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Late Night Parties in the Talley Student Center

REG 11.60.1

Talley Student Center
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Authority: Vice Chancellor for Student Affairs

History: First Issued: October 1, 2002.

Contact Info: Talley Student Center Reservations Manager (919)-515-2249.

1. Introduction:

In order to assure the safety of NC State students and their guests, this regulation is adopted for any late night parties scheduled in the Talley Student Center. The events falling under these guidelines include but may not be limited to those that meet the following criteria:

1.1. Continue after normal operating hours of the Talley Student Center,

1.2. Are open to the general public and not limited to NC State students or to the sponsoring organization or its guests,

1.3. Will use amplified sound,

1.4. Will not require a major set-up of tables or chairs.

1.5. Other events as identified by Reservations and Event Management or Campus Police

2. Eligibility

Registered student organizations may host late night parties provided they meet the following requirements and complete all the arrangements three weeks prior to the event date:

2.1. Attend a mandatory orientation and training meeting conducted by Reservations and Events Management (REM) and Campus Police at the beginning of the semester in which their party is scheduled. Three meetings will be scheduled at varying times in order to ensure that organizations have ample opportunity to attend one meeting.

2.2. Provide 10 student sponsors who will be present and identifiable at the event (the party will not commence until all 10 sponsors are present.)

2.3. Have a university staff or faculty member serving as advisor present at the event for its entirety

2.4. Agree to abide by the all of the stipulations of this Regulation

3. Hours

Late night parties are generally scheduled for the hours of 10:00PM - 2:00AM, with designated sponsors and advisors being in place from 30 minutes prior to the event until all students, guests and the entertainers have exited the facility after the event. Requests for parties at hours other than the above will be reviewed by REM and Campus Police.

4. Pre-Event Meetings

Two contacts should be made by the sponsoring organization with facility staff prior to the party:

4.1. A student sponsor should contact REM by 5:00PM the day of the event (or Friday prior to a Saturday night event) to outline the admissions process to be in place for the party.  This process is affected by the other events taking place in the facility at the time of the event.  Failure of a student sponsor to make this contact will result in REM setting up the party admissions process on its own.

4.2. The 10 student sponsors, Event Manager, Campus Police officers and sponsoring organization advisor will meet 15 minutes prior to the beginning of the event to review procedures and identify the Officer in Charge (OIC) and the Student in Charge (SIC.) The party may not begin until this meeting has taken place, and the meeting will not commence without all these parties being present.

5. Safety and Security

In order to assure the safety and security of everyone present at the event, the following requirements are in place:

5.1. Seven NC State Police Officers and two contract security officers are required for these events when a full capacity of guests is expected (this reflects a ratio of one security officer per 125 students.)  Additional officers may be required at the discretion of the police or REM staff in consultation with the sponsoring organization.  The sponsoring organization may request additional officers as well.

5.2. In addition to police officers, two professional event security staff will be hired to monitor the admissions point and conduct metal detection of each guest by use of wands. These staff will also assist with the monitoring of the event once capacity has been reached, and will participate in the closing down procedures of the party.

5.3. Student sponsors must not conduct "pat-down" searches of party guests.

5.4. Metal screening devices will be used to check all persons entering the party.  Anyone with contraband will be referred to a police officer.  Knives and mace will not be allowed; guests with these in their possession will be asked to return them to their cars or residences.  Student sponsor will not accept the responsibility of holding items for guests.

6. Access and Ticketing

6.1. No more than 900 tickets may be sold for a late night party in the Talley Student Center.  Tickets may be sold in advance, however only those remaining to make up the balance of 900 may be sold the night of the event. The sponsoring student organization is responsible for ensuring that the capacity of 900 is not exceeded.

6.2. Ticket prices must be published in advance (on flyers, handbills, announcements, etc.) and prices must remain consistent with those published.

6.3. Publicity should state: Valid ID Required for Entry

6.4. NC State students and other college students will be admitted upon showing their college ID cards.

6.5. Non-students may be guests of NC State students (limit one per student) who must sign them in. Guests must also show a valid picture ID.

6.6. At entry, each person must show/obtain a wristband.  This wristband must be worn at all times during the party and will be surrendered by guests who leave the party before its conclusion.  Anyone found in the party without a wristband will be reported to the police.

6.7. Guests who leave the party before its conclusion will not be re-admitted.

7. Sponsor Duties

These steps must be followed or the event will be canceled:

7.1. Mandatory pre-party and post-party facility walk-throughs by Event Manager and Student In Charge (SIC.)  A checklist will be developed by REM and signed by the SIC, indicating the room and surrounding areas' original appearance and condition.

