UC IRVINE ADMINISTRATIVE POLICIES AND PROCEDURES

Physical Environment and Properties

Buildings and Grounds: General Use

Sec. 900-15: UCI Major Events Interim Policy

Responsible Administrators: Vice Chancellor–Student Affairs and Chief Financial Officer/Vice Chancellor–Division of Finance & Administration
Issued:
July 2018
Contact: UCI Student Center & Event Services at (949) 824-5252

Contents

A. Use of UCI Facilities for Major Events
B. Definition of A Major Event
C. Other Definitions
D. Exceptions to This Policy
E. General Procedures For All Major Events
F. Security Procedures for All Major Events
G. Specific Procedures for Major Events Hosted by Student Organizations
H. Specific Procedures for Major Events Sponsored by Non-University Users Other than Student Organizations
I. Campus Events Risk Grid
J. Event Inquiry and Security Assessment Form
K. Facility Use Permit Form

A. Use of UCI Facilities for Major Events

UCI makes certain facilities and spaces on campus available for Events, including Major Events (as defined below). This policy applies to Major Events sponsored by individuals other than current employees of UCI acting within the course and scope of University employment and by organizations other than Academic and Administrative Departments of UCI (“Non-University Users”).

This policy is intended to facilitate free speech and expression and to ensure safe and successful events. They are explicitly intended to support the ability of Non-University Users to host Major Events on campus and will be applied without regard for perspectives or positions expressed in connection with those events. All criteria for assessing Major Events must be applied in a viewpoint-neutral manner and without regard to the content of any expressive aspect of the event.

This policy applies to Major Events sponsored by Non-University Users anywhere at UCI. Events scheduled, organized, and supervised by UCI Academic Departments and Administrative Departments are not subject to this policy. Only UCI employees acting in the course and scope of their University employment may supervise a departmental event. For purposes of this policy, departmental events include social gatherings of students from that department in departmental facilities for which no formal permission for use has been sought.

Non-University Users may reserve space to host Major Events with written permission from the campus and must adhere to the terms and conditions of this policy. This policy operates in conjunction with specific deadlines, policies and regulations for each campus facility. Facility reservation deadlines and other procedural details may vary among campus facilities. Therefore, the Venue Contact must be consulted before the event to obtain specific details concerning reservation and event procedures.

Use of campus facilities by University users for events not defined as Major Events is subject to the requirements of other UCI policies.

B. Definition of A Major Event

For purposes of this policy, a Major Event is any planned gathering including but not limited to celebrations, social gatherings with or without amplified music or sound, lectures, forums, performances, concerts, rallies, speaker presentations, and conferences at which one or more of the following conditions apply:

  1. 300 or more people are expected to attend; or
  2. Authorized campus officials determine that the event is likely to significantly affect campus safety, security and/or campus services based on:
    1. the proposed location of the event,
    2. the estimated number of participants/attendees,
    3. the time of day the event is to take place,
    4. the date and day of the week the event is to take place,
    5. the proximity of the event to other activities or locations that may interfere with, obstruct or reduce the efficacy of security measures being implemented,
    6. the resources needed to secure the event,
    7. the anticipated weather conditions,
    8. the estimated duration of the event,
    9. any objective and credible evidence regarding actual threats to campus safety or security, or
    10. any similar viewpoint- and content-neutral considerations relevant to assessment of campus safety, security and/or services; or
  3. Authorized campus officials determine that the event is likely to significantly interfere with other campus functions or activities based on:
    1. the proposed location of the event,
    2. the estimated number of participants/attendees,
    3. the time of day the event is to take place,
    4. the date and day of the week the event is to take place,
    5. the expected duration of the event,
    6. the event’s timing in relation to the academic calendar,
    7. the expected noise level to be generated by the event,
    8. the need for and/or availability of UCI resources and personnel to facilitate, oversee or control the event, or
    9. any similar viewpoint- and content-neutral considerations relevant to assessment of potential interference with campus functions or activities.

The campus may classify any proposed event as a Major Event subject to this policy, consistent with the definition set forth above. Sponsors are encouraged to consult with the appropriate campus contact at the earliest possible time if they have any question whether their event may be classified as a Major Event.

