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DCA Policies

Room Reservation Policies

The following are policies for external groups wishing to reserve a room at a Department of Campus Activities space. Please read carefully when reserving a room.

Scope and Application of Policy 

  1. This policy applies to solicitation, assemblies, and public addresses conducted on the University’s campus.
  2. All solicitation, assembly, and public address activities must also comply with University Policy #82, Facilities Use Policy, where applicable.
  3. Use of a University facility for solicitation, assembly, and/or a public address does not mean that the University in any way supports, sanctions, or agrees with the policies and activities of the user.  The University reserves the right to limit use of the University’s name, registered marks, and other University indicia in connection with promotion or endorsement of events.  Except for the purpose of describing location, promotional and advertising materials may not implicitly or explicitly use the University’s name, logo or other indicia without prior approval of the University, which may be obtained from the Brand Manager located in the Office of Creative Services at (828) 227-2077.

Definitions 

“Assemblies and Public Addresses” are meetings or gatherings organized for an intended purpose. Public Addresses also may involve speeches to a group of individuals in a structured, deliberate manner intended to inform, influence or entertain the listeners.

“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.”

“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.”

“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.

“Commercial Solicitation” means:

  1. Any proposal to sell, solicitation of an offer to buy, or dissemination of information for the purpose of facilitating the sale of goods or services; or
  2. Any activity which attempts to raise funds, whether through sale of goods and services or donations, for any entity that is not a charitable organization, including a Recognized Student Group; or
  3. The dissemination or collection of surveys for a commercial purpose.

“Non-Commercial Solicitation” means:

  1. Any distribution of leaflets, brochures or other written material to assemblies or passersby, conducted without intent to obtain commercial or private pecuniary gain; or
  2. The solicitation of charitable contributions.

This definition does not include the dissemination of information for purposes of the administrative, academic, research, education, or engagement activities of the University. “Charitable Organization” means any organization that is organized and exclusively operated for one or more of the purposes specified in Section 501(c)(3) of the Internal Revenue Code of 1986 (the “Code”), as amended, and is exempt from federal income taxation under Section 501(a) of the Code.

“Charitable Contribution” is a contribution to a qualifying Charitable Organization that is deductible under Section 170 of the Code.

Commercial Solicitation

  1. Commercial Solicitation is prohibited except as provided in this Section IV.
  2. Commercial Solicitation is permitted at designated University events such as Mountain Heritage Day, International Day, Valley Ballyhoo, and such other University events as may be designated by the Chancellor or his/her designee.
  3. Commercial Solicitation is permitted when the solicitor has entered into a contract with the University to either (1) provide goods or services that are related to the University’s mission, or (2) to meet students’ needs that are not otherwise available in the local area.
  4. Recognized Student Groups must file all appropriate registration forms with and receive a permit from the Vice Chancellor for Student Affairs or his/her designee prior to initiating solicitation activities. The permit will specify the date(s), time(s), and place of the solicitation. The University may establish reasonable time, place, and manner procedures for such solicitations. Registration forms are attached to this policy as Attachment “A”.
  5. A Recognized Student Group, including individual members of a Recognized Student Group, may engage in the sale of goods or services as part of legitimate academic assignments that are sanctioned by the appropriate dean and designed to enhance student learning through engagement. Individuals and groups seeking to engage in the sale of goods and services under this section must obtain a solicitation permit in accordance with this section.
  6. Recognized Student Groups may not sponsor solicitations that require multi-year financial contractual obligations of a student (e.g., credit card applications).
  7. Except as otherwise described in the University Policy #81, “WCU General Campus Policy for Alcoholic Beverages”, solicitation, promotion, or sales of alcoholic beverages and/or alcohol-related items is prohibited.
  8. Solicitation must be conducted so that campus pedestrians and automobile traffic are unobstructed and members of the University community may proceed with their normal activities.
  9. University Groups, Recognized Student Groups, Non-University Groups and individuals alike may distribute leaflets, brochures or other written materials in any open, exterior campus space; provided, however, that materials may not be placed on parked vehicles consistent with Section XI.E below. Anyone distributing materials must do so in accordance with additional provisions found in Sections VII.C and XI below, and must comply with laws pertaining to defamation, obscenity, littering, and other applicable laws.
  10. Door-to-door solicitations are not permitted in any facility on campus.

Non-Commercial Solicitation

  1. University Groups, Recognized Student Groups, Non-University Groups and individuals alike may distribute leaflets, brochures or other written materials in any open, exterior campus space; provided, however, that materials may not be placed on parked vehicles consistent with Section XI.E below. Anyone distributing materials must do so in accordance with additional provisions found in Sections VII.C and XI below, and must comply with laws pertaining to defamation, obscenity, littering, and other applicable laws.
  2. Solicitation must be conducted so that campus pedestrians and automobile traffic are unobstructed and members of the University community may proceed with their normal activities.
  3. Recognized Student Groups and University Groups may solicit Charitable Contributions to benefit a Charitable Organization provided that the group files all appropriate registration forms with and receives a permit from the Vice Chancellor for Student Affairs or his/her designee prior to initiating solicitation activities. The permit will specify the date(s), time(s), and place of the solicitation.
  4. Door-to-door solicitations are not permitted in any facility on campus.

