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Indoor Social Events Policy

University of Missouri-Columbia

Effective January 1, 1997, Revised July 7, 2008

 

General Guidelines:

It is the purpose of this policy to promote and support social events hosted on campus by University departments and recognized student organization, while insuring the safety of the guests of this event, other occupants within the facility and the building premises. For the purposes of this policy, an indoor social event may be defined as any event which promotes music for the purpose of encouraging dance and hosted for the purpose of raising funds and/or socializing. If the event is being used as a fundraising event, all policies and guidelines related to fundraising events also apply. The following guidelines are minimum standards to be met by the hosting organization:
 

Security:

Any indoor social event hosted past 11:00 p.m. on the premises of the University of Missouri-Columbia shall require the presence of a minimum of one (1) MUPD representative. The event shall not begin prior to the MUPD representative/s' required arrival at 10:30 p.m. It is the responsiblity of the host organization to bear all responsibility for the event and pay for all fees associated with the cost of the MUPD representative/s and rental of the facility up to the conclusion of the event.
Reserving Space for The Event: Space must be reserved no less than eight (8) days before the event (this includes Saturday and Sunday).

 

Fees:

MUPD Representative - (minumum of 3 hours)
Officer and supplementary personnel services:  $45/hour
Security Officer services: $35.00/hour
Campus Safety Officer services: $20.00/hour
Barricades (if needed): $50 per day per event
Dances and related events cancelled after cancellation deadline: $50 cancellation fee plus costs incurred.
All other events cancelled after deadline: any and all costs incurred by MUPD

Facility Rental - Cost as identified by University facility

Notification of the MUPD representative is coordinated through the reserving department (e.g., Student Recreation Center, Missouri Unions, etc.). All fees shall be paid by 4:00 p.m. on the Friday before the event, or arrangements made otherwise.

All facility reservations are tentative until a MUPD representative is confirmed.

If the MUPD representative is required to stay beyond 1:30 a.m. or 2:30 a.m., the additional cost for the officer/s shall be the responsibility of the MUPD department in keeping in line with its duty to protect the University community's safety. In the case that it is found that the hosting organization actively contributed to the circumstances requiring the MUPD representative/s to stay beyond the scheduled time, the associated costs shall be the financial responsibility of the hosting organization.

It will be the responsiblity of the facility representative, organization representative and MUPD representative to sign a Memorandum of Understanding at the end of the function agreeing to the time of event end and any items of concern.

 

Cancellation Policy:

All cancellations of space must be made in person by an elected officer of the organization or departmental representative. This individual must present a valid University I.D. as proof of identity. An event cancelled 48 hours prior to the event will be refunded at the full amount. Any event cancelled within 48 hours of the scheduled event will be charged a $50 cancellation fee plus incurred costs, if applicable.
 

Cleaning of Area:

It is the responsibility of the sponsoring organization and/or department to clean loose trash from the area of the dance. The facility representative shall provide the sponsoring group with trash bags and trash receptacles. The facility reserves the right to assess fees for actual damage/s to the premises and/or an additional custodial charge up to $50 if the area is not properly cleaned.
 

Roles of Participants:

It is the responsiblity for all the sponsoring organization/department, building representative and MUPD representative to promote and encourage a safe and secure environment for all participants. Although each representative has specific roles and tasks which they much perform, the expectation is that all parties shall work cooperatively together and support one another in promoting a successful and safe event.

MUPD Representative - Enforces federal, state, local and University laws and regulations.
Facility Representative - Protects the facility.
Organizational/Departmental Leadership - Hosts event. Responsible for the safety and security of their guests and all University policies and procedures.

 

Exceptions to Policy

Depending upon facility needs, nature of the event and/or past experiences with the type of event or sponsoring organization, additional stipulations to this policy may be required by the facility. The facility must advise the organization in a reasonable amount of time so that the organization/department may respond. If at any time the organization or department feels that the requirements are too stringent or unfair, they may appeal this in writing to the director of the facility. Final appeal is the Vice Chancellor Student Affairs.
 

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