Any determination by authorized campus officials that an event constitutes a Major Event under items 2 or 3 above will be based on the officials’ assessment of information other than the content or viewpoints anticipated to be expressed during the event. The campus will use the Campus Events Risk Grid to further determine the potential impact of an event and what permits, reviews or other requirements are necessary.

C. Other Definitions

Academic Department: A college, school, a division of a college or school, or a department within a college or school, an organized research unit, or an academic or research center of UCI.
Administrative Department: A non-academic campus unit dedicated to the operational, financial, and/or strategic functions of UCI.
Basic Event Security: Basic event security consists of UCIPD presence (required at some facilities) and related costs necessary to carry out an event in the absence of any expected disturbance. It does not include the cost of extraordinary security necessary to protect the larger community.
Event: Any planned gathering including but not limited to celebrations, dances, lectures, forums, performances, rallies, social gatherings, concerts, speaker presentations and conferences.
Non-University User: (1) An individual not currently employed by UCI, or an employee of UCI acting outside the course and scope of his or her employment; or (2) A group, association, corporation, or other combination of individuals that is neither an Academic nor Administrative Department of UCI. Non-University Users include private individuals, private corporations, non-profit organizations, unincorporated associations and student organizations, including Registered Campus Organizations and student government entities.
Sponsor: Person(s) or entity scheduling, organizing or supervising, or determining whether to hold, a Major Event or determining the content of a Major Event.
University Property: Any building or outdoor facility owned or leased by The Regents of the University of California on behalf of its Irvine campus, excluding the UCI Medical Center.
Venue Contact: UCI employee who schedules and facilitates events in a particular location on University Property.

D. Exceptions to This Policy

In rare circumstances, the Sponsor of a proposed Major Event may believe that the event is time-sensitive and that it is not possible to comply with the deadlines in this policy. In those circumstances, the Sponsor may appeal to the Chancellor or the Chancellor’s designee. The Chancellor or the Chancellor’s designee will determine whether the proposed event may be held and what security or other measures shall be implemented. The determination will be based on viewpoint-neutral factors, including:

  • The time-sensitivity of the proposed event (e.g., whether the event is in response to an unplanned and/or unforeseeable occurrence such as a natural disaster, a death or a current event).
  • The number and category(ies) of anticipated attendees (refer to the UCI Campus Events Risk Grid).
  • The availability of an appropriate venue.
  • The ability of UCIPD, based on its own assessment, to secure the proposed event.

E. General Procedures For All Major Events

  1. Sponsors are liable for:
    1. All costs related to the Major Event. This includes, but is not limited to, facility fees, Basic Event Security costs (if the Sponsor is a non-student, Non-University User), and any damages that occur as a result of the Major Event. Individual Sponsors may be held personally liable for costs related to the Major Event.
    2. Actions and costs of third parties with whom the Sponsor contracts or arranges services.
  2. All Non-University Users and third parties will provide a certificate of insurance compliant with UC Policy BFB-BUS-63: Insurance Requirements and Certificates of Insurance to UCI Risk Services prior to the date of the event.
  3. All Major Event attendees may be subject to search for contraband, weapons, drugs, alcohol, and other illegal or prohibited materials to provide for the safety of event participants. Participants will be notified through clearly posted signs at the event entrance if they will be subject to a search.
  4. The maximum room capacity for all campus facilities is established by the Campus Fire Marshal. The Venue Contact may reduce capacity further in accordance with staff availability and other considerations.
  5. Sponsors must comply with UCI Sec. 900-13: Policy on Sale, Service and Consumption of Alcoholic Beverages.
  6. The use and/or possession of illegal drugs is prohibited at all campus events. See UCI Sec. 903-14: Smoke and Tobacco Free Environment Policy and Procedures.
  7. To the degree an Academic or Administrative Department authorizes use of facilities under its control for events sponsored by a Non-University User, the department may be required to reimburse security costs and other costs incurred by other campus units for that event.
  8. Failure to comply with campus regulations and policies pertaining to events will result in denial of the Sponsor’s facility use request. RCOs may be subject to campus discipline as set forth in PACAOS 100. Non-compliant events may be re-scheduled in a compliant manner.

