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Program Policies

General
Cancellation of Space and Services
Conflict of Interest
Guests at Programs
Contracts
Co-Sponsorships
Chaperons
Films
Performance Rights
Travel
Use of Off-Campus Facilities
Alcohol at Student Organization Programs
Publicity of Programs
Web Policies
Labels / Lists


General
  1. Student organizations must comply with the proper procedures and deadlines for a program. Failure to do so could result in the program not being approved.
  2. In planning a program, the group's first step should be talking to someone from the Reservations Office, either in the GSU or SAO, and making tentative, appropriate arrangements for a room/building in which to hold the proposed program. Please see below for details regarding continued good standing in terms of space usage.
  3. The Student Activities Office will be responsible for contacting other University Departments to make program arrangements and will inform the student organization of the appropriate charges required by those departments. Student organizations may make their own initial contacts with Dining Services only.
  4. Boston University and student organizations do not insure or warrant the safety of activities sponsored by student organizations. All participants in activities that involve risks of physical injury or property damage are expected to assume full responsibility for such risks and for their individual physical fitness to participate in such activities. Participants may be required by the Student Activities Office to sign and submit Release and Indemnification Forms before some programs.
  5. No arrangements, including space reservations, fiscal arrangements, or contractual agreements are considered final until all paperwork is submitted to, and approved by, the Student Activities Office.
  6. All money to cover the cost of a program must be in a student organization’s account before event is approved. A deficit agreement may be filled out, in consultation with the Assistant Director for Financial Affairs, upon his/her approval.
Cancellation of Space and Services
  1. Student organizations are urgently requested to cancel all reserved spaces that will not be used as much in advance as possible. Space is limited, so please make your unused spaces available to other student organizations and departments. Failure to do so may result in loss of space use privileges.
Conflict of Interest
  1. To avoid conflict of interest, individuals within a student organization or members of their family may not benefit financially from services they provide to the group. Additionally, student organizations and their individual members may not procure the services of an outside individual or company if a member of the student organization or a member of his or her family would benefit financially from the arrangement. Exceptions to or waivers of this policy, or a determination that in fact no conflict exists in a particular setting, may be granted by the Director of the Student Activities Office based on a written request for the waiver/exemption/determination which sets forth and fully and accurately describes the particular relationship/conflict.
  2. Donations to a high school's athletics program, or otherwise assisting with fundraising for a high school's athletic program by an institution is in violation of NCAA recruiting regulations. This includes all institutional departments or groups.
Guests at Programs
  1. Student Organizations must notify the Student Activities Office when they wish to allow non-Boston University guests to attend student organization programs. Guests are expected to follow all University guidelines and individuals are responsible for the behavior of their guests. Dependent on the nature of the program, the organization may be required to make special arrangements.
  2. For ticketed events, non-BU students must have visibly different tickets from BU students. All guest tickets are subject to the same requirements and regulations as BU student tickets.
Guest Policy For All Programs in GSU:
  1. There will be a sign posted outside of the room in which the event is being held announcing the following information:
    • Name of event and sponsoring organization;
    • Admission policy for the event;
    • Beginning and end time of event;
    • Admission charge;
    • Time that admission charge and admittance ends.
  2. There will be a sign posted outlining rules for the room and under what circumstances an event may be shut down early or an individual may be asked to leave (alcohol, drugs, fights, or other unacceptable behavior).
  3. A free pass list must be presented by the sponsoring organization to the GSU monitor prior to the program. Anyone not on the list will be required to pay full admission price.
  4. During the program planning process, the student organization and SAO advisor will decide what time ticket sales and admission will cease. This time must be no later than 30 minutes prior to the end of entertainment. No refunds can be issued on tickets sold for events.
  5. A monitor must be present to sign in all non-BU students, and scan IDs. GSU Tech or a private, licensed security team can provide this service.
  6. As with all University functions, individuals and organizations will be held responsible for the conduct of their guests at University functions. Organizations that violate University policies jeopardize their privilege to host events in the GSU.
  7. Failure of a student group to make all appropriate arrangements, and fill out all necessary paperwork for university or private services, may result in the cancellation of an event.
  8. GSU Security policy will be determined on an event-by-event basis, as all events vary in expected attendance and security needs. Please see a Coordinator of Programs to discuss requirements for a specific events.
  9. Please direct all questions about Reservations in the GSU to the Reservations Office. However, please note that there are some spaces on campus not controlled by the Reservations Office; this information is available upon request.
  10. Hours of Programming in the GSU: Mon-Wed - 7 am - 11 pm; Thurs - Sat - 7 am - 2 am; Sun - 11 am - 11 pm. Student groups must contact Reservations, and receive written approval to have the building open for extended hours.
