Planning an event? We are happy to assist you.
Our number one priority is the safety of our guests and the campus community. We also
share the desire for events to be as pleasant as possible for everyone involved. Together,
Police and the Parking and Transportation Department can help create a successful
parking, traffic, and safety plan. Attending a special event might be our guest’s
first impression of campus, and our most successful events are those where our guests
feel welcome the moment they arrive.
We recommend that event planners start by creating a communications piece. We strongly
encourage communication of all directions, entry points, and parking availability
throughout the marketing of the event. Here we offer some helpful tips to make sure
each experience a positive one.
Request Special Event Parking
REQUEST SPECIAL EVENT TRANSPORTATION
Event Planners may use a custom map with locations, parking lots, and travel routes
and this should be included with all marketing materials. This is a tremendous help
as many visitors are not familiar with our campus.
If a lot has been blocked off for your event, a special parking permit can be created
to display on the dashboard. Planners may email special parking permits to guests
prior to the event. This eliminates the need to question event participants for entry
to a reserved lot or in larger events direct them to a specific area. Without these
permits, staff cannot identify participants which can cause delays and potential safety
issues in any resulting traffic backup.
Temporary signs are recommended to help guests navigate campus and can help alleviate
confusion after arrival.
PERSONS WITH DISABILITIES
If it is anticipated that a large number of per-sons with special needs are attending,
the accommodations made for their partic-ipation should be a priority in communications
and planning. For events at the Ramsey Center, the circle off of Forest Hills Drive
is the preferred location for drop off and pick up of persons with disabilities. For
other areas of the campus, we have the required appropriate number of reserved handicapped
parking for day to day operations. Pickups/and drop offs on campus streets during
events is not allowed as it creates significant traffic and safety issues.
K thru 12 Activity buses do not share the same legal protections as a typical school
bus. These buses are not equipped with stop arms, they are a different color and do
not have flashing red lights. Drivers are not obligated to stop while an Activity
Bus is loading/unloading. Because of this, Activity Buses should not unload passengers
on streets and roads within the Campus. Parking and Transportation will designate
a safe location out of traffic, usually a parking lot or other area designed to accommodate
safe passenger unloading such as the Ramsey Circle or Balsam Residence Hall.
Event Planners should provide as much lead time as possible when requesting special
event assistance so that the parking logistics for your event can be scheduled and,
if necessary, communicated to the remainder of the campus community. We request at
least a one week lead time for small requests and at least 3 weeks lead time for larger
events. We often have more than one event occurring on campus and these lead times
are necessary so that re-sources can be allocated.
If you require the services of a parking officer to monitor a lot or direct traffic
the cost is $20 per hour for each officer. Sworn Police Officers are $30 per hour
for each officer. Lead times are especially important when an event requires Parking/Police
staffing. The demand for these services is significant and arrangements must be made
so that our primary job duties are not affected. Off-duty officers are the primary
source of our staffing for special events. Requests for officers are subject to availability.