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Dr. Marilyn Prime, Director
213 Trabant University Center
Newark, DE 19716
Phone: (302) 831-1036

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Student Centers’ Policies

 

GENERAL POLICIES FOR LATE NIGHT PARTIES

 

The first priority for all parties held at the University of Delaware is the safety and security of all persons and property. Recognizing this need, the Department of Public Safety in cooperation with the university community will strive to properly assess the safety and security needs of evening/late night parties.

 

Please keep in mind that every party and facility is unique when determining security needs.  As such, staffing levels will be determined on a case by case basis taking into account the following: the nature and purpose of the party, amount of advertising, professional staff support, expected attendance, the times of the party, and the facility being used.

The following are common factors that warrant party staffing:

  • Cash sales at the door
  • Scheduled to end later than midnight
  • A disc jockey, live band, or performance is the primary activity
  • Facility has a capacity of 300 or more

 

All parties, except the homecoming & step show after-party, must be held in the Trabant University Center Multipurpose Room(s).  The homecoming and step show after-party are the only parties held in the Carpenter Sports Building gym.

 

Please familiarize yourself with the following policies and procedures:

 

 

ADVISOR POLICY

 

An advisor, who is a University of Delaware faculty member or professional employee, must be present at all late-night parties.  The advisor must be present the entire time of the event.  If an advisor is unable to attend, the student group is responsible for finding another University of Delaware faculty member or professional employee to work the party. All substitutions must be confirmed with the Greek Life Coordinator in advance.  If the advisor does not show up, or leaves early, the party will be cancelled [at that point] and all bills will be charged.

 

 

FINANCIAL POLICY

 

The event sponsor must complete a Sales and Solicitation form.  Forms can be picked up in the Event Services Office, Room 103 TUC. These forms MUST be completed prior to any type of sales a group is involved with, including tickets, parties, item sales, etc.

  1. To complete the form a student must obtain an advisor's signature and an account code. (Either University internal or checking account)
  2. The Event Services Office will issue any tickets that may be needed. If the group is supplying their own tickets, all tickets need to be numbered and brought to the Event Services Office for verification at least two business days prior to the event.
  3. After completion of the event a group member must return to the Event Services Office during regular business hours with the bank deposit slip (which will be returned to the group by the bank) and any unsold tickets. Tickets must be brought to the Event Services Office even if the group used their own tickets.
  4. ALL MONEY COLLECTED AT THE DOOR, MUST BE DEPOSITED ON THE EVENING OF THE EVENT. NO EXCEPTIONS!!  (The DJ can not be paid with money collected at the door.)
  5. Any discrepancies in the actual amount deposited and the amount that should have been deposited must be explained for auditing purposes.

 

The organization’s treasurer must meet with Activities & Programs staff in 218 Trabant to make arrangements for petty cash at least five (5) days before the event.

 

Admission prices must be displayed on all advertising and posted at the entrance to the event.  Admission prices can not be changed once set and posted.

 

Students can now use FLEX to collect funds at their parties.
http://www.udel.edu/student-centers/AandP/forms/flex_machine.html

  • Two weeks advance notice is required.
  • Contact Michael White of Administrative Services - Financial and Information Services at mwwhite@udel.edu or 831-1734.
  • Group must provide a signed Sales Solicitation form.

There is no charge for use of the card reader by Registered Student Organizations.

 

 

VISITOR IDENTIFICATION POLICY FOR

TRABANT UNIVERSITY CENTER PARTIES

 

Only college students with a valid college ID will be admitted to late night parties held in the Trabant University Center.

 

VISITOR IDENTIFICATION POLICY FOR

CARPENTER SPORTS BUILDING PARTIES

 

University of Delaware students must show their student ID.  Non-University of Delaware students must be at least 18 years old.  College ID’s, drivers’ licenses and state issued ID’s are acceptable forms of identification.


 

PUBLIC SAFETY STAFFING POLICY

 

A safety meeting with Public Safety and the party sponsor will be held 30 minutes before party.

 

Type 1: Events and Facilities: An open dance party or live band or performance scheduled to end after 12:00 a.m. (midnight) and held in a facility with a maximum capacity of more than 450.

 

o    The maximum capacity for late night parties held in three (3) MULTI-PURPOSE ROOMS OF THE TRABANT UNIVERSITY Center is 800. Staffing requirements are 4 full-time officers and 4 staff from an outside contractor.