Assemblies and Public Addresses

A.   Recognized Student Organizations and University Groups

  1. Exterior Space. Subject to Additional Guidelines described below, Recognized Student Groups, University Groups and Individuals may conduct Assemblies or Public Addresses without prior approval at any exterior campus location. The use of the Picnic Grounds, however, requires the submission of a reservation form to the Director of Campus Activities at least forty-eight (48) hours in advance of the Assembly. Groups comprised of twenty (20) or more persons are encouraged to notify the Director of University Police and Parking Services and the Associate Vice Chancellor for Facilities at least forty-eight (48) hours in advance of the Assembly/Public Address so that safety measures may be provided if necessary.
  2. Interior Space. The use of any interior space on campus must comply with University Policy #82, Facilities Use Policy, University Policy #65, Space Management, University Policy #110, Conferences and Events, and any other facility-specific facilities use policy (e.g., Ramsey Regional Activity Center policy). Assemblies and Public Addresses will generally be scheduled and/or coordinated by the Office of Conference Services in the Division of Student Affairs. Activities of attendees must not conflict with, disrupt or otherwise interfere with the facility’s normal use or primary function; or disrupt any event, program or activity; or display objects blocking sight lines; or restrict pedestrian flow or create hazardous conditions; or otherwise violate University policy or applicable state or federal law.

B.  Non-University Groups

  1. Exterior Space. Subject to the Additional Guidelines described in Section VII.C below, Non- University Groups (whether the groups are sponsored by a Recognized Student Group or University Group or are unsponsored) may conduct Assemblies or Public Addresses at exterior campus locations as follows: (1) without prior approval/scheduling, on the sidewalks adjacent to Centennial Drive, Forest Hills Road, and Central Drive; or (2) with prior approval/scheduling, on the southeast section of the Hinds University Center lawn, or the Central Plaza as may be determined by the Director of Campus Activities. These areas are highlighted on the campus map attached as Attachment “B”.
  2. Scheduling the use of the Hinds University Center lawn or the Central Plaza shall be handled by the Director of the University Center. Non-University Groups must submit a reservation form to the Director of the University Center at least forty-eight (48) hours in advance of the Assembly or Public Address. The Director of Campus Activities should notify the Director of University Police and Parking Services and the Associate Vice Chancellor for Facilities at least forty-eight (48) hours in advance of the Assembly/Public Address so that safety measures may be provided if necessary. Administrative review will be limited to reasonable time, place, and manner considerations.
  3. The Director of Campus Activities, in consultation with the Vice Chancellor for Student Affairs and General Counsel, may waive the 48-hour requirement for good cause, which shall include: (1) consideration of the number of people expected to attend the assembly or public address; (2) the availability of space and whether other events are concurrently scheduled; (3) the safety and welfare of the campus community; and (4) whether the activities will disrupt normal University operations. Waivers must be based on neutral criteria and not on the content of the event or the viewpoint of the sponsors.
  4. The University may disapprove or retract an invitation, and cancel or postpone a scheduled event based only upon reasonable time, place, and manner considerations or when the situation demands. Any postponed invitation shall be rescheduled as quickly as possible. The University will determine the appropriate venue for the outdoor Assembly or Public Address based only upon reasonable time, place, and manner considerations.
  5. Scheduled users will receive a permit indicating the date, time, and location of the event approved by the appropriate University official. The permit must be brought to the event location and available for inspection upon request throughout the duration of the event.
  6. A scheduled use shall have priority over any unscheduled use, even when scheduling is not required by this policy.
  7. An unscheduled use by a University academic unit for University instructional, research or engagement activities shall have priority over any other unscheduled use.
  8. Interior Space. Non-University Groups must schedule the use of interior space on campus in accordance with section VII.A.2 above.

C.  Additional Guidelines

  1. Because the use of exterior campus facilities presents the possibility of disturbance to normal University activities and damage to University property, the guidelines governing the use of exterior space shall include, but not be limited to, the following:
    1. No permanent or semi-permanent structure, including but not limited to stakes driven in the ground, tents, or trailers, may be constructed or placed for any activity in these outdoor facilities without approval of the Associate Vice Chancellor for Facilities or his/her designee.
    2. No semi-permanent structure may be constructed or placed for any activity conducted on emergency access roads, accessible paths or rights of way.
    3. No activities may be held if they conflict with a facility's normal use or primary function or with any previously scheduled activity.
    4. All outdoor Assemblies and Public Addresses must be conducted without sound amplification equipment unless permission for amplification is obtained from the Vice Chancellor for Student Affairs. Indoor Assemblies and Public Addresses may use amplification with the permission of the administrator responsible for the facility.
    5. Assemblies and Public Addresses must be conducted so that campus pedestrians and automobile traffic are unimpeded and members of the University community not participating in the event may proceed with their normal activities.
    6. Users are responsible for the cleanliness and order of all open spaces following their use. Users will be billed for cleanup that they do not adequately complete themselves.
    7. Fires are not permitted except upon prior written approval from the Associate Vice Chancellor for Facilities.
    8. Fireworks are not permitted except upon prior written approval from the Associate Vice Chancellor for Facilities.
    9.  All proposed activities requiring prior approval must be reviewed to assure compliance with insurance and safety requirements prior to final approval.
    10. Persons may not obstruct, disrupt, interrupt or attempt to physically force the cancellation of any event or activity sponsored by the University or by any users authorized to use University property.
    11. Persons shall not engage in unlawfully harassing, physically abusive, threatening, or intimidating conduct toward any person.
    12. Persons shall comply with the directions of a university official acting in the performance of his or her duty.
    13. No outdoor assembly may be conducted within 200 feet of a childcare playground or facility during operating hours, within 50 feet of any building, or within 50 feet of any other individual’s or group’s outdoor assembly. The University may take additional measures as necessary to provide for adequate safety and security.
    14. Outdoor assemblies may not take place within the confines of any campus recreation facility or athletic facility. No outdoor assembly may take place in residential areas (those areas within 50 feet of any residence hall) between the hours of 12:00 midnight to 8:00 a.m.

