Student Off Campus Event Policy and Procedure

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Students participating in off-campus student hosted events represent Bellin College. This representation of the College may reflect both positively and negatively on the image of the institution as well as the organization.

Organizations must follow the appropriate off campus event procedures.

While individual students enjoy freedom off-campus, they or their organization must realize when functioning under the College name, they are seen by others as Bellin College representatives. There must also be an understanding that the individual represents the organization or group running the event, and the organization or group needs to be responsible for the individuals. This extends to alumni participation at events. All college policies and procedures, Student Behaviors, handbook rules, etc. must be followed at all events on and off campus.

Off Campus Event Procedure

If a student organization or group is planning an off-campus event (i.e., dinner dance, retreat, service event, weekend away, field trip, etc.), they must submit an Event Request form at least two weeks prior to the event, sooner if possible. This form is accessed by visiting the events tab on the BC Buzz (https://bcbuzz.bellincollege.edu/events) and clicking “Create Event”
- Information required upon event:
  - Contact information, student organization or group name, event name, event description, date/time of event, location of event, partners involved in the event, nature of the event,
    projected number students attending, risk management plan, alcohol management plan (if applicable), and expected way of travel.
Each event will be reviewed by the Campus Life Coordinator and others affected if necessary. It is the college’s goal to have all events reviewed within 48 hours.
All event participants must sign the Off Campus Event Waiver before the event begins. Waivers can be signed during the registration process on BC Buzz, or through a paper copy (available on page 19).

If Event is Approved

Four days before the event all waivers, guest lists, transportation details, risk management plan, alcohol management plan (if applicable), and copy of contracts must be updated through the BC Buzz or submitted directly to the Campus Life Coordinator.

If Event is Denied

If the event is denied the Campus Life Coordinator will reach out with reasonings and suggestions to improve the event.

Risk Management Plan

Litigation or the tendency of someone to sue in the event of an accident or injury has, unfortunately, become commonplace. Organizations, officers, administrators, and the college are all vulnerable. In this litigious environment, you must be realistic about safety and loss prevention practices. Be aware of the nature of your activities and the inherent exposures which may give rise to personal injury, property damage, or a lawsuit. Risk Management is the practice of assessing the risks inherent in a specific activity and implementing some controls which reduce the potential for accidents and injuries to members and their guests. Risk management should always take precedence over expediency and shortcuts. A risk management plan must contain the following:

If the event has alcohol the risk management plan must include an alcohol management plan which will help create an environment of responsible drinking and a way to prevent underage drinking.
How the student organization or group plans to keep all members safe.
How to ensure the event will not get out of control.
How to ensure safe travel.

Enforcing an Alcohol Management Plan

Student organizations that sponsor social activities which involve the use of alcohol are particularly vulnerable to lawsuits when accidents or injuries occur. The increased attention to alcohol’s role in injuries and date rape, together with the greater tendency toward litigation, make it imperative for student organizations to manage themselves with extreme care and caution.

In an event something was to happen, the organization could face legal ramifications that extend well beyond just one organization. Careful pre-planning and preparation for one’s social event will reduce the risk you face, but one could still be held liable. The following Alcohol Management Checklist is meant to provide organizations with awareness as well as a way of monitoring an organization’s planning process and event. Following are some things to consider before an event:

Alcohol will not be the primary focus of the event.
A means of financing the event (not collecting money at the door) has been determined and implemented.
A majority of social expenditure is being used toward the program activities, with NO alcoholic beverages purchased with group funds.
Advertising for the event does not condone alcohol abuse.
Alcoholic beverages are not being used as an enticement (reward, door prizes, benefit of membership).
In planning the event, individuals have been assigned formal responsibilities and authority, specifically regarding behavioral management and distribution of alcoholic beverages.
Specific individuals have been assigned in advance to be sober monitors during the event. They should have something on to identify them as a sober member in the case of an incident.
A time duration for distribution and consumption of alcoholic beverages has been determined.
Restrictions have been made regarding the total amount of alcohol to be available at the event.
A maximum number of participants have been determined and planned for and a guest list is maintained.
If alcoholic beverages are being distributed, transportation to and from the event MUST be provided.
In the case of a large event where alcoholic beverages will be consumed, security has been hired.
All participants will be required to show proof-of-age prior to their admission.
If going to an establishment, alcohol will be monitored by the establishment’s employees.
Non-alcoholic beverages will be offered and easily accessible in reasonable quantities during the event.
Adequate food will be provided throughout the evening.
Guests who arrive at the event intoxicated will be asked to leave or be escorted from the premises.
Uninvited guests will be refused admission into the event.
The entire organization has been formally informed of the planning process and procedures for the event.
All appropriate procedures (on/off-campus event registration form, contracts, etc.) have been completed.
A formal evaluation process has been determined (who, what, when etc.) regarding the planning process and program.
The purchase or use of a bulk quantity or common source(s) of alcoholic beverages, for example, kegs or cases, is prohibited. All social events with alcohol must be cash bar only.

