Costumes/Masks
As many student organizations and university related activities utilize costumed mascots, such mascots shall be allowed in the Stamford Campus. Individuals wearing a costume to promote an organization or event shall be accompanied by an escort.
Individuals wearing a costume without an escort are subject to limitations at the discretion of the Stamford Campus staff. Staff persons are not limited to the following actions but may request that the mask be removed or that the individual leaves the building.
Drones
Drones will not be permitted to be flown in the building and must follow University and federal policy, https://www.faa.gov/uas and UConn Drones Operation Manual.
Emergencies
The Stamford Campus is committed to the safety and security of all persons in the building and has developed appropriate emergency procedures. In the case of an emergency (e.g. fire, inclement weather, or bomb threat), persons in the building are asked to follow the emergency procedure guide and the directives of Stamford Campus staff and Public Safety personnel. The Stamford Campus follows all local, state, and federal emergency regulations.
The Stamford Campus Building has a state-of-the-art fire safety system. In the event of an emergency that requires evacuation, such as a fire, the emergency system will be activated, and all occupants will be directed to exit the building until the “all clear” is given by Public Safety personnel. The elevators will not operate in the event the fire safety system is activated, and all personnel are to exit the building using the stairs. Public Safety personnel will be responsible for evacuating any persons unable to exit using the stairs. All individuals must follow the evacuation directions provided by the Stamford Campus staff and Public Safety personnel.
Certificate of Liability Insurance
If an event includes a structure (inflatables, tents, pipe & drape, stages, etc.), food and/or vehicles that are a part of the program, an approved Certificate of Liability Insurance will be required. On the certificate, the University of Connecticut and its Board of Trustees and their agents, officers and employees shall be named as Additional Insured and the insurance policy must be at a minimum of one million dollars. In order for the structure(s) to be utilized, the certificate must be received 10 business days prior to the event.
Decorations
The use and approval of all decorations will be reviewed during the event planning process. All materials used must be fireproof or fire retardant. Glitter and confetti may not be used. All decorations must be hung with painter’s tape only. No decorations may be placed in hallways, aisles, stairwells, or exit routes. All exits must be free of barricades. Exit signs, fire extinguishers, smoke detectors, fire pull alarms, and emergency lights cannot be decorated, covered, or obstructed. Fog and bubble machines are not permitted.
Windows, Walls, Doors, Tables, Floors and Ceilings
Nothing may be affixed or placed on windows, walls, doors, tables, floors, and ceilings in the Stamford Campus without authorization. This includes paint, posters, signage, stickers, flyers, and other items.
Lights
For the safety and security of all patrons, lights are required to be on in all occupied areas. In some areas, light levels can be adjusted in accordance with the building staff.
Candles/Incense
Candles and incense are not permitted in the Stamford Campus.
Papered Windows
If your organization requires privacy for a ritual meeting, you can request papered windows once a month. Papered windows can also be requested for dressing rooms associated with planned events. The request for papered windows must be pre-arranged with the Student Activities Office. Groups are not allowed to cover the windows themselves.
Storage
The Stamford Campus is not responsible for items left in the building, and storage space is not available for materials or equipment used in association with an event. Such items are the sole responsibility of the student organization, University department, or user of the facility.
Limited Storage is available in the Student Activities Suite for RSO belongings and event supplies. Please consult with the Student Activities Coordinator for assistance with storage options.
Credit Card Marketing
The University of Connecticut adheres to PA No. 09-167, “An Act Concerning Credit Card Offers on College Campuses.” This act:
- prohibits credit card companies from marketing during orientation and class registration periods;
- requires companies to distribute credit management education materials along with marketing materials.
The act also requires that all credit card vendors register by filling out the Credit Card Marketing Event Registration Form. Credit card vending is limited to the Stamford Campus Building. The organization’s name must be clearly visible on all advertising and at the table.
