Initially approved: August 12, 2013
Revised: July 13, 2015
Policy Topic: Governance & Administration
Administering Office: Residential Living Conference Services/Event Services
I. POLICY STATEMENT
It is the policy of Western Carolina University (the "University") to promote and facilitate the most effective and efficient use of its facilities, property, and resources in furtherance of its mission. Toward this end, the purpose of this policy and implementing procedures is to ensure the best service to internal and external customers alike through coordinated scheduling and the use of University facilities, spaces, resources, and support staff.
II. SCOPE AND APPLICATION OF POLICY
This policy generally applies to any one or more of the following events:
(1) That anticipate more than twenty (20) attendees, including University students, faculty, and staff; or
(2) That occur in facilities or on property that is operated, owned or otherwise controlled by the University, including the Biltmore Park instructional site; or
(3) That are offered pursuant to a facilities use or other University agreement; or
(4) That require University auxiliary services such as law enforcement/security, dining and catering services, facility management/venue set-up, and lodging; or
(5) That potentially pose significant risk of harm to persons or University property; or
(6) That serve minors.For illustrative purposes, this policy applies, but is not limited to, the following types of events:
(1) Athletic events, including intercollegiate competition and summer camps;
(2) Musical, theatrical or artistic programs and performances, including marching band competitions such as the Tournament of Champions;
(3) Instructional/educational programs, including day camps, multiple day (overnight) camps, and academic panels;
(4) Open houses for prospective students;
(5) New student orientation;
(6) Residence hall move-in;
(7) Events hosted by Non-University Groups, including community and regional programs of public interest or public hearings;
(8) Events hosted by University Groups;
(9) Recreational events, including walk/run events such as 5K runs;
(10) Alumni events;
(11) Festivals, including Mountain Heritage Day;
(12) University receptions, including receptions for public officials; and
(13) University of North Carolina events
This policy does not apply to regular, periodic meetings held in connection with the routine administration of the University’s business and affairs; provided, however, that in the event a particular regular meeting of a University Group, Affiliated Group or Recognized Student Organization should require the use of exceptional University resources such as assistance with parking services, traffic control, facilities set-up and tear-down, information technology support, and additional space, that meeting will be subject to the requirements of this policy.
“Affiliated Group” means a group or entity that is directly or indirectly controlled by, controlling or under common control with the University.
“Event Sponsor” means any person, group or organization responsible for organizing, supporting, and hosting an event or activity.
“Non-University Activity” is any function, event or activity that is not a University Activity.
“Non-University Group” is a group other than a University Group or Recognized Student Organization that is a legally separate entity from the University, even though some of the members or participants may be University personnel, alumni, or students. A Non-University Group also may be a single individual.
“Recognized Student Organization” means the Student Government Association and other student clubs and groups that have been officially recognized by the University. A Recognized Student Organization also may be considered an “affiliated group.”
“University Activity” is any function, event or activity sponsored by the University. For purposes of this Policy, the term “sponsored” means having written approval or authorization from the appropriate University official(s).
“University Group” is an administrative or academic unit within the University, staffed by state employees
acting within the scope of their employment. A University Group also may be considered
an “affiliated group.”
IV. GENERAL PRINCIPLES – USE OF UNIVERSITY FACILITIES
Use of University facilities for events generally will be consistent with the University’s mission and in accordance with applicable federal, state, and local laws and ordinances, and University policies.
V. EVENT SCHEDULING AND ADMINISTRATION
All events to be held on the University’s campus, any instructional site or other property controlled by the University shall be scheduled, coordinated and, if needed, administered through the Office of Event Services. The office contact information is:
Residential Living Conference Services/Event Services
Western Carolina University
1 West Scott Hall
Cullowhee, NC 28723
Persons, groups or organizations sponsoring events on campus are subject to all applicable University policies, including the facilities use policy, as well as applicable state and federal laws and regulations, including non-discrimination laws. Event Sponsors will also be subject to procedures and regulations developed by the Office of Event Services as may be adopted and amended from time to time.
In order to help ensure that state resources are not used for private gain, Event Sponsors holding events in University facilities and utilizing University services will be charged rates in accordance with this policy. Rates are subject to change and Event Sponsors may obtain current rate information on the Office of Event Services website.
VII. POLICY REVIEW
This policy shall be reviewed and revised as necessary every four (4) years.
VIII. RELATED POLICIES AND RESOURCES
University Policy #82, Facilities Use and Public Art
University Policy #65, Space Utilization and Allocation
University Policy #114, Solicitation, Assemblies, and Public Addresses