F. Security Procedures for All Major Events

  1. If required pursuant to the criteria set forth in the Campus Events Risk Grid, UCIPD will conduct a security assessment based on information provided on the Event Inquiry and Security Assessment Form and such other information as UCIPD may obtain.
  2. In consultation with the Office of Campus Counsel, UCIPD will assess security needs based on objective and credible evidence of specific risks, and not on assessment of the viewpoints, opinions or anticipated expression of event speakers, Sponsors, participants, community or performers. Permissible factors for consideration include but are not limited to:
    1. the estimated number of participants,
    2. the category(ies) of attendees (see UCI Campus Events Risk Grid No. 2),
    3. whether alcohol will be served at the Major Event,
    4. the time of day the Major Event is to take place,
    5. the date and day of the week of the Major Event,
    6. the proposed location of the event,
    7. the proximity of the Major Event to other activities or locations that may interfere, obstruct or lessen the effectiveness of the security measures being implemented,
    8. the resources needed to secure the Major Event,
    9. the anticipated weather conditions,
    10. the estimated duration of the Major Event, and
    11. any similar content-neutral considerations relevant to assessment of security needs.
  3. UCIPD will make security recommendations that, in UCIPD’s professional judgment, will address security threats identified as a result of the evaluation conducted pursuant to paragraph F.2. above. The goals of UCIPD’s security recommendations will be to:
    • Minimize risks to the health and safety of the event participants and audience;
    • Minimize risks to the campus and surrounding community;
    • Maximize the ability of the Sponsor to successfully hold the Major Event; and
    • Protect the exercise of rights of free expression by the Sponsor, participants and community.

    Recommended security measures may include, but are not limited to: adjusting the venue, date and/or time of the event; providing additional law enforcement; imposing controls or security checkpoints; and creating buffer zones around the venue.

  4. If UCIPD determines the Major Event has substantial security needs, the Sponsor must schedule a security assessment meeting with UCIPD no later than five weeks prior to the Major Event date. The meeting may include, as necessary, the following: a staff member from Student Center & Event Services; the Venue Contact or designee; and one or more signatories or other representatives from the Sponsor. The individuals serving as first contacts or signatories must attend the meeting and be available for consultation throughout the event-planning period. UCIPD will present security concerns and recommendations at the security assessment meeting, and meeting participants will discuss options for addressing the security needs that UCIPD has identified.
  5. If UCIPD determines that, because of new information it has received or changing circumstances, its security assessment must be modified, it will schedule additional meetings or communications with the Sponsor and other appropriate stakeholders to discuss its revised recommendations.
  6. Should the Sponsor and UCIPD be unable to agree on implementation of security measures or recommendations, the Sponsor may submit an appeal to the Chancellor or the Chancellor’s designee for final determination. The Chancellor or Chancellor’s designee may determine the security measures required for the event based on UCIPD’s security assessment. The goals of that determination will be to:
    • Minimize any identified threat to health and safety of the event participants and audience;
    • Minimize any identified threat to the campus and surrounding community;
    • Maximize the ability of the Sponsor to successfully hold the event; and
    • Protect the exercise of rights of free expression by the Sponsor, participants and community.

    Implemented security measures may include, but are not limited to: adjusting the venue, date and/or time of the event; providing additional law enforcement; imposing controls or security checkpoints; and creating buffer zones around the venue. The Chancellor or Chancellor’s designee will provide the Sponsor a written explanation of the reasons for the final decision.

  7. If during an event an imminent threat to safety or property arises, avoidance or minimization of which requires termination of the event, authority to terminate the event rests with the senior civilian administrator designated to oversee law enforcement operations. If no senior administrator is present or available, authority is delegated to the highest-ranking UCIPD officer at the event.

G. Specific Procedures for Major Events Hosted by Student Organizations

Student organizations must comply with the following procedures. For purposes of this policy, Major Events hosted by student organizations means any Major Event Sponsored or co-Sponsored by a Non-University User that is a University-recognized student organization (including Registered Campus Organizations and student government entities).