Outside Amplification
In accordance with the University Senate’s Speakers Forum and Outdoor Amplification Policy, amplification for speaking may take place between the hours of 12:00 p.m. and 1:00 p.m. on Mondays, Wednesdays, and Fridays, and between the hours of 12:30 p.m. and 1:30 p.m. on Tuesdays and Thursdays, when classes are in session, unless an exception has been granted. Amplified speaking may be approved on weekends and when classes are generally not in session. Amplification is limited to 90 decibels A-weighting. For musical performances refer to the Large, Outdoor, and/or Late Hours Event Policy - Division of Student Life & Enrollment.
Recreational Devices
Wheeled vehicles (with the exception of wheelchairs and motorized accessibility equipment) including but not limited to skateboards, in-line skates, hoverboards and bicycles are not permitted on the Stamford Campus grounds (both indoor and outdoor spaces).
Individuals can secure bicycles to the bike racks around the exterior of the building. Bicycles may not be attached to railings, handrails, or fences around the Stamford Campus.
It is the policy of the Stamford Campus to remove any bicycles, scooters or similar equipment that have been chained or locked to any part of the Stamford Campus Building, including but not limited to handrails, doorways, accessibility ramps, trash receptacles, tables, or other structures.
If any of the above equipment has been identified to break this policy, Stamford Campus Staff will contact UCPD.
Recording
Recording (filming or audio) in public areas of the Stamford Campus requires prior approval from the Campus Dean or their Designee.
Shoes and Shirt Requirement
For health and safety reasons, all persons entering the Stamford Campus must wear proper attire, which includes shirts and shoes. Persons not wearing proper attire will be asked to leave the premises. Exceptions (for reserved rooms only) for cultural, religious, or other reasons may be made at the discretion of the Stamford Campus Student Activities & Event Services staff.
Smoking/Vapor Devices/Tobacco Products
For the health of our community, smoking, vapor devices and tobacco products of any kind are not permitted in the Stamford Campus. This includes but is not limited to: cigarettes; cigars; pipes; pellets; chewing tobacco; E-cigarettes; Juules; Pens and snuff. Consistent with the General Rules of Conduct and Connecticut Laws, smoking and vaping are prohibited in all University buildings and vehicles. Smoking and vaping are banned within 25 feet of all campus buildings.
University Contracts
All activities held in the Stamford Campus jurisdiction must support University contracts regarding vendors and products.
Weapons and Explosives
Weapons or weapon facsimiles are not permitted in areas under the Stamford Campus jurisdiction. A weapon is defined as a tool or other device that can be used to kill, injure, or incapacitate an individual and/or destroy property or other resources, rendering them non- functional or unavailable. This includes but is not limited to: firearms, knives, clubs, bows/arrows, martial arts weapons, bombs, stun guns, etc. No fireworks or other incendiary devices are permitted. Public Safety officials are excluded from this policy.
Photo ID is required for all guests. All guests must present a College/University ID or show proof that they are 18 years of age. Minor children under the age of 18, must be accompanied by a parent or guardian, but only if the presence of the minors has been approved.
Any event including minors must adhere to the University’s Minors on Campus policy. The event will be reviewed for compliance by the Office of Audit, Compliance and Ethics.
Guest are limited to current UConn students and their guests. Each UConn student may bring up to five guests to a program. Verification that the individual is a current UConn student will be conducted by checking their UConn ID using a One Card verification device.
An entire party must be present to enter a program. Partial groups are not admitted, and additional guests cannot enter after the UConn student host has entered. A record will be maintained of each UConn student and their guest(s).
Guests must follow all University and event policies. The host UConn student is responsible for the conduct of their guests at the event.
Student organizations may implement more restrictive guest policies if they wish. An organization’s guest policy may have funding implications, i.e. events with fairly open guest policies may not receive full funding from SGA.
Overview
Food consumed in reserved areas under the Stamford Campus jurisdiction falls into one of two categories: food for public events or food for private events. A public event is defined as any event that involves the greater student population, the UConn community, and/or guests from outside the University. A private event is defined as consisting of the group’s members only (e.g., a student organization meeting for which there has been no advertising).
