The Division of Student Affairs recognizes the value that student organizations bring to the University of Arkansas at Little Rock (UA Little Rock) campus.  To create a safe environment for student programs, the following policy shall apply to all social events held on and off campus, if applicable.  A social event is a gathering open to the UA Little Rock student body, organization members, and guests outside of regular building hours. These events include parties, dances, tea parties, and dinners. All evening events must conclude and the building cleared by midnight Sunday through Thursday and by 2 a.m. for Friday and Saturday events.   Social events may only be hosted by organizations approved by the Student Experience Center and in good standing (financial, academic, and disciplinary) with the university.

Before the Event

Training: To host a social gathering event, organizational representatives (the Chapter President, Advisor, and two additional executive board members) must attend the social event training held each semester by the Student Experience Center and the Department of Public Safety (DPS).  DPS will facilitate the security measures before entering/reentering the event.  Metal detectors will be facilitated by the DPS.If an organization fails to meet the training requirement, its privileges to host an event will be revoked for that semester.  Alleged violations of this policy will be addressed through the university’s disciplinary process. Student organizations may also be subject to civil or criminal penalties resulting from misconduct at an event. 

Reservation and Billing: StudentOrganizations wishing to host a social event will need to coordinate through the campus event reservation system, Mazevo and any related aspects of LR 703.4 (Use of University Facilities) or LR 518.3 (Free Speech and Expressive Activities) to reserve space on campus and coordinate with the Student Experience Center. Reservations should be made as soon as the student organization decides to host an event, at least 14 days prior. Student Organizations will receive an invoice for the requested space(s).  Payment similar to the fee schedule outlined within the Donaghey Student Center fee schedule is due in full before the event. 

Once written confirmation is received by the student organization from the Student Experience Center, the requesting student organization must complete a Social Event Planning Form through the Student Experience Center and submit a copy of the request confirmation.  Social Event Planning Forms must be submitted to the Student Experience Center 10 business days before the event. Please complete this process to approve the event and retain the facility reservation. Once this process is complete, the student organization must contract with DPS for the requisite number of police officers.  The student organization will not be able to expand or alter the space reservation once a DPS contract has been secured.

Public Safety:  UA Little Rock DPS and Student Experience Center staff will determine the number of officers needed to work an event.  Events are open to all students and guests and must have at least four UA Little Rock officers contracted to work the event duration.  Events open to only UA Little Rock students may require officers to present, depending on the judgment of DPS and Student Experience Center staff.  Sponsoring organizations must contact DPS to complete a contract at least 10 business days before the event.  A copy of the signed contract with DPS must be submitted to the Student Experience Center with the Social Event Planning Form.  If the student organization or university cancels the event, the student organization must contact DPS to cancel the contract within the noted time frame to avoid charges. 

UA Little Rock DPS officers will be contracted to work all social events open to the public (members outside of the campus community) as deemed necessary. DPS  and the Office of Student Experience Center will determine the number of officers (minimum of four).  Officers are to be paid by the hosting student group at the beginning of the event.  Officers may be located in the following areas depending upon the attendance and officers present: check-in, money box, inside event/restrooms, and problematic exits (i.e., side exterior exits of Fieldhouse).  Additional locations of officers will be determined during the walk-through meeting.  Officers are responsible for patrolling assigned locations and evaluating the student organization’s and attendees’ safety.  DPS will be responsible for operating security measures (such as wanding, metal detectors, etc.); an officer will be at the entrance at the time of the hosting organization checking in people into the event.  If security becomes a concern, officers must discuss improvement strategies with the organizational point person.  In an emergency, officers will first secure the student organization’s and attendees’ safety.  In this situation, the officers will follow up with the organizational point person after addressing incidents.

Advertising – Organizations may advertise their events on and off campus after they have been approved and the Social Event Planning Form has been signed and returned by the Student Experience Center. Advertisements are to be posted once the Student Experience Center provides proper approval.  Advertisements may include, but are not limited to, flyers, handbills, social media, radio ads, etc. All advertisements must include the following admission requirement statement:

* * Individuals must provide their university ID and state-issued ID or driver’s license to gain entry into this event.  Guests must be 18 years of age or older to attend * * Additionally, advertisements must appropriately and accurately represent the event information (start time, end time, location, admission requirements, set price, etc.).  Before distribution, all advertisements—including those for print, social media, radio, etc.—must receive approval from the Student Experience Center.

Guest List: A guest list should be solidified through Eventbrite or Trojan Engage and submitted to the Student Experience Center 48 hours before the event.  A copy of the guest list will be at the guest check-in station.  Attendees will have their student ID and government ID swiped, and monitors will highlight them on the list.  Guest lists indicating attendance will be submitted to the Student Experience Center following the event.

Event Supplies- Sponsoring student organizations must acquire required supplies from the Student Experience Center before their event.  Supplies will be available during regular business hours (8:00 a.m. – 5:00 p.m. Monday-Friday).  Student Organizations must use wristbands, security wands, attendance clickers, event signs, and card readers.  Supplies will be provided based on the number of anticipated attendees and the event venue.

Walk-Through Meeting Before Event: A walk-through meeting should be held with the hosting student organization (the president and at least one Advisor), building staff working the event, and DPS at least one week (7 days before the event). All organizational monitors, contact point persons (designee of the President) for the organization, and faculty/staff/alumni advisors must be present at this meeting.  If the student organization does not have all organizational representatives present, the event will be canceled at the call of the building staff.  Event logistics will be finalized during this meeting, and security details will be reviewed.

