Outdoor events are subject to the same policies and procedures as indoor events, but because of their public nature there are additional considerations. Events to be held outside require that the sponsoring organization properly reserve the outdoor facility through the Conferences and Events Services Office, Room 108, ext. 6139. The Reservationist will coordinate availability with other University departments as necessary. Some considerations about outdoor events:
Priority for use of University athletic fields is given to athletic events. Any uses which may damage playing surfaces will be carefully reviewed and may be limited to certain times of the year.
When planning an outdoor activity, alternative indoor facilities (if the activity can be moved indoors) should also be reserved in the event of inclement weather or a "raindate" should be considered.
The University does not have outdoor staging or sound equipment appropriate for most "concerts." This equipment must be rented at the sponsor's expense. Discuss this with your Student Involvement and Leadership (OSIL) program advisor or CESO event coordinator early in your planning process to be sure your budget includes this cost.
A limited number of tables, chairs, trash barrels are available to support outdoor events based upon availability and other scheduled programs.
Outdoor Events with Amplified Sound
Sound amplification, particularly of music, has significant impact on the University and surrounding community. These events require a minimum of four weeks advance planning and special approval through the Office of Student Affairs.
The first step to planning this type of event, after gaining organization and advisor approvals, is to reserve the outdoor venue. The next step is to submit a written proposal to your SAO advisor or CESO coordinator to request approval of the event. The proposal should include the following information:
Proposed date, start time and end time of the event.
Proposed location of the event and the inclement weather plan.
Names of all sponsoring organizations, with the lead sponsor clearly identified. The lead sponsor is the one who is responsible for the coordinating the event logistics with OSIL and/or CESO, including the processing of the contract(s).
Statement regarding the experience the lead sponsor has in negotiating contracts and managing concerts similar to the intended event.
The purpose of event, target audience and advertising expectations (this events may not be advertised to off-campus guests except under special circumstances).
The proposed performer's name(s) (including name of agent if applicable) and three references with contact names and numbers from other Universitys where the performer has recently played.
The sponsor's staffing plans for the event, including the number of staff and student volunteers who will be working the event, who will load the bands in and out, and what plans have been discussed regarding security for the event.
A budget summary of the event's cost and the group's ability to financially support the event.
The organization's OSIL program advisor or CESO coordinator should be able to assist the group in obtaining information needed to assist with the preparation of this proposal.
The following policies apply to outdoor events with amplified sound:
Events cannot exceed four hours in length. Soundchecks prior to the event should not exceed one hour prior to the scheduled start time. All amplification must end by 7:00 p.m.
The organization's advisor must agree to be present throughout the event and assist the organization and campus police to ensure the smooth conduct of the event. Depending upon the expected size of the crowd, additional staff/faculty monitors will be required and the number will be determined as part of the approval process.
The University may limit the type of sound equipment to be used and will determine maximum volume limits (based on event location) which will be incorporated into all contracts and riders.
Some performers may not be appropriate for outdoor events (i.e., performers whose musical recordings contain parental advisories or whose acts are known to include language not acceptable for broadcast in public venues). Discuss possible performers with your advisors as early as possible to be sure that this will not be an issue with your event. The University has a dual challenge of helping student organizations hold events that are of interest to them while also ensuring that the University's neighbors are not subject to amplified obscenities, etc.
The sponsoring group must write a letter alerting local neighbors to the event. Once the event is approved the Student Activities Office or CESO will advise the sponsoring organization regarding a distribution plan at least one full week in advance of the event.
Campus police details will be required for outdoor events with amplified sound, and the event sponsor may be subject to the costs of these details.
Outdoor Events with Inflatable Games/Rides of Tents and/or Tents
CESO must receive a copy of the contract and all applicable riders two (2) weeks prior to the vendor arriving on site for coordination with grounds crew and electrician details through the Facilities Department. A group’s failure to meet this deadline will result in the inability for the tent or inflatable item to be constructed on campus. Please ensure contracts are not signed before ensuring we can support the items you are requesting.
Vendors arriving on campus without CESO knowledge and proper prior approval and coordination through the Facilities Department will result in the vendor being turned away, regardless of contracting or cost to sponsoring department or student group. Facilities cannot continue to be called the day of an event to support a program they did not have prior knowledge of or appropriate staffing for.
Rental items such as inflatable games/rides and/or tents must include in the rental contract and/or rider that all items anchoring to the ground is performed with either
Weighted buckets or
Sand bag format
Last Modified: September 21, 2010