 

o    The maximum capacity for late night parties held in gym 2 of the CARPENTER SPORTS BUILDING is 1200.  Staffing requirements are 9 full-time officers and 6 staff from an outside contractor.

 

Type 2: Events and Facilities: An open dance party or live band or performance scheduled to end after 12:00 a.m. (midnight) and held in a facility with a maximum capacity of 450.

 

  • The maximum capacity for late night parties held in two (2) MULTIPURPOSE ROOMS OF THE TRABANT UNIVERSITY CENTER is 450. Staffing requirements are 3 full-time officers and 3 staff from an outside contractor.

 

Note:

  • Public Safety will be on duty a minimum of 5.5 hours, from 9 p.m. until 2:30 a.m.  If an incident occurs that requires an officer to work after 2:30 a.m., the party sponsor will be charged for the additional time.

 

  • The Department of Public Safety reserves the right to adjust staffing levels to meet the security needs of any Party. A Public Safety Request must be submitted at least 2 weeks before the party. Failure to provide adequate notice will result in the cancellation of the Party. If there are any questions, please contact the Activities & Programs Office at (302) 831-2428.

 

 

RESPONSIBILITIES AND PROCEDURES FOR LATE NIGHT PARTIES

 

TRABANT UNIVERSITY CENTER

 

An event classified as a late night party will be subject to the following procedures:

  1. Submit a room reservation request form:
     http://www.udel.edu/student-centers/events/res-students.html
  2. Unless specifically requested, only two (2) rooms in the Multipurpose Room (preferably Room A and B) will be used for late night parties with a maximum capacity of 450.
  3. Complete a Sales and Solicitation form.  (Event Services Office, room 103 TUC)
  4. A University of Delaware Public Safety Request (Public Safety) must be submitted at least 2 weeks before the party:  http://crawdads.mis.udel.edu/ud/forms/AandP/public_safety/index.html
  5. The sponsor must attend a planning meeting with the Student Centers’ Greek Life Coordinator no less than 10 business days before the Party.
  6. The organization’s treasurer must meet with Activities & Programs staff in 218 Trabant to make arrangements for petty cash at least five (5) days before the event.
  7. A cash box, deposit bags, and a deposit slip must be picked up from the Activities & Programs office, 218 Trabant, at least 48 hours before the event.
  8. A safety meeting, to review the security plan and discuss any concerns, will be held 30 minutes before the party.
  9. The party sponsor will have the following responsibilities:
    • Collect funds and issue wrist bands to all paying and nonpaying patrons.
    • Monitor the MPR’s; the area leading to the UD copy center and travel agency; bathrooms; and the emergency exit door near the copy center stairs.
    • Count money using the operations office and make a bank deposit of all money collected.
    • If the sponsor does not have enough University of Delaware students to staff the party, the party will be cancelled.
  10. The night of the Party, the Detail Commander will:
    • Issue 450/800 wrist bands to the party sponsor.
    • Conduct pre-party and post party inspection of the Multipurpose Room. This includes blocking off the loading dock and fire lane circle with cones, and securing the interior doors leading to the loading dock and back hallway.
    • Assign staff (male and female) from an outside contractor for pat downs.
    • Assign officers to the main hallway to check ID's, watch the money and for general crowd control.
    • At the end of the party, Public Safety will help patrons leave the building and provide an escort for the late night deposit.
  11. Admission prices must be displayed on all advertising and posted at the entrance to the event.  Admission prices can not be changed once set and posted.
  12. Predetermined lighting levels are made for each facility and will remain constant throughout the Party. The Building Supervisor will monitor the Party and maintain the predetermined lighting levels.
  13. The Building Supervisor(s) is/are responsible for conducting pre-party and post-party inspections of the facility and Multipurpose Room and periodically checking on the party. Any problems that may occur should be communicated to Public Safety and resolved cooperatively. In addition:
    • At 9:50 p.m., the Building Supervisor will make a closing announcement.
    • At 10:00 p.m., the Building Supervisor will secure all exterior doors and the interior hallway doors separating the Multipurpose Room hallway from the main section of the building. The exterior doors leading to the parking garage will be secured at the discretion of the Detail Commander.
  14. Sponsors will assist Public Safety in clearing out the facility.
  15. Sponsors are responsible for clearing excessive trash inside the facility.
  16. Money collected the night of the party, the sales & solicitation form, and a deposit slip must be deposited in a University authorized account as required by University policy. A full-time officer will provide an escort for all money deposits.
  17. Parking for patrons is available in the Trabant parking garage at the prevailing parking rates. (Parking on Main St. after 9:30 p.m. could result in having your car towed or ticketed by Newark Police.)