Material and Substantial Disruption

A. An individual or group wishing to protest at an Assembly/Public Address may do so as long as any speaker’s right to free speech and the audience’s right to see and to hear the speaker are not violated.

B. The material and substantial disruption of an individual or group’s lawful exercise of speech or expressive conduct protected by the First Amendment is prohibited. Behaviors giving rise to a material and substantial disruption include the following:

    1. Any action that qualifies as disorderly conduct under N.C.G.S. § 14-288.4;
    2. Any action that qualifies as a disruption under N.C.G.S. § 143-318.17;
    3. Any action in violation of a chancellor’s designation of a curfew period pursuant to N.C.G.S. § 116-212;
    4. Any action that results in the individual receiving a trespass notice from law enforcement.

C. Actions that may give rise to a material and substantial disruption include protests and demonstrations that materially infringe upon the rights of others to engage in and listen to expressive activity when the expressive activity (1) has been scheduled pursuant to this policy or other relevant institutional policy, and (2) is located in a nonpublic forum. In determining whether an action is a material and substantial disruption, WCU will consider the degree to which the disruptive activity impedes access to or from any scheduled institution events or the degree to which the activity impedes an audience’s ability to see and hear the expressive activity. Other activities that may materially and substantially interfere with the institution’s missions include disrupting the classroom environment, laboratory or research environments, patient care environments, or blocking the flow of pedestrian traffic.

Fronting

A. University-affiliated groups and persons may not reserve publicly available facilities on behalf of or for the use of a Non-University Group so that the Non-University Group can use a University facility at no charge or at a reduced rate. This conduct constitutes “fronting” and is prohibited. The University shall not be liable or responsible for financial or other damages incurred by a person or group whose permission to use a facility is denied, revoked or modified (including a rate change) pursuant to this policy.

Political Events

A. The University, while being non-partisan, recognizes that political discussion is an important part of the educational process. Political candidates may be invited to appear on campus by affiliated groups that have reserved space in accordance with University Policy #65, Space Management, University Policy #82, Facilities Use Policy, and University Policy #110, Conferences and Events. The University Chief of Staff should be notified of such an appearance. The Chief of Staff may assist the facility coordinator and the affiliated group in conducting the event; however, the event remains that of the affiliated group. The event may include the service of refreshments as long as refreshments are provided through the University's food service contractor. Political candidates may also use outdoor facilities without invitation from an affiliated group as long as the use is in accordance with this policy.

Disclaimer

In making its facilities available for use under this policy to individuals or groups other than

University administrative units, the University assumes no obligation or responsibility for the activities of the person or group. The University reminds all users to be aware of and comply with

applicable laws, including those related to safety, libel, slander, defamation, and obscenity.

Policy Review 

A. This policy shall be reviewed and revised as necessary every two (2) years.

Revised 7/13/2020

Guidelines

  1. In an effort to not disrupt academic learning, no sound amplification may be used on the University Center’s Lawn or Central Plaza before 4:00pm, Monday-Friday.
  2. If a group or organization is holding an event on the University Center’s Lawn or Central Plaza before 4:00pm Monday-Friday and the group is creating excessive noise, the group may be asked to lower the volume or relocate their event.
  3. Between the hours of 4:00pm-11:00pm Monday-Friday, sound amplification may be used on the UC Lawn or Central Plaza if volume is kept at a reasonable level as determined by the Director of Campus Activities.
  4. Sound amplification may be used on the UC Lawn or Central Plaza Saturday-Sunday if volume is kept at a reasonable level as determined by the Director of Campus Activities.
  5. In accordance with the Jackson County Noise Ordinance, noise/sound will be kept at a reasonable sound level starting at 11:00pm for both indoor and outdoor spaces seven days a week.
  6. Sound amplification may be used within the University Center so long as it does not interfere with other events in the building and is kept at a reasonable level as determined by the Director of Campus Activities.

Revised 7/9/2020

Guidelines

  1. Normal building hours for the A.K. Hinds University Center (fall and spring semesters) are 7:30am – 1:00am, Sunday through Saturday.
  2. Summer, holiday, and special building hours will be posted at entrances and on
    the website at http://dca.wcu.edu.
  3. Building hours may be extended with the approval of the Associate Director for Operations. Extending building hours may incur an additional charge to the reservation.
  4. Normal building hours for the Blue Ridge Conference Center (fall and spring semesters) are 7:30am – 10:00pm, Sunday through Saturday (by reservation only).
  5. Summer building hours for the Blue Ridge Conference Center are 7:30am – 10:00pm by reservation only.

