UNIVERSITY OF MICHIGAN
UNIVERSITY UNIONS & OTHER UNIVERSITY FACILITIES
DANCE / PARTY POLICY FOR
SPONSORED AND VOLUNTARY STUDENT ORGANIZATIONS
Dances and parties, which take place in University facilities, are an important part of campus life because they offer the opportunity for members of the University community to socialize, discover, and celebrate together. Hosting organization members, organization advisors, and University staff share in the responsibility to ensure that these activities are well planned, enjoyable, safe, and reflective of the tradition of excellence associated with the University of Michigan. Event and attendee behavior should align with community values. It is expected that all parties involved will give thoughtful attention to proper event planning and agree to take all necessary steps before, during, and after an event to ensure its success. Failure to comply with specific provisions as outlined in this policy may result in sanctions for the hosting organization, such as organizational discipline, financial repayment of damages and suspended use of specific University facilities.
An event is considered to be a dance/party if it includes all of the following:
The use of music and an open area for active, non-seated attendees
Expected attendance of ⅔ of the attendees being college students
Hosted by Recognized Student Organization through the Center for Campus Involvement
Events, such as presentations, performances, instructional dance, dinners and receptions do not generally fall under this policy. Professional judgment on the part of the respective facility director may, in some circumstances, require that certain aspects of this policy be applied to other types of events. If an event is expected to attract over 600 attendees, the University reserves the right to implement special requirements or conditions not specifically outlined in this policy.
Dance/Party events must be scheduled by the hosting organization no less than 21 days prior to the proposed date of the event.
Due to the academic mission of the University, it is highly recommended that Dance/Parties are only held on Fridays and Saturdays.
Dance/Party events may not be held on Study or Exam days.
Dance/Party events may not be scheduled on home football game days.
Hosting organizations must ensure that volume levels are considerate of other events and must abide by the Event Services Policies.
This policy applies to the University Unions facilities, including the Michigan Union, the Michigan League, and Pierpont Commons, as well as other university facilities.
Dance/Party events may only be scheduled by Recognized Student Organizations (RSOs) in good standing through the Center for Campus Involvement.
All U-M Students, faculty, staff, and alumni are eligible to attend dances and parties.
Admittance of non-University guests is at the discretion of the hosting organization. Non-University guests will be discussed at the Planning Meeting for Dance/Party Program Advisor’s review. There may be situations in which the University will restrict the attendance of outside community members.
EVENT PLANNING & MANAGEMENT
Student Event Coordinator
Throughout the event planning process, the Student Event Coordinator will serve as the primary representative from the Hosting Organization. This individual will act as the liaison between the hosting organization, the Center for Campus Involvement, the facility management, and any other associated advising departments.
Dance/Party Program Advisor
The Program Advisor’s role is to advise student organizations in the planning and successful implementation of their major dances and parties, work with the students to coordinate all aspects of the event from beginning to end, and be a dependable resource for them. This advisor is a staff member identified by the Center for Campus Involvement.
Faculty/Staff advisor(s) are encouraged to participate in all aspects of event planning & execution, as their presence provides additional support and perspective to the hosting organization. Sponsored Student Organizations must have a Faculty/Staff Advisor(s) at the Pre-Event Meeting. Dependent on the event size, the SSO Advisor may be requested to attend the dance/party.
In order to ensure a successful event, the Student Event Coordinator will participate in a Planning In order to ensure a successful event, the Student Event Coordinator will participate in a Planning Meeting. The Planning Meeting will be an opportunity for the Dance/Party Program Advisor to meet with the Student Event Coordinator to review a planning checklist. This checklist includes all necessary information to plan a successful event, such as roles of individuals, ticketing information, DPSS staff information and other needed support.
The Pre-Event Meeting is an opportunity for representatives from identified departments in the Planning Meeting to MUTO, Campus Police, and the facility to meet with the Student Event Coordinator to finalize event details and review facility policies.
Immediately prior to the start of the event, a kick-off meeting will take place involving all stakeholders and responsible parties for the event, as determined by the D/P Program Advisor. Event entry cannot begin until this meeting is concluded.
The post-event meeting is to review the planning and resolve any issues that may have occurred. This meeting will be an opportunity for the Student Event Coordinator to ask questions and gather information to help in the transition process for the future Event Coordinators.
Advertising for Dance/Party events must be reviewed by the Dance/Party Program Advisor prior to distribution. Advertising an event prior to event confirmation is prohibited and may result in denial of the request to use facilities.
In order to ensure that attendance remains within safe and legal limits, the capacity of all events maywill be closely maintained by non-transferable identification (wristbands). Wristbands will be obtained from MUTO. All persons participating in an event must be identified by wearing a wristband provided by the Center for Campus Involvement. At the professional discretion of the Dance/Party Program Advisor, events may be allowed a rolling capacity.
Advance Sales (Ticketing)
- If ticket sales are needed organizations must use MUTO
- The Center for Campus Involvement will cover the fees for wristbands and .25 setup fee per ticket cost.
- The hosting organization will be responsible for the 3% cost of all sales.
SAFETY & SECURITY
In an effort to ensure the safety of all members of the University community and their guests, all events will have specific measures in place intended to maintain a secure, safe, comfortable, and enjoyable environment. All safety measures will be coordinated and provided by a combination of student event hosts, facility management, and assigned DPSS personnel.
Division of Public Safety & Security
- DPSS staff will work in conjunction with event hosts and facility management to ensure compliance with event safety and security guidelines.
- DPSS staff will be present as necessary based on event logistics or facilities management, such as multiple activities at the same facility or a relevant past history.
Requests for exceptions to any aspect of this policy must be submitted in writing to the Dance/Party Program Advisor at least 45 days prior to the event for review by the Exceptions Committee (Facility Directors). Requests will receive a written response within 10 business days.
In the event the Post-Event Meeting does not establish a mutually agreeable solution to issues, the concerned party shall reach out to the Student Development Manager within the Center for Campus Involvement staff to engage in the SOAR Process.
These policies shall be reviewed as needed by a review committee and chair appointed by the Director of University Unions.
Reviewed and proposed by the 2019 Dance/Party Review Committee:
Kristie Filipchuk, Chair
Student Development Manager, Center for Campus Involvement
Lieutenant, Division of Public Safety & Security
Executive Police Lieutenant, Division of Public Safety & Security
Assistant Director, University Unions
NPHC Advisor, Fraternity & Sorority Life
Associate Director for Event Operations, Conference & Event Services
Candace Nunag Tardio
Operation Events Coordinator, Trotter Multicultural Center
Organization Consultant, Center for Campus Involvement