Late Night Parties Policies
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:

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 Solicitations Form. Forms can be picked up in the Event Services Office, TUC 103. 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 cannot 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 Student Involvement staff in 015G Perkins 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 cannot be changed once set and posted.

Students can now use FLEX to collect funds at their parties.

VISITOR IDENTIFICATION POLICY FOR TRABANT UNIVERSITY CENTER PARTIES
Only college students with a valid college ID, and active military personnel with a military ID, will be admitted to late night parties held in the Trabant University Center.

No in-and-out privileges. If a guest leaves the building, their wristband will be removed by security. The guest must pay [again] to re-enter the event.

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 IDs, military IDs, drivers' licenses and state issued IDs are acceptable forms of identification.

No in-and-out privileges. If a guest leaves the building, their wristband will be removed by security. The guest must pay [again] to re-enter the event.

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

PARKING GARAGE STAFFING POLICY
Cashier Hours in the Parking Garages end at 11:00pm. Patrons leaving the garage after Cashier hours can pay by credit card. If you wish to have cash sales available after hours for your event, you must contact Terry Vance (tvance@udel.edu) at least 10 days in advance to schedule a cashier. Rates are $17/hour with a 3-hr minimum.

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 Space Reservation Form
  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 Solicitations Form. (Event Services Office, TUC 103)
  4. A Request for Public Safety Form must be submitted at least 2 weeks before the party
  5. The sponsor must attend a planning meeting with the University Student Centers' Greek Life Coordinator no less than 10 business days before the Party.
  6. The organization's treasurer must meet with Student Involvement staff in 015G Perkins 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 Student Involvement office, 015G Perkins, 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:
  10. The night of the Party, the Detail Commander will:
  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. No in-and-out privileges. If a guest leaves the building, their wristband will be removed by security. The guest must pay [again] to re-enter the event.
  13. 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.
  14. 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:
  15. Sponsors will assist Public Safety in clearing out the facility.
  16. Sponsors are responsible for clearing excessive trash inside the facility.
  17. Money collected the night of the party, the Sales and Solicitations 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.
  18. 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 Space Reservation Form for the CSB [PDF]. The form can be obtained from the Student Involvement office in 015G Perkins.
  2. Complete a Sales and Solicitations Form. (Event Services Office, TUC 103)
  3. Complete a Request for Public Safety Form at least 2 weeks before the party
    Secure parking passes for lot 20 from Public Safety/Student Centers.
  4. The sponsor must attend a planning meeting with the University Student Centers' Greek Life Coordinator no less than 10 business days before the party.
  5. The organization's treasurer must meet with Student Involvement staff in 015G Perkins 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 Student Involvement office, 015G Perkins, 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:
  9. 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.
  10. 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.
  11. 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.
  12. The night of the party, the Detail Commander will:
  13. Sponsors will assist Public Safety in clearing out the facility.
  14. Money collected the night of the party, the Sales and Solicitations 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.
  15. 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.)
  16. 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 canceled no less than 2 business days before the event to avoid financial charges. Parties canceled less than 48 hours before the event may be charged associated fees.

Reservations for the Multipurpose Room MUST be cancelled 2 weeks prior to the reservation date. Cancellations or no-shows with less than 2 weeks notice will incur a cancellation fee of $500.00.