout the event.
- Look for and prevent entry of prohibited items.
- Prevent theft and damage.
- Prevent people from entering the performance area without passing through admission areas or without purchasing a ticket (at ticketed events).
- Understand procedures and be ready to assist in the event of emergency evacuations.
- Assist with the safe exit of performers and spectators.
- Work with the police to handle situations that require law enforcement.
- Enforce public safety regulations and contractual obligations.
BEFORE EACH EVENT
There will be an orientation meeting outlining the specifics for that particular event & the event sponsor and a representative of the performer(s) will be present at the pre-event meeting. Among topics discussed at the pre-event meeting:
- Roles of and communication with Moscow Police.
- Are cameras and/or recorders allowed?
- Who is in charge of the event?
- Identification of tickets, special passes and individuals with special access, and restricted areas.
- A criterion for expelling guests.
- A time schedule that includes time that house opens, event start time, intermission times, and event ending time.
- Assignment of duties among Building Managers (i.e. who goes where)
Building Managers will have and must wear name tags the night of the event. Comfortable shoes and tidy shirts and trousers complete each ensemble.
TIPS FOR EFFECTIVE CROWD MANAGEMENT
- When speaking to a guest, make eye contact.
- When speaking to a guest, DO NOT touch them.
- While working do not be distracted from event demands with friends or fellow employees.
- When speaking to a guest try to keep your voice calm and relaxed. Do not yell. Stay calm.
- No wild gestures. No pointing (describe to your co-worker the area or guest in question instead).
- Adjust your mannerisms to fit the situation (i.e. kids, teens, elderly, etc.)
- When using radios, never give your radio to a guest. Relay the message for them.
- When using radios, step away from-the guest if you are having a radio conversation about that person.
- Have a good knowledge of the physical layout of the building. This will help you give directions and to find co-workers who may need your help. Know the location of fire alarms, fire extinguisher and exits.
EVACUATION PROCEDURES POLICY
If the fire/emergency alarm sounds the building must be evacuated.
During business hours the following people are responsible for evacuating the following areas.
- Idaho Commons and Student Union staff evacuates the fourth floor, including the meeting rooms.
- Facilities Maintenance staff evacuates the first floor, including all meeting rooms.
- Facilities/Events Manager evacuates the east wing of the first floor.
- ASUI Secretary evacuates the ASUI offices and Student Organization offices on the third floor.
- Student Affairs Admin. Asst. evacuates the academic support offices on the third floor.
- Espresso staff person evacuates the Food Court and kitchen.
- Building Manager evacuates the south wing of the first floor.The Main Office Staff is responsible for keeping people from coming back across walkways and green spaces to the building.
Evening and weekends the following people are responsible for evacuating the following areas:
- Facilities Maintenance staff evacuates the third and fourth floors.
- Building Manager evacuates the first and second floors.
In case of fire, do not use the elevator; use the stairs. The designated handicap exit from the third floor is ________; from the fourth floor is _______________.
Building Manager is responsible for meeting Fire Chief and ensuring that handicap designated exits are checked.
As areas are evacuated, doors should be shut, but do not lock them.