7.2. Mandatory pre-party meeting to discuss ticket sales, officer/sponsor positions, questions, concerns, closure times, exit procedures, etc.

7.3. A minimum of ten student representatives from the sponsoring organization must be identifiable and accessible fifteen minutes prior to the party and throughout the duration of the event. Standardized badges must be worn and easily viewed throughout the event.

7.4. Student sponsors will be posted at perimeter doors and near the elevators to assure that no one enters the event without a ticket.

7.5. The advisor must be present throughout the event's entirety, and should maintain contact with the OIC, SIC and event manager.

7.6. Student sponsors must aid in the disbursement of the crowd from the party location.  The police and event security staff  will aid in this procedure, and oversee the crowd as they exit the building and leave the vicinity.

7.7. The sponsoring organization is responsible for the clean up of the facility and returning the facility back to an acceptable state.

7.8. The sponsoring organization must remain available until all guests, including the DJ, have departed. Student sponsors must assist the entertainers in removing their equipment to facilitate the departure time. [Note: if the entertainers are gone and the building is clear by 2:30 AM, the facility charges to the sponsoring student organization will be less.]

8. Reservations and Event Management Staff Duties

In addition to meeting with student sponsors prior to the event, assisting with monitoring the event and working with student sponsors and police to close the event, REM will maintain a "Party Box" in the Reservations Office containing numbered tickets, wristbands, guest registration logs, student sponsor badges and entertainer badges. These items will be distributed to student sponsors as follows:

8.1. If the event is to be pre-sold, 900 tickets will be given to the student organization when they provide a copy of their completed request form from Campus Police.  REM will record the ticket numbers on the organization's reservation form.

8.2. 900 wristbands, guest registry and badges will be given to the SIC at the pre-event walk-through.

8.3. Party box will be returned at the conclusion of the party to the Event Manager with the guest registry, badges and any unused tickets and wristbands enclosed.

9. Police Duties

9.1. As mentioned, the police will meet with student sponsors and REM staff 15 minutes prior to the event's beginning to introduce themselves and review procedures. In addition, it is advised that the OIC, SIC and Event Manager meet at different times such as 11:00pm, 1200am, and 1:00am.  This will allow each member to communicate the status of the event.

9.2. Campus Police will be responsible for maintaining the metal detection wands, and will distribute them to the professional security staff prior to the event.  After capacity is reached, or at the end of the party, the wands will be returned to the OIC.

9.3. During the event, at least one officer will remain at the entrance doors to the Talley Student Center, one will monitor the metal detection process and the others will make regular rounds throughout the party venue.

9.4. Anyone not attending the party should leave the student center at midnight, the closing hour for the building.  Police officers will assist with clearing any loiterers.

9.5. Should an incident occur that would require the police to close the event early, the OIC will contact the SIC, organization advisor or REM staff as soon as is practical to explain the reasons for the decision to close.

10. Party Closing Procedures

10.1. 15 minutes prior to the end of the party, an announcement will be made that it is almost over.

10.2. At 1:50AM, the lights will come on and the music will stop.

10.3. During the exiting, student sponsors and REM staff will assist with sweeping the crowd out the designated exits.

10.4. Two police officers will remain inside until the crowd is clear.  All additional officers will be outside assisting the crowd.  The sweep will begin at the DJ. table.

10.5. Student sponsors may leave when the Event Manager agrees that they have fulfilled all of their responsibilities as listed above.

11. Costs

Sponsoring Student Organizations will be responsible for the following costs associated with late night parties:

11.1. A $500 deposit to the Talley Student Center to cover the costs of keeping the facility open after hours, staffing, and any damages resulting from the event. These costs will be calculated and any remaining balance will be returned to the student organization. Damages that exceed the deposit amount will be billed to the sponsoring organization.

11.2. Hourly wages for five police officers and two professional event staff.  These will be billed to the student organization by Campus Police following the event.  In addition, Campus Police will provide two officers at no cost to the student organization.

[Note: for the 2001-2002 academic term, the average cost to the student organizations was $1055 - $1255.]

12. Regulation Review and Violations

Student Organizations violating this Regulation may face the following:

12.1. Loss of reservation privileges

12.2. Referral to the Office of Student Conduct

Students are responsible for the behavior of their guests.  If a Regulation violation or damages should occur, the sponsoring organization will be held responsible, but every effort should be made to identify the individuals involved and hold them accountable for their actions.

The Director of Campus Activities will initiate review of this regulation by October 15, 2002.  Other requests for review of this regulation should be directed to the Student Center Board of Directors.  Contact the Student Center President at 515-5918.