Campus Activities

A. All Campus Party Policies

All requests for all campus parties must begin in the SARC office with a discussion with your SARC Intern. Please see page 3, “Event Registration for Student Events” for detailed information to get started. Once your event is approved, you must comply with the following rules and regulations for all campus events:

Set-up, event and break down times must be confirmed with SARC intern, including a contact list of organizational members for set-up and clean-up.

1. Staffing requirements (security/firewatch) will be discussed with SARC intern, and finalized with the CAO.
2. There must be sufficient food and water, arranged by campus dining or a caterer and served in a well-lit and accessible location.
3. A floor plan will be required for large all campus events with locations for food and water,(and alcohol if approved) determined prior to the event.
4. Designated entrances to the venue must also be determined prior to the event and staffed by student organizers and security to check ID’s or guest passes for entry.
5. Thirty minutes prior to event start time, an mandatory meeting with student leader liaisons, the building manager, the organizational advisor, security, firewatch and EMT’s will be arranged to review event details and the floor plan.
6. There will be mandatory “TIPS for the University” training for all organizations planning large all campus events. At least two officers and members at large of your organization must complete this training. These people will be required to work at the door.
7. Evaluation: A debriefing meeting will occur soon after event.

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B. All Campus Parties with Alcohol

All policies for all campus parties apply, and in addition: The student organization must first complete the Event Request Form. Upon approval of the event, the organization must then complete the Request for Alcoholic Beverages and Food Services Form. Forms are available in the SARC Office and the Office of Campus Activities.  This form requires both permission from Campus Activities and Campus Dining.

Bring form to the Campus Activities office and schedule a meeting with the Executive Director of Campus Activities and the Associate Director of Campus Dining to discuss specific details as soon as your event is approved.

College Center

Events require alcohol approval at least three weeks prior to event in College Center.

Outside College Center

Events require approval at least five weeks prior to event outside College Center.  A catering permit for locations other than the college center is necessary.  This catering permit takes at least five weeks to process and alcoholic beverages cannot be served without it. 

Required Costs for Alcohol Service:

Alchohol Service Rules and Regulations

1. There will be no “open bars” permitted.
2. No one under the age of 21 may purchase, possess or consume any alcoholic beverage.
3. If an organization wants to admit guests from local colleges to Mug Nights or any event serving alcohol, a member from the organization must be positioned outside the Mug door to admit the students and record their name and address, the students must have ID from their college, and another form of ID that is approved by NY State.
4. Mug specials and happy hours are not permitted.
5. It is mandatory that all organizations provide non-alcoholic beverages and some type of snack food, in addition to the alcoholic beverages, for the duration of the event.
6. Campus Dining will be responsible for the cleanup of the immediate bar area. The sponsoring organization will be responsible for all other cleanup.
7. The officers of the organization sponsoring the event shall be responsible for any infraction of College Regulations.
8. Organizations must reserve the Mug for events through their SARC intern and completing an Event Registration form.

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C. College Emergency Response Policy

All events that bring in large outside groups (field trips, conferences, etc.) must submit a copy of the participant list including names and contact information for the individual and their emergency contact person.

All outside registrants for such events must be registered as a Vassar guest upon arrival to campus. All guest policies and rules will apply.

If participants will be staying overnight at the college, arrangements must be made with Residential Life.  No persons are allowed to sleep in any academic or administrative building, according to New York State law.

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D. Study Week Policies

Per the Committee on College Life

Programming

The following criteria is utilized to evaluate requests for activities:

• is voluntary and attendance is not mandatory
• is not disruptive to students who are studying or preparing for exams
• is not an irresistible attraction for the majority of the community

The overall goal of programming during study week is to provide students with a break from their studies. Activities which students can easily attend and produce and are not so large or time consuming that students are distracted from their end of the semester academic responsibilities are appropriate to this time period. As always, activities and events sponsored by student organizations must be registered in the Office of Campus Activities and approved by the VSA VP of Activities.

No Private Parties

Private parties with alcohol are prohibited during Study Week. Majors committees and academic departments may have gatherings with their students as long as a faculty member signs the private party registration form as the sponsor (serving alcohol).

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E. Campus Dining

Meal Card/Point Collection Procedures 2008-09

1. Meal card swipes can be used for prepared foods (catering).  Use the “Cater This” brochure, available on line and at catering office in ACDC
2. Point swipes can be used for non prepared foods (groceries) and catering using cash, Declining Balance or VSA budget number. Use the “Simple Takeaways” brochure, available on line and at catering office in ACDC.

Procedures

1. Only VSA authorized groups can request catering using meal card swipes for payment.
2. Only VSA authorized groups can collect points that can be used for groceries.
3. Visit the Catering office in ACDC to discuss your event to determine if it is a point collection for groceries or meal card swipes for catering. You will be told what the amount you must collect is.
4. Reserve the lobby of ACDC and fill out the Reservation Form for the ATT mini wedge.
5. Collections will take place in the lobby of ACDC, Monday-Friday.
6. The Mini Wedge and instructions will be signed for and picked up from the Catering Office before the meal plan/point collection time.
7. After the point collection the Mini Wedge will be returned to the Catering Office or, if the office is closed, to a Campus Dining Manager.
8. Proceeds from the meal card/point collection will be processed within one business day.
9. All VSA groups account records will be kept on file at the Catering Office.

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