  1. One student signatory of a student organization seeking to use University Property to hold an event must:
    1. Immediately – Review the Event Inquiry and Security Assessment Form on-line.
    2. Immediately and Throughout – Comply with all requirements as established in policies administered by Student Center & Event Services, Student Life and Leadership, UCIPD, Risk Services or the Venue Contact. A variety of permits and/or waivers may be required.
    3. Six Weeks Before Event – Request a reservation for the event’s desired location at least six weeks prior to the event.
      1. If security arrangements and other preparations cannot be made in compliance with this time frame, the event may not be approved for the date and time requested.
      2. An event may be held at the Student Center or at other space on campus.
      3. Selected lists of campus venues, and respective contacts, can be accessed by clicking on the following:
      4. Facility policies vary by location. Ask the Venue Contact for details and requirements. A preliminary reservation does not constitute approval of the use of the venue at the proposed date and time.
    4. Six Weeks Before Event – Complete and submit the Event Inquiry and Security Assessment Form following the on-line instructions at least six weeks prior to the event.
      1. The Student Center & Event Services Event Planner and/or Venue Contact, as appropriate, sends the Event Inquiry and Security Assessment Form to UCIPD and to UCI Transportation and Distribution Services (Parking).
    5. Five Weeks Before Event – Meet with the assigned Student Center & Event Services Event Planner and/or Venue Contact, as appropriate, to review Major Event details at least five weeks prior to the event.
      1. This meeting will be coordinated by the Student Center & Event Services Event Planner or by the Venue Contact (if the event is not at the Student Center).
      2. The Student Center & Event Services Event Planner and/or Venue Contact, as appropriate, will include UCIPD (and UCI Transportation and Distribution Services (Parking), as appropriate) in the meeting.
      3. If needed, the Student Center & Event Services Event Planner and/or Venue Contact will schedule a follow-up Major Event coordination meeting with the Sponsor to exchange information and discuss logistical expectations. The Major Event coordination meeting will usually occur four weeks prior to the event. The Student Center & Event Services Event Planner and/or Venue Contact may request an additional meeting to ensure that all instructions agreed to at the Major Event coordination meeting have been carried out.
    6. Two Weeks Before Event – Submit all publicity materials to Student Center & Event Services prior to publication and at least two weeks before the event. Student Center & Event Services, in coordination with Student Life and Leadership, may review publicity materials only to verify that event details (such as date, time, and location) are accurate and to review proper use of the University’s name.
    7. Two Weeks Before Event – Submit to Student Center & Event Service Event Planner and/or Venue Contact, as appropriate, the full name and contact information for an individual who is responsible for all media relations, so that UCI Strategic Communications and other offices know with whom to coordinate regarding logistics involving media organizations.
    8. Two Weeks Before Event – Contact UCI Risk Services to arrange for insurance at least two weeks prior to the event. Insurance must be secured at least one week prior to the event. If insurance through UCI Risk Services is not approved for the event, the event cannot proceed unless the Sponsor is able to obtain substantially identical insurance coverage to that provided through UCI Risk Services. UCI Risk Services may be reached at riskmgmt@uci.edu or the Student Center & Event Services Event Planner can coordinate with Risk Services.
  2. Prior to a Major Event, the UCIPD chief or designee may inform a group including UCI Strategic Communications and Public Affairs and/or local law enforcement, or their designees, about the Major Event. The UCIPD chief or any member of this group may request additional meetings in advance of the Major Event to discuss concerns.
  3. Events must end no later than midnight or at a time determined by the campus administration based on the UCIPD security assessment, or as prescribed by specific facility policies, campus policies and City of Irvine ordinances. Additional charges may be applicable to extend events beyond specific building hours.

H. Specific Procedures for Major Events Sponsored by Non-University Users Other than Student Organizations

All other Non-University Users of University Property must follow the following procedures. UCI may require that events co-sponsored by student organizations and other Non-University Users comply with both or either set of procedures.