Revised 7/13/2020

Guidelines

  1. Open flames are not allowed to be burned in any open spaces, conference rooms or meeting rooms of Campus Activities’ indoor operated spaces.
  2. With the approval of the Associate Director for Operations, individuals and/or groups may burn approved open flames in the Grand Room of the A.K. Hinds University Center while hosting an event. However, the individual and/or group must get approval from the WCU Fire Marshall first.
  3. With the approval of the Associate Director for Operations, individuals and/or groups may burn approved open flames on the UC Lawn or Central Plaza but only after an Open Flame Permit has been received from the WCU Fire Marshal.
  4. Examples of approved open flames are candles and fire pits.

Revised 7/9/2020

Guidelines

This requirement is intended to minimize the occurrence of offensive odors, noise, excretion, fleas, biological agents, etc., on State property and in State buildings, where these or the animal itself may result in health hazards or other concerns to employees and the public or could interfere with the quality of service to the citizens of North Carolina. This requirement applies to all mammals, birds, insects, and reptiles.

Animals brought into the University Center must be within the control and supervision of their owners. Owners are responsible for the proper disposal of animal waste, and owners are responsible for any injury or property damage caused by their animals.

Animals are not permitted in the University Center except for service animals in accordance with federal law. A service animal is any guide dog, signal dog, or other animal individually trained to provide assistance to a person with a disability.

Revised 7/16/2020

Definition

  1. Special effects machines covered in this policy include fog machines, smoke machines, haze machines or any non-mechanical substitutes for said machines, bubble machines, snow machines, etc.

Guidelines

  1. In an effort not to interfere with life safety equipment, fog machines and smoke machines are not allowed in Campus Activities’ indoor operated spaces. These devices may be permitted in outdoor spaces only with the approval of the Associate Director for Operations and WCU’s Director of Safety and Risk Management.
  2. To prevent damage to flooring, bubble machines are not allowed indoors in Campus Activities operated spaces.
  3. Haze machines, bubble machines, and snow machines may be permitted outdoors with the approval of the Associate Director for Operations and the Director of Safety and Risk Management.

Revised 7/13/2020

Guidelines

  1. The Department of Campus Activities will not approve the use of University facilities for any game of chance, defined as any game in which the element of chance (luck) predominates over the element of skill (14-292). In addition, the Department of Campus Activities will not reserve space for such activities and may cancel previously scheduled events that involve said activities.

Revised 7/9/2020

Definitions

  1. “Affiliated Group” means a group or entity that is directly or indirectly controlled by, controlling or under common control with the university.
  2. “Contracted Non-University Group” is a group other than a University Group or Recognized Student Organization that is a legally separated entity from the university that contracts to use space and services for a fee, even though some of the members or participants may be university personnel, alumni, or students. A Contracted Non-University Group also may be a single individual.
  3. “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.
  4. “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.”
  5. “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.” A University Group may also be a single university employee.

Guidelines

  1. This policy applies to all Department of Campus Activities’ operated facilities/spaces. Reservations are made based on availability, and no room may be reserved less than 10
  2. business days prior to the event date. Exceptions may only be made at the discretion of the Associate Director for Operations. Reservation request forms must also be filled out a minimum of 10 business days prior to the eventdate.
  3. All approved reservations will receive a confirmation email that includes a reference code you can use to track your reservation.
  4. The Department of Campus Activities reserves the right to relocate an organization/group to an appropriate and/or comparable space in order to meet the needs of the University. Banners may only be displayed on the outside 2nd floor terrace of the University Center. Banners may only be displayed for 14 consecutive days. Groups and individuals are not allowed to hang their own banners. A reservation must be made within 25Live.

Priorities and Use and Scheduling

  1. The Department of Campus Activities strives to accommodate as many user groups as possible.
  2. Therefore, DCA has created a policy to guide priority reservations (Policy 36: Priority Reservations). The following order of priority will generally govern the scheduling and use of operated facilities.
    1. Recognized Student Organizations and Contracted Non-University Groups
    2. University Groups and University Activities
    3. Non-University Groups and Non-University Activities

    c. Organizations/Groups using space within the Department of Campus Activities’ operated facilities must  adhere to departmental policies, University policies, state, local and federal laws (please review our website for departmental policies, http://dca.wcu.edu).

Use of the Department of Campus Activities operated facilities must comply with applicable provision of University Policy 114, “Free Expression and Solicitation” and, University Policy 110, “Events”.

Activities in open areas or meeting rooms may not conflict with or disturb the general operation of the building or other scheduled activities. This includes academic buildings (i.e. scheduled classes).

Groups may not exceed the event capacity for each room, as determined bythe Associate Director for Operations.

Events will be scheduled based on space available, type of event, time of event, and University activities.

If the Associate Director for Operations, or the University, considers the event or activity to be high risk and appropriate safety measures are not in place then the department or the University reserves the right to immediately terminate the event or activity.

A budget code or other method of payment must be provided at the time of your reservation request. If the group is not providing a budget code, your payment must be received in full no later than 5:00pm the Monday prior to your event.

Groups’ charges will be based on room type(s), days reserved, equipment used, and staff resources.

Groups may also be charged for damages, excessive trash, and meeting beyond their reserved time. Groups canceling their events less than four business days of their actual event may be charged 50% of the total cost of the event.