 

The DJ is responsible for making any announcements requested by University staff. In addition, the lights must be turned on by 1:40 A.M. The DJ's equipment should be cleared from the building by 2:15 A.M. The DJ may load and unload from the loading dock area but must park the vehicle in a legal space during the Party.

 

Contraband will not be permitted inside the party. This includes alcoholic beverages, smoking materials, pepper spray, dangerous instruments, or weapons.

 

 

CARPENTER SPORTS BUILDING

 

  1. Complete a reservation request form for the CSB.  The form can be obtained from the Activities & Programs office in 218 Trabant.
  2. Complete a Sales and Solicitation form.  (Event Services Office, room 103 TUC)
  3. A University of Delaware Public Safety Request (Public Safety) must be submitted at least 2 weeks before the party:  http://crawdads.mis.udel.edu/ud/forms/AandP/public_safety/index.html
    1. Secure parking passes for lot 20 from Public Safety/Student Centers.
  4. The sponsor must attend a planning meeting with the Student Centers’ Greek Life Coordinator no less than 10 business days before the party.
  5. The organization’s treasurer must meet with Activities & Programs staff in 218 Trabant to make arrangements for petty cash at least five (5) days before the event.
  6. A cash box, deposit bags, and a deposit slip must be picked up from the Activities & Programs office, 218 Trabant, at least 48 hours before the event.
  7. A safety meeting, to review the security plan and discuss any concerns, will be held 30 minutes before the party.
  8. The party sponsor will have the following responsibilities:

o   Collect funds and issue wrist bands to all paying and nonpaying patrons.

o   Monitor the gym, hallways, and bathrooms.

o   Help Public Safety clear out the party.  (Building only)

o   Count money using the operations office and make a bank deposit of all money collected.

o   If the sponsor does not have enough University of Delaware students to staff the party, the party will be cancelled.

  1. Admission prices must be displayed on all advertising and posted at the entrance to the event.  Admission prices can not be changed once set and posted.
  2. Predetermined lighting levels are made for each facility and will remain constant throughout the Party. The Building Supervisor will monitor the Party and maintain the predetermined lighting levels.
  3. The Building Supervisor(s) is/are responsible for conducting pre-party and post party inspection of the facility, and periodically checking on the party. Any problems that may occur should be communicated to Public Safety and resolved cooperatively.
  4. The night of the party, the Detail Commander will:
    1. Issue 1200 wrist bands to the party sponsor.
    2. Conduct pre-party and post party inspection of CSB Gym 2. This includes blocking off parking lot 20, and the fire lane circle with cones.
    3. Assign staff (male and female) from an outside contractor for pat downs.
    4. Assign officers to check ID's, watch the money, general crowd control and rove inside the party and the back hallway.
  5. Sponsors will assist Public Safety in clearing out the facility.
  6. Money collected the night of the party, the sales & solicitation form, and a deposit slip, must be deposited in a University authorized account as required by University policy. A full-time officer will provide an escort for all money deposits. 
  7. Parking for patrons is available in the Trabant parking garage at the prevailing parking rates and in university parking lot 19. (Parking on Main St. after 9:30 p.m. could result in having your car towed or ticketed by Newark Police.)
  8. The DJ is responsible for making any announcements requested by University staff. In addition, the lights must be turned on by 1:40 A.M. The DJ's equipment should be cleared from the building by 2:15 A.M. The DJ may load and unload from the fire lane but must park the vehicle in a legal space during the party.

Contraband will not be permitted inside the party. This includes alcoholic beverages, smoking materials, pepper spray, dangerous instruments, or weapons.

 

 

CANCELLATION POLICY

Late night parties must be cancelled no less than 2 business days before the event to avoid financial charges.  Parties cancelled less than 48 hours before the event may be charged associated fees. http://www.udel.edu/student-centers/AandP/forms/index.html (click on S9)

 

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