  1. Non-student, Non-University Sponsors of a Major Event must:
    1. Six Weeks Before Event – Contact the Major Event’s desired location at least six weeks prior to the date of the event.
      1. If security arrangements and other preparations cannot be made in compliance with this time frame, the event may not be approved for the date and time requested.
      2. An event may be held at the Student Center or at other space on campus.
      3. Selected lists of campus venues, and respective contacts, can be accessed by clicking on the following:
      4. Facility policies vary by location. Ask the Venue Contact for details and requirements. A preliminary reservation does not constitute approval of the use of the facility at the proposed date and time.
      5. Facility Use Permits for use by Non-University Users of University Property that is not scheduled by Student Center & Event Services are handled by the UCI Academic Department or Administrative Department overseeing the property. The authority to approve use of a campus facility by Non-University Users is held by the highest-level administrative official of each campus department (or designee) provided these procedures are followed.
      6. The Sponsor must complete and submit to the Venue Contact in the department the Facility Use Permit Form. The department must retain the completed and signed Facility Use Permit for five years after its expiration.
      7. Upon receipt of a Facility Use Permit for an event that may qualify as a Major Event, the Venue Contact will advise the Sponsor to submit an Event Inquiry and Security Assessment Form following the on-line instructions if one has not already been submitted.
    2. Six Weeks Before Event – Non-student, Non-University Sponsors of a Major Event must submit an Event Inquiry and Security Assessment Form following the on-line instructions at least six weeks prior to the date of the event.
      1. The Student Center & Event Services Event Planner and/or Venue Contact, as appropriate, sends the Event Inquiry and Security Assessment Form to UCIPD and to UCI Transportation and Distribution Services (Parking).
    3. Five Weeks Before Event – Meet with the assigned Student Center & Event Services Event Planner and/or the Venue Contact, as appropriate, to review Major Event details at least five weeks prior to the event.
      1. This meeting will be coordinated by the Student Center & Event Services Event Planner or by the Venue Contact (if the event is not at the Student Center).
      2. The Student Center & Event Services Event Planner and/or Venue Contact, as appropriate, will include UCIPD (and UCI Transportation and Distribution Services (Parking), as appropriate) in the meeting.
      3. If needed, the Student Center & Event Services Event Planner and/or Venue Contact will schedule a follow-up Major Event coordination meeting with the Sponsor to exchange information and discuss logistical expectations. The Major Event coordination meeting will usually occur four weeks prior to the event. The Student Center & Event Services Event Planner and/or Venue Contact may request an additional meeting to ensure that all instructions agreed to at the Major Event coordination meeting have been carried out.
    4. Two Weeks Before Event – Submit to Student Center & Event Service Event Planner and/or Venue Contact, as appropriate, the full name and contact information for an individual who is responsible for all media relations, so that UCI Strategic Communications and other offices know with whom to coordinate regarding logistics involving media organizations.
    5. One Week Before Event – Provide the department with a Certificate of Insurance as specified in the Facility Use Permit Form at least one week prior to the event. The event cannot proceed unless the Certificate is provided to the University by the deadline specified by the campus department in charge of the venue. If the Sponsor does not have event insurance, the Sponsor may purchase coverage by going to the following UCI Risk Services vendors and contractors insurance webpage. Depending on the risks associated with the event, Sponsors may be required to provide higher amounts of insurance, additional types of insurance, or both.
  2. Non-student, Non-University Sponsors of a Major Event must agree to reimburse costs of Basic Event Security provided by UCIPD for Major Events sponsored by a Non-University User. Basic event security consists of UCIPD presence (required at some facilities) and related costs necessary to carry out an event in the absence of any expected disturbance. The cost of extraordinary security necessary to protect the larger community is borne by the University, not by the Sponsor.

