Event Policies and Procedures

Policies and Procedures for the Distribution of Literature, the Sponsorship of Visiting Speakers and Public Performances, and the Screening of Films

As indicated in the University mission statement, Marquette is committed to the unfettered pursuit of truth under the mutually illuminating power of human intelligence and Christian faith. In this context, the University encourages its student organizations to contribute to the role of the University as a forum for intellectual discussion, debate, investigation, and/or artistic expression.

Student organization requests for the distribution of literature, the sponsorship of visiting speakers and public performers and the screening of films will be considered in light of the educational purposes and the Catholic identity of Marquette University. Specific attention, therefore, will be paid to the context and purpose of the proposed material.

The university has final discretion in decisions regarding the distribution of literature, the sponsorship of visiting speakers and public performances, and the screening of films. In keeping with the intellectual imperative of the university and the instructive value of dialogue, educational or artistic merit and a balanced perspective will be the normative bases for decisions. The use of the university as a forum, however, in no way implies university approval or endorsement of the views expressed by material distributed, by a speaker, in a public performance, or in a film. In those cases where a program, film or printed material is considered to be opposed to the mission of the university, there may be a requirement for the presentation of multiple points of view.

All of these activities must conform to the University’s general regulations pertaining to student activities as presented in this handbook and in the Student Handbook, At Marquette.

Distribution of Non-Academic Literature

The university provides for the distribution of literature by student organizations. The following guidelines apply:

Only members of the registered student organizations may distribute literature.
Only literature deemed appropriate by the student organization and the university may be distributed.
The literature shall clearly identify the student organization responsible for the literature.
The material must state that the views presented in the literature are not necessarily those of the university.
In order to gain approval, the following information must be provided to the Office of Student Development (AMU 121), not less than five (5) working days in advance of the planned distribution:
1. Copy of the material(s) to be distributed
2. Proposed facilities to be used for distribution
3. The time(s) and date(s) of distribution
4. The manner of distribution
The material must be distributed according to all other university policies, including the residence hall policy on solicitation as outlined in the Student Handbook, At Marquette.

After authorization, one copy of the material(s) will be retained for the file in the Office of Student Development. Once material is approved for distribution, a stamp of approval must be placed on all materials for distribution.

Speakers, Films, Concerts, and Other Public Performances

Visiting speakers, films, videotapes, concerts, comedians, and other public performances must be registered and approved by the Office of Student Development (AMU 121) by filling out an Event Registration Form at least two weeks prior to the date requested for the event. Event Registration Forms are available on Marquette Involvement Link. When hosting a speaker on campus, student organizations must provide a biography/ resume of the performer AND a written description of the content/purpose of the performance with their Event Registration Form. All films require a catalog summary that includes the company name through which the film is being obtained.

DVD/Video Copyright Law Guidelines

In light of the availability of feature-length films on videocassettes and DVD and the proliferation of videocassette recorders and DVD players, student groups are advised to be aware that federal copyright laws restrict the use of videocassettes and DVDs to private showings and prohibit their public performance without prior written consent of the holder of the copyright. All films require a catalog summary that includes the company name through with the film is being obtained. Videocassettes and DVDs, which qualify for public showings, are covered by the above policy for speakers, films, concerts and other public performances.

Sponsorship of Religious Activities

In addition to policies and procedures for Sponsorship of Visiting Speakers and Public Performances and for Distribution of Literature, student organizations are expected to adhere to the Religious Activities Policy outlined in the Student Handbook, At Marquette.

All registered student organization events must be congruent with the policies, objectives, and mission of the University. It is expected that events will be registered using the regular time line and Event Registration Form in place for all student organization events. Religious activities sponsored by student organizations that should be registered include but are not limited to: worship or religious services, Bible studies, witness talks, spiritual retreats, and other off campus activities. The university has final discretion in decisions regarding the sponsorship of religious activities. When these decisions involve student organizations they are made by the Office of Student Development in consultation with Campus Ministry and other officials as appropriate.

Questionnaire/Survey Policy

Student organizations that wish to collect information from students on campus by the use of questionnaires, surveys and other collection techniques must have prior written approval to do so. Please see the Questionnaire/ Survey Policy Procedure outlined in the Student Handbook, At Marquette for more information on how to obtain such approval.

Sponsorship of Non-University Political Activities

In addition to policies and procedures for Sponsorship of Visiting Speakers and Public Performances and for Distribution of Literature, the following guidelines have been created to regulate the presentation of political candidates and campaigns as well as elected or appointed government officials. The goal is to allow for sponsorship of these speakers and activities by a recognized student organization while protecting the interests of the sponsoring group and the university.

