Student Organization's Use of Marshall Conference Center for Fundraising Events and Open Social Activities - Student Affairs (Policy VII-025)

Student Organization's Use of Marshall Conference Center for Fundraising Events and Open Social Activities - Student Affairs (Policy VII-025)

Abstract:
Student Affairs policy VII-025 outlines regulations for student organizations' use of Marshall Conference Center for fundraising events and open social activities
Effective Date:
9/12/2000
Contacts:
None Assigned
Administrative Category:
Applies To:
Students
Material Original Source:
Office of Student Life

Policy Number: SA VII-025
Policy Date: 9/12/00

POLICY STATEMENT
THE UNIVERSITY OF ALABAMA AT BIRMINGHAM
DIVISION OF STUDENT AFFAIRS


Subject: Student Organization's Use of Marshall Conference Center for Fundraising Events and Open Social Activities


All general regulations regarding the scheduling and use of facilities which are contained on the Facility Request and Approval Form shall be complied with by student organizations and UAB-wide student programs using Marshall Conference Center for fundraising events, open social activities where admission is charged, and social activities that are open to the general campus (for example, discos, dances, parties, etc.).  In addition to these policies, those scheduling the facility must adhere to guidelines set forth by UAB Special Studies.


  1. Scheduling

A scheduling form must be completed through the Office of Student Life in Room 440 of the Hill University Center.  Student organizations may not schedule (sponsor or co-sponsor) more than one fundraising event per term in Marshall (for example, discos, dances, parties, etc.).

  1. Security

Three Police Officers will be required at all fundraising/open social activities in Marshall Conference Center.  Additional officers may be necessary if projected crowds warrant additional security in the opinion of the Assistant Vice President for Student Affairs and the Chief of Police or designees.  Arrangements for security must be made by the sponsoring organization through the Office of Student Life (Student Leadership, Hill University Center Room 440) at least fourteen days prior to the scheduled date of the event.  Cash or money-orders to pay associated costs also must be submitted by this deadline.

  1. Crowd Control
  1. Attendance at fundraising events and open socials will be limited to:
    1. Currently enrolled UAB students, faculty, and staff presenting a validated UAB identification card.
    2. Members of the UAB National Alumni Society presenting a current membership card.
    3. Members of the sponsoring organization's national, regional, or state organization who are enrolled currently at colleges/universities in the state. These individuals must present an organizational identification card and valid student identification card.
    4. One non-UAB guest per each person listed in subsections a, b, and c of item C.1. The guest must be present with the person when he or she enters the function.
    5. Students currently enrolled in a college other than UAB who have a valid picture identification card but who do not qualify under section B.1.(c). These individuals may not have a guest.
  1. The UAB Police Officer assigned to Marshall Conference Center entrance area will supervise and monitor the checking of identification cards. The supervising officer shall make certain there are no exceptions to the identification-card policy.
  2. Loitering will be prohibited in the parking areas and in the immediate areas around the Marshall Conference Center. Officers will instruct people to either proceed into the function or to leave the campus.
  3. Attendance at events in the Marshall Conference Center will be limited to the official capacity of the room. For discos, parties, etc., involving the set-up of a limited number of stage sections and chairs, the official capacity of the room is 150 persons, which is the maximum number of persons permitted to attend an event. When the official capacity is reached, further admission into the event by any person will be prohibited. "Pass-outs" (those who have left the event but are expecting to return) are not permitted. Anyone leaving the event will again be subject to the initial admission/attendance requirements providing the official capacity has not been reached. The maximum capacity may be reduced if the activity involves setting up equipment which will reduce floor space. It is the responsibility of the sponsoring organization and the UAB Police officers to monitor attendance to insure that the official or adjusted capacity is not exceeded.
  4. Sponsoring organizations are prohibited from advertising or publicizing events in the local community through radio advertisements or announcements, posters, newspapers, etc. Advertising on other college campuses will be allowed, provided that such advertising includes a statement that a valid, college picture identification card is required for each admission to the event.
  1. Clean-up
  1. All trash and food waste must be removed from the building. A supply of trash bags is suggested for those planning such activities. Table tops and the sink area should be wiped clean. Should the facility be dirty at arrival, call 934-7451. Otherwise, your group will be responsible for complete clean-up of all items. A Clean-Up Fee of fifty dollars ($50.00) will be levied if these areas are not cleaned properly by 6:00 a.m. on the morning after the event.
  2. In addition to the clean-up requirements outlined above, sponsoring organizations are responsible for cleaning litter and debris from the Marshall Conference Center parking lots and adjacent parking areas immediately following the activity. A Clean-Up Fee of fifty dollars ($50.00) will be levied if these areas are not cleaned properly by 6:00 a.m. on the morning after the event.
  1. Use by Non-UAB Groups

Contact UAB Special Studies for information on the use of Marshall Conference Center.

  1. Alcohol

The Marshall Conference Center is subject to UAB's policy and to the Division of Student Affairs’ policy (SA I–014) regarding the use of alcoholic beverages. The person in whose name the reservation is made will be responsible for the implementation of those policies.

  1. Exceptions

Any exceptions to these arrangements must be approved in writing prior to the event by the Assistant Vice President for Student Life or designee.