During the Event

Event Monitors – Each student organization will identify five individuals plus an advisor to serve as monitors and to work the door for the duration of the event.  These individuals are responsible for enforcing admission requirements and collecting entry fees.  Individuals may not deviate from advertised entry fees.  The names of these monitors must be submitted to the Student Experience Center and DPS at least 24 hours before the event.  In addition to the monitors, each student organization will identify a primary contact, preferably the chapter president, to serve as a point person for the duration of the event.  This individual is responsible for coordinating with DPS to secure a contract for the event and maintaining communication with DPS and DSC building staff during the event. To serve as a primary contact, the member must have participated in the training session offered by the Student Experience Center.

Advisor – It is the student organization’s responsibility to have a faculty, staff, or alumni advisor present for the event.  If an advisor, approved by the Student Experience Center, cannot attend the event, it is the student organization’s responsibility to cancel it. Failure to follow this policy will result in disciplinary action against the organization.  The role of the advisor is to work with the organizational leaders on implementing university policies and to call attention to risk management or safety concerns as needed.

Admission Procedure – UA Little Rock events are intended for university-enrolled students; however, guests can attend.  To attend a UALR social event, individuals must be enrolled in an institution of higher education, guests, and provide their university ID and their state-issued ID (driver’s license) for non-enrolled students to gain entry into the event.  Guests must be 18 years of age or older to attend.  A guest’s state ID will be scanned to gain entry into the event.  UALR (part-time, full-time) students must have their UALR Student ID, which will be reviewed to gain entry into the event.  Once an individual’s ID has been scanned and the admission fee paid, the attendee will receive a wristband to wear while in attendance.  All individuals must pass through a security checkpoint, where an organizational representative will scan them with a security wand.  “Pat downs” or any additional touching are prohibited.  Social events will maintain one entry/exit for all events.  Individuals choosing to leave the event may return only after going through the admission and security procedures again (including payment and wanding).  Organizational representatives are responsible for keeping an accurate attendance count and may not exceed the previously stated occupancy.  If an event reaches capacity, “Sold Out” signs will be placed on the entrance doors.  

Host Responsibilities: Hosting organizations are responsible for the actions of the members and guests at all times.  Hosts must remember that managing the event is theirs, not that of the building staff or public safety.   If attendees are suspected of using drugs or alcohol before or during the event, admission should be denied for that individual regardless of age and investigated by DPS. If an attendee appears intoxicated during the event, a DPS officer should be notified, and the individual will be removed.

Closing the Event

Before closing: The sponsoring organization will announce the last song via a microphone at least 20 minutes before closing (whichever is sooner), the lights will come on, and attendees will be asked to leave. The organizational primary contact will meet with and discuss the closing procedure with the event DJ before the event. If you fail to comply with existing regulations at the time, you will be responsible for additional expenses associated with and highlighted by the facility/building manager.

Following the event: The sponsoring organization is responsible for clearing the building in a timely fashion following the event. Event supplies must be returned to the Student Experience Center by noon on the next business day (usually Monday) to avoid incurring replacement costs.  Guest lists indicating attendance will be submitted to the Student Experience Center on the next business day following the event. 

Closure for Safety: If an organization is not fulfilling the responsibilities listed above, DPS has the authority to close events early (with notice to the organization) if DPS perceives a safety concern. All safety concerns will be shared with the Student Experience Center in writing. In this instance, organizational members will remain respectful to officers and comply with University protocol.  Failure to do so can result in further actions by DPS and the Dean of Students. If the event ends early, DPS has no refunds for unused hours. 

As governed in the University Student Handbook, student organizations must submit a copy of the Certificate of Insurance from the sponsoring Registered Student Organization hosting the event, which must be on file before requesting the event. Also, all law-enforcing agencies must be licensed, bonded, and vetted through the Department of Public Service.

Checklist:
  • Attend the Student Experience Center social event training held each semester.
  • Complete Event Request using Trojan Engage
  • Secure space with UALR Conference Services
  • Complete the Social Event Planning Form
  • Secure contract with UALR Department of Public Safety
  • Contact the Advisor to attend
  • Get Advertisements Approved by the Student Experience Center
  • Market Event
  • Submit a guest list of non-UALR or non-university students attending the event to the Student Experience Center.
  • Pick up event supplies from the Student Experience Center
  • Conduct pre-event meetings between the organization, building manager (or designee) , and DPS
  • Identify Event Monitors for the event and confirm names to the Student Experience Center and DPS
  • Designate the primary contact person
  • Clean Building after the event
  • Return supplies and submit guest lists to the Student Experience Center
Timeline:
  • 14 Days Prior to Event (Preferably as soon as decides to host) – Reserve space with UA Little Rock Conference Services through scheduling tool at schedule.ualr.edu
  • 10 Days Prior to Event – Contact Department of Public Safety (DPS) to complete a contact. Must be completed 10 days before event
  • 10 Days Prior to Event – Fill out and submit Social Event Planning form to the Student Experience Center. A copy of the DPS contact must be included. Must be completed 10 days before event
  • Once event is approved and the Social Event Planning form has been signed, advertisements must be approved and then may be posted
  • 48 hours Prior to Event – Guest List of any non-UA Little Rock or non-university guests attending must be submitted to the Student Experience Center
  • Before Event – Acquire required supplies (wristbands, security wands, attendance clickers, event signs, card readers)
  • 24 Hours Before – Meeting between Student Center staff, hosting organization, and DPS
  • 24 Hours Before – Names of Monitors and Primary Contact submitted to the Student Experience Center and DPS
  • Prior to Event – Payment in full due to UA Little Rock Conference Services
  • Event Happens
  • 1:25 a.m. at Event – Last Song Announced 
  • Event Ends
  • Clean Building
  • Next Business Day by noon – Return supplies and submit guest lists indicating attendance to the Student Experience Center