For Programs on the GSU 1st, 2nd or lower level floors:
  1. All guests must have college IDs or be over 18 years of age with proof of age.
  2. All guests must sign in. Organizations must arrange in advance to receive permission to allow more than one guest per Boston University ID.
  3. The sponsoring student organization will have the opportunity to identify up to 2 local colleges/universities from which they expect a large number of guests. Guests from those designated colleges may sign themselves in by showing their valid student ID from the indicated college. They may only sign for their own admittance, not for any guests. BU students must sign in all guests from any college other than those designated.
  4. Depending on anticipated attendance, other building programs and any other facility and safety concerns, ticketing for second floor events may take place at the bottom or top of the Link stairs.
Contracts (speakers, entertainers, services)
  1. All non-university speakers, performers, or entertainers must be contracted for their services. Outside lecturers may be paid a maximum of $2000 plus travel, lodging and meal expenses. For specific information refer to the Programming Information section on contracting entertainment or lecture programs.
  2. Boston University policy requires that all agreements between a student organization and an outside individual or company be made in writing via a contract issued by the Student Activities Office. Boston University contracts always take precedence over any other contracts or riders.
  3. Students are not legal signatories of the University, and may not sign contracts or agreements, or enter into any verbal agreements, on behalf of their organization.
  4. Boston University policy requires that contracts must be signed for all speakers, performers, or service providers who are not Boston University faculty or staff. This is true for all programs, even if there is no payment being made to the individual, to establish a contractual obligation. Contracts are not needed for Boston University faculty and staff. University faculty and staff may not be paid for providing any service to the organization.
  5. In the case of events involving lectures and/or performances by Boston University Staff or Faculty, student groups are required to complete a Letter of Agreement.
Co-Sponsorships
  1. If a student organization wishes to co-sponsor a program with another Boston University student organization or with a Boston University department, all arrangements and financial transactions must be completed through one account only. Necessary funds must be transferred to that organization in advance of program approval, and any arrangements between the organizations and/or departments, financial or otherwise, must be submitted in writing to the Student Activities Office.
  2. If a student organization wishes to co-sponsor an event with an organization outside of Boston University, all arrangements and financial transactions must be completed through the student organization’s Student Activities Business Office account. Any arrangements between the student organization and the outside organization must be submitted in writing to, and approved by, the Student Activities Office in advance of the program. All sponsorships from outside vendors must not conflict with contracts already held by the University itself. Please consult the Director/Assistant Director of Student Activities to be sure that your student group is in compliance with all University policies thereon. Failure to comply with said policy can result in the cancellation of the event in question.
Chaperones
  1. The Director of the Student Activities Office reserves the right to require the attendance of a full time BU faculty/staff chaperone at any student organization program.
  2. Chaperones are required on all undergraduate student organization programs that involve rental of a van larger than a minivan; programs with alcohol; programs for which the organization is renting an off campus facility. Chaperones are required to be present for the duration of the event. In most cases, student organizations are required to cover a chaperone's costs.
  3. When renting a van the following requirements must be met: a chaperone is required who is over the age of 25 who will drive the rented vehicle; copies of all drivers' valid drivers licenses are submitted to SAO; and all drivers must read and sign the Tips for Van Drivers booklet available in SAO.
  4. Chaperones may also be required when traveling outside the country.
  5. Chaperones are required for all organization programs that involve the service of alcohol and/or rental of off campus facilities.
Films
  1. A staff member of the Student Activities Business Office must secure rights to and order films for student organization programs. As such, student groups must submit a Film Request Log to the Student Activities Business Office in order to request a quote for a movie showing. At no time are students permitted to directly contact companies holding film rights.
  2. Student groups must fill out a Purchase Order form, if they choose to show the film(s) in question, in a timely manner, once they have received the quote. Failure to do so will result in a delay in the ordering of any given film. NOTE: Film rights being purchased from multiple companies require different POs; however, the total cost for multiple films from one company can be assessed on a single PO.
  3. Pursuant to our contract with film distribution companies, films may be advertised only on-campus.
  4. Student organizations may only sponsor films that have been rated G, PG, PG-13, NC-17 or R by the Motion Pictures Association of America. If a film has not been rated by the MPAA, its rental or showing is subject to approval of the Student Activities Office. This also applies to films shown in residence halls.
  5. By Federal Law, all motion pictures, prerecorded video cassettes and video disks are subject to copyright laws. Sales or rental of videos from a retail outlet do not confer any public performance rights upon the purchaser or renter.
  6. If a group is allowed a free showing, SAO must have written confirmation on file prior to showing.
Performance Rights
  1. Rights must be secured and paid for in the form of a purchase order prior to the first performance.
  2. If performance rights are waived, SAO must have written confirmation on file prior to the first performance.
  3. Any performance without rights obtained is subject to cancellation.
Travel
  1. Boston University does not encourage the use of personal vehicles for any student organization business or activity. If a personal vehicle is used in such an instance, the vehicle owner’s insurance would provide coverage in the event of an accident.