All approved events must be congruent with the policies, objectives, and mission of the University. It is expected that events will be registered and approved using the regular time line and Event Registration Form in place for all student organization events. In an election season, circumstances may arise where an organization learns of the availability of a political candidate or speaker less than two weeks before an event. Exceptions to the timeline may be made in these instances, but a request for exceptions with less than 24 hours notice generally will not be approved. The university has final discretion in decisions regarding the sponsorship of political candidates, speakers, or activities and these decisions are made by the Office of Student Development in consultation with other University officials as appropriate.

Sponsorship of Political Candidates

Student organizations may bring political candidates to campus when those candidates will serve in capacities of significance to the university. These include campaigns for city mayor, Common Council, county supervisor, county board, Wisconsin Assembly or Senate, other state officers, U.S. Congress, and the president.

Sponsoring a Political Candidate on Campus Grounds

Student organizations may bring a political candidate to campus for the purpose of meeting and greeting students, faculty and staff as a campaigning activity under the following conditions:

All such events must be sponsored and registered by a student organization.
The candidate must be escorted by a member of the sponsoring student organization at all times. If a candidate is campaigning on campus grounds without an escort, the candidate will be asked to leave.
The candidate is not permitted to walk around inside buildings with or without an escort. This includes academic buildings, residence halls, dining halls, the Alumni Memorial Union, Raynor Memorial Library, and the Helfaer Recreation Center.
On an election day, the candidate is not permitted to be within 100 feet of any polling location.

Sponsoring a Candidate by Hosting an Information Table

Student organizations may bring a political candidate to campus for the purpose of setting up an information table under the following conditions:

All such events must be sponsored and registered by a student organization.
In addition to obtaining approval from the Office of Student Development, written approval to host a table must be obtained from the scheduling official responsible for the building.
The candidate is not required to remain behind the information table, but must be within 3 feet of the table at all times.
Information tables that include published literature must display a sign or label stating that the views presented in the literature are not necessarily the views of Marquette University (see Literature Distribution Policy).
On an election day, information tables containing campaign materials or bearing a candidate’s name must be set up at least 100 feet from all polling locations.

Sponsoring a Political Candidate by Hosting a Phone Bank

Student organizations may host a phone bank on campus for the purpose of campaigning for a political candidate under the following conditions:

All such events must be sponsored and registered by a student organization.
All callers must be Marquette University students.
Callers may not indicate that they are representing Marquette University or calling from Marquette University. However, callers may indicate that they are students at Marquette.
No university resources may be used in conducting the phone bank (i.e. university phones, university computers, university directory information used to generate phone lists, etc.

Sponsorship of a Campaign Headquarters of Campus

Student organizations may not host a campaign headquarters on behalf of a candidate or campaign during an election season. A campaign headquarters is defined as any campaign activity directed by or involving the on-campus presence of non-student campaign personnel of a candidate or organization supporting a ballot referendum.

For All Elected Officials, Candidates, or Campaign-Related Speakers

Student organizations are expected to work closely with candidates, elected officials and/or campaign staff to ensure the event is a collaborative effort between the student organization and the visiting speaker. The student organization shall be solely responsible for making all arrangements with the university for the speaker, including payment of any security, audio-visual or related facility use charges.

Both immediately before and immediately after an elected official, candidate for public office, or campaignrelated speaker is permitted to speak at an event or meeting of a student organization, and both immediately before and immediately after anyone at an event or meeting of a student organization makes a statement in support of or against a candidate for public office, the following should be read aloud:

“The views expressed here today are those solely of the speaker and not of Marquette University. The use of Marquette’s facilities does not constitute an endorsement of any political candidate or of the views expressed. No fundraising is permitted at this event.”

Sponsorship of Political Activities During an Election Season

Prior to an election, the Office of Student Development may designate a period of time during which all events that are political in nature must be reviewed and approved by the Office of Student Development before any reservation (tentative or confirmed) can be made by the AMU Event Management office or other campus scheduling officials. Events that are political in nature are defined as any event that features a political candidate as a speaker, panelist, or special guest; promotes the interest of any political campaign; or features an issue-driven speaker or agenda. All approved events must be congruent with the policies, objectives, and mission of the University.

Sponsorship of Voter Registration Activities

Student organizations may sponsor non-partisan voter registration activities. Only Marquette students who are officially recognized City of Milwaukee Board of Election Commissioners are eligible to register voters. When sponsoring a voter registration event, the student organization must submit the names and ID number assigned by the City of Milwaukee Board of Election Commissioners for all students who will be conducting voter registration activities. In accordance with election laws, all voter registration events must be nonpartisan in nature; no campaigning may take place and no materials in support of any candidates or issues can be displayed while registering voters. Student organizations that exist to promote the campaign of a specific candidate will not be permitted to sponsor voter registration activities. Upon approval of voter registration activities, the Office of Student Development will provide additional information on any procedures that may apply for submitting voter registration forms and providing information from the University to newly registered voters about Election Day requirements for student voters.

Sponsorship of Events Related to Recalls, Referenda, or other Ballot Issues

The Office of Student Development will review requests for potential sponsorship of events related to referenda, recalls or other ballot issues on a case-by-case basis, in consultation with other University officials.

