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SE-Form 0818 - SE Form_0818

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TexasWoman'sUniversity 



SpecialEventPolicy



TexasWoman'sUniversitydefinesaspecialeventasanyeventwithananti c ipated attendanceof100individuals ormore,oranevent

wherealcoholisserved,oranoutdooreve ntwiththe useofamp lifiedsound,oranoutdoorraceorwalkevent.ThisSpecialEvent

Policy,whichincludesguidelinesdes

ignedtoprovidesafetyandriskmanagementforspecialevents,appliestoalleventswhichmeet

thesecriterianotspecificallyexemptedbytheSpecialEventsReviewCommittee.



Guidelines:

1. Thecommitteewillreviewthespecialeventrequestandmakeasecurityassignmentbasedontheeventdetails.OneDPS

Employeepe

r100participantsisrequiredtobepresentatallspecialevents.Historicalreferenceofpasteventsmaybeusedto

determinesecurityassignment.Thesponsoringorganizationorindividualisresponsibleforpaymentforsecurityservices,and

paymentisdue

15workingdayspriortotheevent.

2. Alllatenighteventsmustendby1:00am.Cleanupmustbecompletedby2:00am.Foroutdoorevents,amplifiedsoundmust

endby10:00pm.Alleventsmustcomplywiththecitynoiseordinances.TheSpecialEventCommitteemustapproveoutdoor

eventswit

hamplifiedsoundthatmayconflictwitheventsinnearbybuildings.TheUniversityreservestherighttostoporreduce

soundifcomplaintsarereceived.

3. EstimatesofattendancemaybeincreasedordecreasedbytheSpecialEventsCommittee.

4. TexasWoman'sUniversity,throughtheSpecialEventsCommittee,reservestherig

httorefusetheuseofbuildings,grounds,and

facilitiesforanyactivityforreasonsofpriorityusebyuniversitygroups,calendarissues,non‐payment,orconcernsfor

communitysafety.

5. Thesponsoringorganizationorindividualisresponsibleforleavingthefacility,grounds,andparkingareasfreeoftrashand

litter.Fo

rfeitureofallorpartofthedepositoractualchargesmayberequiredifitisnecessarytoprovideadditionalcleaning

afteranevent.

6. Officerswillmakeroundsthroughthebuildingsandnearbygrounds,andadditionalofficersmaybeassignedtoparkingareas.

Officerswillremainondutyatleastha

lfanhouraftertheeventendsand/orallguestshavelefttheTWUcampus.

7. TheSpecialEventsCommitteewillinclude:DirectoroftheStudentUnionandConferenceServices,DirectoroftheCenterfor

StudentDevelopment,DirectorofPublicSafety,AssociateDirectorofConferenceServices,andManagerofUniversity

Schedulingortheirdesignees.Thecommitteemeetsonaregularbasistoreviewreservationrequests.

8. Tex

asWoman’sUniversityreservestherighttodesignatelocations,times,andconditionsunderwhichalcoholicbeveragesmay

beservedandunderwhichpersonsoflegaldrinkingagemayconsumeorpossessbeer,wine,ordistilledspiritsinoronany

propertyunderthecontrolorjurisdictionoftheUniversity.

a. Alcoholmaynotbese

rvedatanyUniversityacademicorclassevent.

b. TexasWoman’sUniversityregisteredstudentorganizationsmaynotserve,sell,orconsumealcoholicbeveragesat

anyorganizationmeetingorfunction,onoroffcampus.

9. PendingapprovalofaspecialeventformorEMSreservationrequest,amplifiedsoundisallo

wedattheHubbardOvaland

Amphitheaterbetween12pmand1pm,and4pmand10pmMondaythroughFriday.Alleventsmustcomplywithcitynoise

ordinances.Theuniversityreservestherighttostoporreducesoundifcomplaintsarereceived.

10. Eventswherecashisexchanged,butdono

tmeetanyoftheaforementionedspecialeventscriteria,willnotbereviewedfor

securityassignment.

11. Allrace/walkevents(including5ks,triathlons,funruns,etc.)mustcompleteaSpecialEventFormandprovideamapoftheevent

routeforapprovalbytheSpecialEventsCommittee.



StudentOrganizations

Allstudentorganizationsrequestingrese rvationsforspecialeventsmustbeapprovedbyCenterforStudent

Development(Denton)orStud entLife Office(DallasandHouston).Thisisdonethrough TWU’sEventManagement

Software.



 

TexasWoman'sUniversity 

SpecialEventRequestForm

ThisformmaybeusedtoassignsecuritytoeventsnotscheduledthroughTWU’sEventManagementSystem(EMS).



EventName:______________________________________________ EstimatedAttendance(REQ U IR ED):_______________

TWUDepartment/OrganizationorExternalCompany/ClientName:___________________________________________________

Typeofevent:

Reception/BanquetCeremonyLectureRacePerformance/ConcertOther:________________

Affiliation:

TWUFaculty/StaffTWUStudentTWUAlumniOther



EventDate:_____________________SetUpTime:____________EventStartTime:____________EndTime____________

Iscashbeingexchangedattheevent?

YesNo

Ifyes,time$willbegin:__________Time$willend__________

Location:

DentonDallasHoustonBuilding(s):____________________Room(s):____________________________

Willamp lifiedsoundbeused(outdoorevents only).

YesNoIfyes,givede tails :__________________________________

Whowillbeattendingtheevent?(ch eckallthatapply)



Thegeneralpublic CurrentTWUstudents/faculty/staff



Membersoftherequestingorganization/entity Invitedguestsoftherequestingorganization/entity



Willalc o h o lbeserved?YesNoIfyes:

*Alcoholicbeveragetobeserved(selectallthatapply):

CashBarOpenBarKegWineOther:_____________

*Whatbeverageswillbeservedtoguestsunder21?_____________________________________________________________

*Whatprovisionswillbemadetoensurethoseunder21willnotbeservedorconsumealcohol?:_________________________

Iunderstandthatitisillegaltoconsumeortopossesswithintenttoconsumeanalcoholicbeverageinapublicplaceatanytimeafter12:15amuntil7am,Monday‐

Saturdayandfrom1:00am–12noononSunday.IherebyagreetoensurecompliancewithapplicablestatelawsandUniversityp

olicygoverningtheuseofalcoholic

beverages.IfurtherunderstandthatI,andtheentityIrepresent,willbeheldliableforcleanupand/ordamagestothefacility,equipment,orfurnishingsofthe

Universityoccurringfromthisevent.Ihavereceived,read,andagreetocomplywiththepoliciesandproceduresofTexa

sWoman’sUniversityrelatedtoevents.



Name:____________________________________ Signature:__________________________ Date:_________________

Email:_________________________________________________________________ Phone:_________________________

Address:_________________________________________________________________________________________________



TOAVOIDCANCELLATION,PAYMENT FORSECURITYMUSTBERECEIVEDATLEAST15WORKINGDAYSINADVA NCEOFTHEEVENT.



OFFICEUSEONLY



FacilitiesCoordinator: ________________________________________



SignatureDate

AdministrativeOfficer: ________________________________________



TWUDPS: ________________________________________



Notes:__________________________________________________________



RECOMMENDATIONS



NumberofOfficers:____________



ChargeTimeStart:____________



TimeEnd:____________



NumberofTotalHours:____________



AmountOwed:____________

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