Groups canceling their events less than two business days of their actual event may be charged 75% of the total cost of the event.

All groups/organizations must complete their reservations in 25Live, except for events being reserved by the Director of Event Services or the Associate Director of Continuing Education.

Revised 7/17/2020

Policy Statement

Recognizing that the Department of Campus Activities, (hereafter: DCA) hosts a variety of social events throughout the year for various groups, it is necessary to create a system within this environment that is proactive in ensuring the safety and wellbeing of the attendees.

Scope and Application of Policy

This policy shall apply to all events hosted in DCA-operated spaces.

Definition

The label of “Social Event” is intended to include parties, dances, galas, concerts, etc. However, due to the wide variety of events hosted in DCA-operated spaces and hosted by DCA elsewhere, there can be no all-encompassing definition to classify events as Social Events. Rather, the Director of Campus Activities must use his/her best judgement to determine whether an event necessitates the procedures listed below. The Director of Campus Activities (or the Associate Director of Operations, if the Director is absent) shall consider the following factors:

  1. Does the event occur outside of normal business hours (8:00 am - 5:00 pm, Monday - Friday)?
  2. Is the event intended to actively involve the participants/attendees?
  3. Is the event a student-hosted event?
  4. Will alcohol be served at the event?
  5. Is the event a University- or Department-hosted program?
  6. Will there be minors present at the event
  7. What is the anticipated attendance for the event?

None of these factors, individually or collectively, shall inherently classify the event as a Social Event.

Guidelines

  1. The Guest Coordinator will alert the Director (or Assoc. Dir. of Operations) of any events he/she believes may be designated as a Social Event.
  2. The Director or his/her designee will meet with the hosting individual/organization to confirm or deny the need for the event’s designation as a Social Event. If an event is designated as a Social Event, the Director (or his/her designee) shall alert the following persons:
    - the Chief of Police or his/her designee
    - the University Legal Department
    - the Vice-Chancellor of Student Affairs
    - the Dean of Students
    -other appropriate deans, directors, advisors, etc. (e.g. the Director of Greek Student Engagement and Development will be alerted to any Social Events hosted by Organizations advised by his/her department.
  3. The Director of Campus Activities (or Assoc. Dir. of Operations), in consultation with the Chief of the University Police Department, will require security personnel and/or additional staffing.
    i) If security personnel are deemed necessary for a Recognized Student Organization’s event, DCA shall be responsible for contracting said personnel and for the cost of said contract.
    ii) If security personnel are deemed necessary for any event not hosted by a Recognized Student Organization, the hosting individual/organization will be responsible for funding the necessary security which DCA shall contract.
  4. The Director of Campus Activities, in consultation with the Associate Director of Operations will determine the maximum, safe capacity of the space(s) reserved for the event based on the space and space setup for the event.
  5. If the event is so designated, the hosting individual/organization shall be required to sign and submit a Social Event Reservation and Policy Acknowledgement Form no less than two weeks (10 business days) before the date of the event. Failure to sign and submit this form may result in the cancellation of the event.
  6. Procedures 
    a) No Social Event may begin until the required staff and/or security personnel are present, briefed, and positioned. This may include preventing participants/attendees from entering the space until staffing is prepared.
    b) If the Director deems it necessary to schedule additional staffing the following procedures will be initiated:
          i) No less than two DCA personnel per space reserved will be stationed at the spaces entrance(s).
               1) In the event that student-workers are used in this capacity a professional staff-member of DCA shall be present to supervise.
               2) DCA personnel will not be responsible for the collection of entry fees and/or donations.
               3) DCA may choose to limit the number of ingresses to a space to ensure capacity is not exceeded.
         ii) These personnel will utilize wristbands to ensure the space’s approved capacity is not exceeded.
              1) DCA will provided wristbands equal to the space’s previously designated capacity for the event.
              2) Performers, host(s), and participants/attendees will be wrist-banded before entering the space.
              3) Persons without wristbands (other than on-duty security, University Police, and emergency personnel) will be denied entry.
              4) Once all wristbands have been issued, the DCA staff will remain to ensure that no additional persons enter the event.
              5) Persons who have received a wristband may leave the event and return to it by presenting their wristband to the DCA staff stationed at the space’s entrance.
         iii) For some events, DCA may, at the Director’s, or their designee, discretion bar participants/attendees, hosts, performers, etc. from entering the space with food, drink, bags, and/or purses. If so, appropriate signage will be placed outside of the space.
    c) If the Director deems it necessary to contract security personnel, the following procedures shall be initiated in addition to those listed above:
         i) Security personnel may perform pat-downs and/or wanding of participants/attendees prior to entry. Persons unwilling to submit to these searches shall be denied entry.
         ii) Security personnel shall perform said searches again when persons re-enter the space.
        iii) Additional security personnel will be stationed in the event space to ensure the safety and well-being of those present at the event.
        iv) Security personnel may assist in vacating persons from the room at the end of the event or in emergency situations.

Protocol for Closing an Event

DCA may, at the discretion of the supervising professional staff member, close an event if it deems the capacity, behavior, or other situations to be a hazard to the participants/attendees, the community, or to the facility. Examples of objectionable behavior or situations include, but are not limited to, the following: 
- fighting/assault
- illegal or unpermitted possession or consumption of alcohol or drug(s)
- failure to comply with capacity limitations as established by DCA
- destruction, damage, or defacement of public and/or private property
- hazardous weather conditions
- failure to comply with any university policies and/or applicable laws

DCA will also close events when instructed to do so by the University Police Department or other law enforcement agency.