Policies and Procedures for Working With Minors

In addition to the general requirements for registering student organization activities, some student organization activities involving minors (those under the age of eighteen) may be subject to the policies and procedures for working with minors, as outlined in the University Policy and Procedure (UPP) 4-26: www.marquette.edu/upp/documents/upp4-26.pdf. Some activities may be exempted from this policy. Exemptions will be granted by the Office of Student Development in consultation with the Office of Administration, Risk Management, and General Counsel.

It is expected that all activities including minors will be registered and approved using the Event Registration Form in place for all student organization activities. These events must be registered at least sixty days prior to the first scheduled activity. Organizations must indicate on the Event Registration Form if minors will be physically present and participating. If minors are physically present and participating in activities (1) on the Marquette University campus, or (2) in activities that are under the authority or direction of the student organization (regardless of location), the organization will need to complete a number of additional steps as outlined below. Unless exempted from one or more parts of the policy, activities will not be approved by the Office of Student Development and individuals are not permitted to participate in activities that involve direct interaction with minors until background checks have been conducted and required training is completed.

Required Forms

All activities that meet the criteria outlined above will need to submit the following information to Risk Management.

A representative from the student organization must complete the Reporting Form for Events Involving Minors – Parts I & II, and submit it to Risk Management
Each student organization member and/or other adult affiliated with this program who is over the age of eighteen (18) and will be interacting directly with minors needs to complete and submit a Background Information Disclosure (BID) Form.

The forms and contact information are available at: www.marquette.edu/riskmanagement. Forms will not be processed until all of the required forms are received. Requests for exemptions to this time line will generally not be approved.

Background Check

In addition to the completion of the required forms outlined above, a background check will be required of each Marquette University student participant prior to his or his direct participation with minors in a program or activity covered by this policy and at least once every four (4) years thereafter. It is the responsibility of the student organization member coordination the activity to assure that each participating Marquette University student participant has submitted the required background check request form and has subsequently received clearance to participate.

Training

Each Marquette University student participant who will be interacting with minors in such a program or activity shall complete mandatory online training on the behavioral requirements of this policy, on protecting minors from abusive emotion and physical treatment, and on reporting and notification of incidents of improper behavior. Information about this training will be provided upon completion and submission of all required forms. Individuals are not permitted to participate in activities that involve direct interaction with minors until the required training is completed.

Contracting Performers

It is not uncommon for student organizations to enter into contractual agreements with performers, musicians, speakers, and the like. When negotiating contracts with these groups, be sure to keep in mind the following:

Make sure all the business terms (for example, monetary) are spelled out clearly.
Make sure both parties’ responsibilities are spelled out clearly.
Make certain you are able to do everything for which you are responsible.
Make sure there are no terms included which you do not understand – ask questions!
Make sure both parties’ obligations are fair (for example, both parties are required to carry insurance, not just one).
Make sure ALL important terms are contained within the contract (not in a verbal agreement). If the other party fails to include all verbal terms in a written contract, walk away!

Contracts can be confusing, but as with everything, the Office of Student Development is here to help. If you have questions about contracts, please don’t hesitate to stop in or call (414) 288-7205.

Dances

At Marquette, dances sponsored by student organizations are social activities primarily for Marquette students and guest(s).

In order to hold a dance, the sponsoring organization must register the event with the Office of Student Development, AMU 121, and meet with the Associate Director of the Alumni Memorial Union for a preliminary dance planning meeting, no later than four (4) weeks prior to the dance to discuss the event. A follow up meeting is required no later than seven (7) business days prior to the event date, to finalize event needs and expectations. This final planning meeting is also an opportunity to introduce the event’s sponsoring organization members/volunteers to the Alumni Memorial Union, Student Affairs and the Department of Public Safety liaison(s) on site during the event prior to the date of the dance.

The Student Organization Dance Policy includes provisions for four levels of dances as follows:

Level 1 – Open to Marquette University Student Organization Members Only.
Level 2 – Open to Marquette University Students Only
Level 3 – Open to Marquette University Students and Guest(s)
Level 4 – Open to Marquette University Students, Guest(s) and other College Students

Depending on the level of the event and the anticipated attendance, the costs, timing, locations and security requirements will vary. Possible campus locations for dances include the AMU Marquette Place, AMU 163, AMU Ballroom and the Union Sport Annex Court. Fees paid by the student organization range from $100 – 300 for staffing, security and room set-up. Additional costs may include rented equipment, entertainment and/or catering. Note: there will be only one Level 4 dance per night, per weekend.

For dance date(s) availability, or to obtain a complete copy of the Dance Policy (including the entrance requirements for each level) go to www.marquette.edu/amu/plananevent.shtml or email Annette Conrad: annette.conrad@marquette.edu.

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EVENT POLICIES AND PROCEDURES