  2. All students traveling as part of a student organization program must submit a signed Release and Indemnification Form to the Student Activities Office at least one business day before departure.
  3. Anytime an undergraduate student organization is renting a van larger than a minivan, a chaperone must attend and the following requirements must be met: A individual over the age of 25 will be driving a rented vehicle, copies of all drivers' valid drivers licenses are submitted to SAO, and all drivers have read and signed the Tips for Van Drivers booklet available in SAO.
  4. For air travel arrangements, please speak to a Coordinator of Programs directly. Such arrangements may require the use of a requisition for University services.
Use of Off-Campus Facilities
  1. In general, approval will not be given for programs to take place at off campus residences.
  2. For any event held at a non-University facility when the student organization is the sole or principal user of the facility, the facility must carry general liability insurance with a minimum of $1 million coverage, worker’s compensation in accordance with statutory limits, and excess umbrella coverage with a minimum of $5 million coverage.
Alcohol at Student Organization Programs
  1. Student organizations may request permission to have alcohol served at their functions, provided that the function will be held in a facility which is licensed for the service of alcohol. In addition, the license holder must hold all responsibility for checking IDs, serving alcohol, and adhering to the laws of the Commonwealth. Alcohol may not be the primary focus of the program. Nothing in this policy limits the right of the University to discipline individuals or the sponsoring organization for misconduct or violations of alcohol laws and policy.
  2. Organizations are not permitted to have an Open Bar at any student organization sponsored event.
  3. Undergraduate student organizations may use organization funds for the costs associated with the service of alcohol, such as service fees, but may not use organization funds for the purchase of alcohol. Generally, permission to have alcohol served at events is not extended to undergraduate student organizations whose average membership age is below 21 (the legal age to consume alcohol in the Commonwealth). Exceptions to this policy may be made by the Director of the Student Activities Office and the Dean of Students Office, provided all policies related to events with alcohol are met and alcohol is served in a restricted, separate area.
  4. All organizations sponsoring an event at which alcohol will be served must schedule an orientation meeting with their Programmer in order to request approval for the program.
  5. Any advertising for a program which involves the service of alcohol may not depict alcohol, or in any way indicate alcohol as being the main focus of the program.
  6. A chaperon is required for student organization programs involving the service of alcohol.
Publicity of Programs
  1. A student organization may not publicize any program in any way before the program has been officially approved and confirmed through the Student Activities Office.
  2. Any promotional items, such as T-shirts or key chains, must be approved before being ordered. Publicity may not in any way depict alcohol or any activity which is in violation of University policy, including pictures and text.
  3. The Student Activities Office must approve all publicity layout and copy before it is printed.
  4. All publicity copy must include the following:
    • Boston University prominently displayed at least one half the size of the largest type on the poster/flyer/ad.
    • The full name of the sponsoring organization.
    • The nature of the program.
    • Date, time, and place of program.
    • All events funded by the University Undergraduate Student Fee must include the statement “Partially funded by the Undergraduate Student Fee.” Also, no personal contact information should be used on publicity.
    • Admission criteria, such as ticket price, BU ID required, and additional items related to your event.
    • Rain dates and refund policy, if applicable.
  5. Posters, signs and flyers may be placed only on designated bulletin boards. They may not be placed on walls, doors, windows or any other surfaces. Signs may not be permanently attached to any University property. Please note that there will be a $50 fine for failure to comply with these guidelines.
  6. According to a City of Boston ordinance, the affixing of any materials to or defacing of public or private property without the expressed permission of the property owner is illegal. This includes writing on sidewalks or any other space not designated by the University for posting.
Web Site Policies
  1. Student organization web pages must comply with all SAO publicity and promotion guidelines and the Boston University Publications Policy (see Publicity and Promotion of Programs), as well as the Boston University Conditions of Use and Policy on Computing Ethics (www.bu.edu/security/ethics.html).
  2. Web page addresses must be submitted to the Director of Student Activities in order for the site to be approved.
  3. Web pages will be periodically monitored by SAO.
Labels and Lists
  1. The Student Activities Office can provide student organization mailing labels and lists to student groups for official University business. An application for labels is a request and not all requests may be granted. There is a charge for this service.
  2. Student Organizations requesting labels or lists must complete a Request for Student Organization Mailing Labels/List form and a Funds Transfer form to cover the cost of the labels or lists. Request applications are available at the SAO Front Desk. Completion of the request may take up to five business days.
  3. A copy of what is to be mailed must accompany the forms for approval. If a list is requested, please include a letter stating the purpose of the request. Labels or lists are to be used only by the organization requesting them and may not be requested for non-University use.
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BU | SAO | August 28, 2008