If the supervising professional staff member deems the event to be unsafe, the following protocol will be followed:
     a. If the issue is one that may be resolved, the supervising professional staff member will consult with the hosting individual/organization to determine and implement a solution.
     b. If the issue not resolved, the supervising professional staff member will meet with security personnel (if present), the hosting individual/organization, the building manager, and the other DCA staff present to create a plan to close the event.
     c. If the hosting individual/organization refuses to assist in the event’s closure and/or becomes belligerent, the supervising staff member will notify the University Police Department of the situation and request their assistance. All present DCA staff and security personnel will then work with University Police to close the event.

As soon as reasonably possible, the supervising staff member will report the incident, and the events leading up to it, to the Director of Campus Activities in addition to the filing of a standard incident report. 

Revised 7/13/2020 

Guidelines 

  1. No glitter or confetti is allowed, in any form, inside a Campus Activities operated facility.
  2. Decorations are not permitted on hand rails, windows, room signs, doors (except for personal office doors), over doorways, or in elevators. Decorations used in these areas will be taken down and discarded. Exceptions to this may only be made by the Associate Director for Operations, or their designee.
  3. No tape, glue, push pins, tacks, nails, etc… may be used to hang or mount decorations. Yellow or white poster putty may be used.
  4. Any individual, organization or department causing damage to surfaces may be billed for damages.
  5. Decorations on floors, stairs, etc. must be approved by the Associate Director of Operations, or their designee, prior to placement and they must be fire retardant.
  6. Decorations may be hung from the ceiling using approved mounting devices with prior approval from the Associate Director of Operations, or their designee. Ceiling decorations must be hung by Campus Activities’ staff.
  7. Painting of posters, banners, and other materials inside a Campus Activities operated facility is permitted on non-carpeted areas with approved floor covering provided by the Associate Director for Operations, or their designee, for a nominal fee. Painting of posters, banners, and other materials inside Campus Activities’ operated facilities is not permitted in or on carpeted areas.

Revised 7/13/2020 

Procedures for marches that begin and/or end in a Department of Campus Activities’ operated space. 
As being concerned for the wellbeing of our students, faculty, staff and guests, the Department of Campus Activities, in consultation with University Police, has implemented a march protocol for DCA operated spaces.  The protocol is designed to ensure that marches are safe, successful and provide the type of experience that the organizers intended.  
Definitions: 

“DCA Operated Spaces” refers to the spaces:

  1. A.K. Hinds University Center
  2. Blue Ridge Conference Center
  3. U.C. Lawn
  4. Central Plaza (fountain)

A “March” is an organized event where a group of people (students, faculty, staff and/or guests) move along steadily together in a direct and purposeful manner.   
A “Race” is an organized event where individuals (students, faculty, staff and/or guests) are working towards completing a physical goal at their own pace. To be approved to host a race event on campus please go to: https://www.wcu.edu/WebFiles/RacePacketUpdate2018.pdf 

This procedure doesn’t apply to races. 

Guidelines 

  1. Departments, student groups and individuals who wish to have a march should reserve a space with the Guest Services Coordinator within DCA at least 10 business days before the event.
  2. March organizers should select one of the two approved routes posted on the DCA website listed under march routes.  If an organizer wishes to have an alternate route, he/she should submit the route to the Chief of University Police or his/her designee for approval (Alternate routes should be submitted to UPD at least 20 business days before the event).
  3. All organized marches that start and/or end in DCA operated spaces should be approved by the Director of Campus Activities or his/her designee.  Approval for marches with alternate routes should only be submitted to DCA after the alternate route has been approved by University Police.
  4. We recommend that organizers inform participants of the route and to encourage participants to follow all University Policies, state and local laws.
  5. If your march includes other activities, such as a speaker or information fair, please reserve your resources with the Campus Activities’ Guest Services Coordinator.
  6. Participants should remain on sidewalks except to cross the road. 

Guidelines 

  1. Being concerned for the wellbeing and safety of students, faculty, staff, and guests, the Director of the Department of Campus, in consultation with the Office of Safety and Risk Management, Emergency Services, and the Vice Chancellor for Student Affairs, may cancel or reschedule an activity/event within a DCA operated space in the event of inclement weather.
  2. Examples of inclement weather may include, but are not limited to; high winds, possible tornado, icy roads, heavy snow accumulations, and temperatures below freezing, especially during times of precipitation (outside event).