This checklist should be employed for all social events an organization sponsors that have alcohol present. If these points are addressed, the risk of something negative happening are greatly reduced; and if something should happen, one has taken proven steps to reduce organizational and personal liability.

Alcohol and Drugs

The possession, use and/or consumption of alcoholic beverages in compliance with all applicable laws and rules of the state, county, city, and college
Prohibit purchasing, selling, or serving alcoholic beverages to minors
Prohibit purchasing alcohol with organization funds
Prohibit the possession, sale and/or use of illegal drugs or controlled substances at any event or activity that an observer would associate with the organization
Restrict the sponsorship of open parties

If an Incident Were to Occur

It is an unfortunate reality that from time to time a serious injury, major property loss, criminal activity, etc. will occur. These events of this nature grievously impact not only on the student organization or group, the campus community as a whole, and the families and friends of members. In the event of a crisis, all student organizations or groups must be prepared to respond quickly and appropriately. A copy of this policy should be kept in an easily accessible place and distributed to those running the event. There are several recommended steps to follow in the event of a crisis. In emergency situations, it is critical that you react calmly. The success of this plan depends on the thoughtful and cooperative responses by all members.

In an emergency situation, Bellin College employees are ready and willing to assist you. You should not fear approaching the college for assistance in a time of crisis. Our primary concern is for the safety and well-being of your members. In many cases, we can assist you in making important arrangements such as organizational management, group and individual counseling, administrative notification, and communication with the appropriate officials.

Determine who is in charge during an emergency/crisis
Take immediate care – If someone is injured, avoid touching them if possible. In the case of a disaster, find a safe place to go or follow the instructions given by the local authorities. Call 9-1-1 if you are off campus and if on campus call 920-433-6699.
Call the Vice President of Student Affairs and Belonging at 920-639-3609 and inform them of the incident. They will be able to assist you in the next steps.
Document the incident – Take note of the people involved, witnesses, and a detailed description of the incident.
Submit a report – You will need to submit an Incident Report to the Vice President of Student Affairs and Belonging the following business day.
Do NOT speak with the media – College Administration and Marketing will manage all of the public relations for an incident. Should a media source contact any member of your organization or your facilitator, refer them to the Vice President of Admissions and Marketing.

Officers/Leaders

Officers and/or leaders are directly responsible for the behavior and general welfare of both members and their guests of the event. This includes abiding by all current laws of the state in which the event is being held.

Fire, Health, and Safety

Regardless of who owns the premises on which your organization sponsors an event or activity, you may be held liable if you are negligent in the planning. This includes choosing a location for your event that will accommodate the number of expected participants. Another consideration is a safety inspection of the facility by the officers, prior to the event, to investigate potential hazards. An emergency plan should be considered for every event; emergency numbers for fire, police and ambulance should be available.

Contracts

Any time you make a contractual agreement with an establishment, vendor, or performer, it is very important to get it in writing. This protects your organization from unassociated, unreasonable, and/or unexpected costs. All Contracts must be reviewed by the Vice President of Student Affairs and Belonging and student organization facilitator.

Establishment contracts

Establishment contracts are used when you arrange an event (i.e., Dinner Dance) at a supper club or similar establishment. It simply outlines the prices, deposits, and services agreed on by both parties. Such a contract protects you from being overcharged and nearly assures that you get what you were promised by the establishment. All Contracts must be reviewed by the Vice President of Student Affairs and Belonging and student organization facilitator.

A contract is a legal document. A contract should never be signed by a Bellin College student. Contracts should only be signed by the Vice President of Student Affairs and Belonging and/or the student organization facilitator once they have reviewed the document in its entirety. Be aware that when you sign a contract, you can be held personally liable if your organization does not follow through. Be aware that in Wisconsin, verbal contracts are legally binding.