    Security fees will be based on standard, approved and published recharge rates for UCIPD or other security personnel and for any associated equipment costs or rentals. The number of personnel and amount and type of equipment charged will be based on an assessment including but not limited to the following criteria:

    • Number and category(ies) of expected attendees;
    • Event venue, including venue size, location, number of entrances and exits to be staffed;
    • Time of day;
    • Whether the event will be open and/or advertised to non-affiliates of the University;
    • Whether entrances will be controlled and whether tickets will be sold;
    • Whether alcohol will be served;
    • Whether there will be sales of food, beverages, or other items and whether cash handling will occur;
    • Whether event performers come with personal security teams or details that require UCIPD liaisons; and
    • Whether event organizers or event performers request additional security measures.

    Additional security fees will not be charged to Sponsors based on concerns that the content of the event or the viewpoints, opinions or anticipated expression of the Sponsors, event performers or others participating in the event might provoke disturbances or response costs required by such disturbances.

I. Campus Events Risk Grid

 

1. NUMBER OF ATTENDEES
(Participants & Spectators)
Over 1,000 501-1,000 301-500 300 or fewer                            
  UCIPD Security Assessment X X X    
  EH&S/Fire Assessment X X X X  
  UCI Transportation (Parking) Assessment X X X X  
  Insurance (depending on nature of event) X X X X  
  Consider waiver forms for participants X X X X  
             
2. CATEGORY(IES) OF ATTENDEES Open to Public Students and Invitees College Students Only UCI Students Only  
  UCIPD Security Assessment X X X    
  Insurance (depending on nature of event) X X X X  
             
3. ALCOHOL AT EVENT
Sec. 900-13: Policy on Sale, Service and Consumption of Alcoholic Beverages
Yes (Free) Yes (For Sale) None    
  Certificate of Insurance X X      
  Alcohol Request Form (UCI) X X      
  Alcohol License (ABC)   X      
  UCIPD Security Assessment X X      
             
4. EVENT TIME Lasts Past Midnight/Overnight Stay Over by Midnight Over by 11:00 pm Over by 10:00 pm Entirely during daylight hours
  UCIPD Security Assessment X X X    
             
5. EVENT LOCATION Off-Campus Other Campus Location Central Campus or Residence Hall/Housing General Assignment Classroom  
  Insurance (depending on nature of event) If location requires X X X  
             
6. MARKETING/PROMOTION Social Media (Open to Public) Social Media (Closed Group) Closed Group Word of Mouth No Promotion
  UCIPD Security Assessment X        
  Insurance (depending on nature of event) X        
             
7. PRICE Free and More than 300 Attendees $1-$10 $11-$24 $25 or More Free and Closed Group Fewer than 300 Attendees
  Cash handling precautions   X X X  
             
8. CELEBRITY/PUBLIC FIGURE Yes (Nationally Recognized Personality-Performer) No      
  UCIPD Security Assessment X        
  Insurance required X        
             
9. MINORS K-5 Grade 6-8 Grade 9-12 Grade 17 Years Old (Non-Affiliate) 17 Years Old (UC Student)
  Insurance required X X X X  
  Accidental Injury Report Form X X X X  
  Authorization for Consent to Treatment of Minors Form X X X X  
  Emergency Contact Information X X X X  
  Waiver Forms from Parents/Guardians X X X X  
             
10. FOOD Cooking/Open Flames Catered/Delivered Pre-Packaged Only No Food  
  EH&S Food Permit X        
  EH&S Fire Permit X X      
  Insurance X From Vendor      
             
11. TRANSPORTATION Personal Vehicles Taking Passengers Private Plane or Boat Personal Vehicles with No Passengers Public Transportation/Commercial Plane None
  Insurance From Driver From Owner      
  Valid Driver’s License X        
  DMV Pull and Driver Safety Review X        
             
12. NON-FOOD VENDORS / OTHER CONSIDERATIONS Bounce House or Other Physical Activities Open Flames, Fireworks, Other Pyrotechnics DJ or Band Donations, Philanthropic Appeals, Etc. None
    Insurance from Vendor EH&S/Fire Assessment
Insurance from Provider
Insurance from Vendor Cash handling precautions  

 

J. Event Inquiry and Security Assessment Form

Open a fillable pdf form by clicking Event Inquiry and Security Assessment Form.

 

K. Facility Use Permit Form

Open a fillable pdf form by clicking Facility Use Permit Form.