Revised 4/12/16 

General Guidelines:

  1. By entering this area, each patron agrees to assume their own risk
  2. To reserve shelter, please contact our Guest Services Coordinator at 828.227.3624 or 828.227.7206
  3. Picnic shelter may be reserved from 8AM – 8PM (October – March) and 8AM – 9PM (April –September)
  4. Reservations may be cancelled due to inclement weather
  5. Evacuate the picnic area during heavy lightening and/or severe weather
  6. General use is for WCU students, faculty, staff and local community
  7. For maintenance concerns please contact 828.227.3624
  8. Clean your area at the end of use. This includes the grill, if used.
  9. Keep pets on leash, pick up after them, and keep under control at all times
  10. Park in designated parking spaces only
  11. Noise must be kept at a reasonable level

The following are prohibited:

  1. Alcohol and controlled substances
  2. Weapons
  3. Obscene, vulgar, disrespectful, discriminatory language
  4. Rough housing and/or fighting
  5. Driving or parking on the grass

I understand that if I fail to follow the guidelines stated above and listed in University Policies 82 and 114, my activity may be immediately canceled and my organization may be denied approval for future activities. All attendees must follow all University, State, and Federal laws. 
For Emergencies Please Contact 828.227.8911.  Non-Emergencies Please Contact 828.227.7301

Revised 7/16/2020

Guidelines 

Due to safety concerns, any tent or canopy set up on a Department of Campus Activities operated space must be weighted down to prevent accidents.

For a 10’x10’ or 10’x20’ tent:

  1. The total weight must be at least 60lbs and two parts of the tent must be weighted down. Any tent that is larger than 10’x10’ or 10’x20’, the group/person must consult with the Associate Director for Operations in the Department of Campus Activities for weighting guidelines.
  2. Please note that, based on weather conditions, you may not be allowed to have a tent. If your tent is not properly weighted down we may ask you to remove your tent.

Guidelines

  1. Only Department of Campus Activities employees (student or professional) and interns, during assigned working hours, may assist in the setup and takedown of DCA rooms, spaces and equipment.
  2. WCU students, faculty, staff, and other guests, due to safety and liability concerns, are not permitted to assist with the setup or takedown of a DCA conference room or other reservable space or equipment.

Revised 8/1/17

Policies for business at the UC

The following policies are for regular business at the UC, others that wish to utilize our facility for promotions, or other business.

Guidelines

  1. All fliers and posters must be posted on bulletin boards or on approved display rails (in meeting rooms and on bathroom stall doors) within the University Center.
  2. In meeting rooms, if sticky note paper is used on the walls, it needs to be doubled so the ink doesn’t bleed through onto the wall. If this happens, you may be billed for damages.
  3. Fliers and posters are not permitted on wall surfaces, hand rails, doors (with the exception of personal office doors), or in elevators.
  4. Fliers and posters pinned or taped in unauthorized areas will be taken down and discarded and you may be charged a $20.00 cleaning fee.
  5. Any group/organization or department causing damage to surfaces may be billed for damages.

Revised 7/9/2020

Guidelines

The Department of Campus Activities will inspect weekly the vertical surfaces of the University Center, Campus Recreation Center and Central Plaza area for chalking and marking.

Inspection of the area will be conducted every Thursday while school is in session, weather permitting.

Cleaning of walls, back of seating areas, bricks at the concert stage between Coulter and the University Center, 8 feet of vertical Alumni Tower space, and other vertical surfaces of the University Center, Campus Recreation Center and Central Plaza will be scheduled on Sundays if necessary, weather permitting.

Cleaning may be canceled and rescheduled if it interferes with an already scheduled event or inclement weather.

Revised 7/16/2020

Guidelines

a. In order to be good stewards of our resources, any recognized student organization (RSO), affiliate group or department using in part, or in total, Campus Activities’ funds for a concert with a total budget of more than $20,000.00 must consult with the Student Affairs Concert Committee before selecting performers.
b. Any RSO, affiliate group, non-affiliate group, or department sponsoring a concert in Campus Activities’ operated spaces must follow University policies and Campus
Activities’ Policy 11.
c. The Concert Committee consists of one student representative from the Department of Intercultural Affairs, one student representative from Last Minute Productions, one student representative from the Student Government Association, one student representative from the Resident Student Association, and one representative from Residential Living. A non-voting representative of the venue and/or UPD may also be included at the discretion of the chair. (If the sponsoring organization is not already represented on the committee, they may provide one student representative for this specific event.)
d. The Director of Campus Activities, or their designee, will chair the committee.
e. The responsibilities of the committee include but are not limited to the following:
     1. Provide recommendations for performances based on feedback from their individual units/groups.
     2. Provide recommendations for performance date and time.
     3. Assist with advertising the event.
f. Marketing for the concert (posters, WCU website, social media campaigns, etc.) must
go through the Department of Campus Activities’ Assistant Director for
Communications, as well as the Student Affairs Visual Arts Specialist.
g. After consulting with the committee, the committee chair will communicate with
the sponsoring organization as to input about performance, date, time, etc. The sponsoring organization will then determine whether to proceed with recommendations or find alternate funding sources.

Revised 7/13/2020

Guidelines

a. Marketing and promotional items may be displayed on digital monitors throughout the A.K. Hinds University Center so long as they adhere to the following protocols:
     1. The event being promoted should be geared towards the WCU Community.
     2. Events will not be placed on digital signage that promote a personal interest or business.
     3. The file must be free of spelling and grammatical errors. It must also be free of any offensive language and profanity and no degrading language should be used.
     4. The file must be in a jpg format and must be 1920x1080 for horizontal signage and 1080x1920 for vertical signage. It can be emailed to the Assistant Director for Communications at dswenson@wcu.edu.
b. Small events may be advertised for a period of up to 2 weeks before the event date
(examples include speakers, movies, etc.). Larger events may be displayed for up to 3 weeks at the discretion of the Assistant Director for Communications (examples include major concerts, Homecoming events, etc.).
c. Other types of promotional materials, such as those promoting elections or providing general information, may only be displayed at the discretion of the Assistant Director for Communications.

Revised 10/1/18

Guidelines

a. Inquiries or reports about “lost” items should be made to the Department of Campus Activities’ Guest Services Desk (A.K Hinds University Center, 2nd floor).
b. Items “found” and turned in at the Department of Campus Activities’ Guest Services Desk, or other buildings operated by Student Affairs will be recorded and held on site for a specific time period. After the specified time period, items will be transported to appropriate locations.
c. Items turned in to buildings operated by the Division of Student Affairs other than the A.K. Hinds University Center will be logged into WCU’s Lost and Found database.  These items will then be transported to the A.K. Hinds University Center’s Lost and Found Storage Room within a week’s time.
d. Items turned in to the A.K. Hinds University Center will be logged into WCU’s Lost and Found Database, and then be taken immediately to Lost and Found Storage.
e. If the possible owner of an item can be identified, every reasonable attempt will be made to contact them and inform them of the Lost item’s location when the item is logged.
f. Any CatCards that have been found will be sent to the CatCard office each Monday.
g. Any identifiable University Keys will be sent to either Residential Living, the Student Mail Center, or Facilities Management, depending on the type of key.  These will also be sent out each Monday.
h. Any books identified as WCU Bookstore rentals will be sent to the WCU Bookstore each Monday, in an attempt to identify its owner.
i. All other items not specifically mentioned will be stored at the A.K. Hinds University Center for the semester term or until the owner claims the item.
     • Each year will be divided into 3 semester terms:  Fall semester, Spring semester, and the Summer semester.
j. The A.K. Hinds University Center Lost and Found Storage Room will be cleaned out and see Lost items disposed three times each year; once per semester term.  This cleanout will occur in the first week of the semester.
     • Items found in the Fall Semester will be disposed of during the first full operating week of January.
     • Items found in the Spring Semester will be disposed of during the first week of the May Mini-Mester.
     • Items found in the Summer Semester will be disposed of during the first week of the Fall Semester.
k. Disposal of Lost items:
     • All items containing personal identification and information will be sent to WCU University Police for disposal.  This includes wallets, purses, cell phones, computers, tablets, and other digital storage devices.
     • All items containing money, loose money, or loose credit/debit cards will be sent to WCU University Police for disposal.
     • All jewelry and items with a perceived value of more than $50 will be sent to WCU University Police for disposal.
     • Unclaimed shoes, clothing, or coats in good condition will be sent to Goodwill or another charitable thrift store.
     • Unclaimed shoes, clothing, or coats in poor condition (obvious damage, soaked or moldy gym clothing, etc.) will be thrown away.
     • Sports equipment, mugs, and other miscellaneous items in good condition will be sent to Goodwill or another charitable thrift store.
     • Other miscellaneous items not specifically mentioned will be disposed of in the most appropriate fashion.
l. The Department of Campus Activities Staff will not hold items or accept items for other individuals.
m. The Department of Campus Activities accepts no responsibility for the care and/or protection of any items left unattended in DCA managed locations. DCA accepts no responsibility for the loss of such items under any circumstances including theft, vandalism, or malicious acts.

Revised 2/12/21

Guidelines

In an effort to make Campus Activities’ operated spaces available to as many users as possible, the Department of Campus Activities has created a policy to guide priority reservations.  Please see guidelines below. 

a. Reservations two years in advance:

The following groups may reserve rooms/space in DCA operated areas up to two years in advance of their conference/event as long as the group has a contract in place/process with an outside organization/group to attend Western Carolina University: Conference Services, Continuing Education and Summer School and Campus Activities.
Other WCU Departments may reserve a room/space in Campus Activities operated areas beyond one year at the discretion of the Director for the Department of Campus Activities or his/her designee.

Consideration will only be given for departments hosting a state/regional conference.
All held rooms/spaces will be released two months prior to the event date if a contract has not been fully executed.

b. Reservations 11 months in advance:

The following departments may reserve rooms in DCA operated spaces up to 11 months in advance of their event date: Chancellor’s Office, Provost’s Office, Vice Chancellor for Student Affairs, Athletics, Marching Band, Residential Living, Greek Student Engagement and Development, and Intercultural Affairs.
Other WCU Departments and off-campus groups may reserve rooms in DCA operated spaces up to one year in advance of their event at the discretion of the Director for the Department of Campus Activities or their designee. In some instances, a deposit may be required for off-campus groups.

c. Reservations 8 months in advance:

WCU Departments, Recognized Student Organizations (RSO’s), and individual students may reserve rooms in a DCA operated space up to two semesters in advance. Students may have no more than four confirmed reservations at one time with the exception of regular meeting rooms (Dogwood, Cardinal, Catamount, Nantahala, Rogers, Raleigh, and Pisgah). RSO’s may reserve their regularly scheduled, recurring meetings for the academic year (fall and spring).

d. Billing:

All charges will be billed to the responsible WCU Department’s account.  All RSO’s and individual students must pay prior to their event date, unless they are using an 812 account.  Off-campus groups must pay a deposit before their event and pay their remaining balance no more than 10 business days after their event.

Revised 7/21/2020

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