Please discuss all details for refreshments and food with your Student Activities Coordinator to ensure that all necessary procedures are followed, and permits are obtained as required.
Any organization wishing to sell or serve food to the public may be required to acquire a temporary food service permit prior to the event.
Potluck meals, where guests bring home-prepared food items to share, are prohibited.
Food eating contests are prohibited due to health and safety concerns.
All off-campus caterers/restaurants/food trucks must have a valid food license or permit, and a copy of the license or permit must accompany the TFSE application. In addition, the caterer must provide an approved Certificate of Liability Insurance. Off-campus caterers may have limited access to the pantry. The RSO must reserve this space in advance.
Temporary Food Service Permit Process
Student organizations are permitted to host events with food on campus. In order to comply with UConn, local, and state policies, a food permit must be obtained from UConn Environmental Health and Safety (EHS). This is for the distribution of any food regardless if it is catered, pre-packaged, free, or for sale. The only exception is for closed/private meetings such as a department meeting or student organization meeting where only members of that organization are invited. A University wide meeting does not qualify as a closed/private meeting.
Food Permit Process:
- A minimum of ten business days prior to the event, complete the EHS Food Request Form
- Note - this deadline is required by EHS. You may need to submit earlier in order to comply with SGA funding & purchasing procedures
- A member of UConn Environmental Health & Safety will review the application and determine if:
- Additional training is required
- Additional information is required
- Student Activities staff will check to see if the request has been approved
Guidelines for On-Site Cooking
The UConn Fire Marshal and the University EH&S Office must approve all requests for on-site cooking. Please provide additional details of your plan so that they may communicate with the Fire Marshal and EH&S Offices for additional information.
For Charcoal Grills:
- The grills are to be placed on plywood sheets.
- If the grills have castors, they need to be locked/secured to prevent the grills from rolling.
- Unused charcoal is to be kept 15 ft. from grill.
- Grill is to be 20 ft. from tent.
- Pressurized water fire extinguisher to be within 30 ft. of grill (can be provided by University Fire Marshals Office).
- If any object generates heat, it must be placed on a hard surface area (ex. grill).
- Grill to be 50 ft. from buildings/structures.
For Propane Grills:
- The containers must have a manufacture or requalification date of 10 years or less.
- Containers that show excessive denting, bulging, gouging, or corrosion shall be removed from service.
- Containers shall stand on a firm and substantially level surface and, if necessary, secured in an upright position (attached underneath the grill); shall be located to minimize exposure to abnormally high temperatures, physical damage, or tampering by unauthorized persons.
- If storing any additional cylinders outside they can’t be stacked and shall be at least 10 feet from the doorway or any other opening in the building.
- A fire extinguisher shall be provided within 30 feet of the grill (which University Fire Marshals Office can provide).
- Grill to be 20 ft. from tent.
- If any object will generate heat, it must be placed on a hard surface area (ex. grill).
- Grill to be 50 ft. from buildings/structures.
The UConn Fire Marshal may inspect any grills prior to the start of the program.
Your Event coordinator will reach out to the Fire Marshal for additional details and requirements.
Guidelines for Mobile Food Trucks
These guidelines apply for any vehicle that is equipped to cook and sell, distribute food (i.e. food trucks and food trailers).
The following guidelines must be adhered to:
- A Temporary Food Service Application must be submitted to and approved by Environmental Health and Safety.
- A Certificate of Liability must be submitted by the vendor.
- The vendor must have a fire extinguisher for the truck (Class A.B.C rated) at the location.
- The vendor must have a fire extinguisher for the kitchen portion of the truck (Class K) at the location.
- Fuel gases must be properly connected and supported.
- Extension cords must be properly arranged and utilized; and provided with GFCI as required.
- Trash must be properly disposed of (no combustible trash piles).
The UConn Fire Marshal and the University EH&S Office may inspect the mobile food vehicle prior to the start of the program.
When planning an event with large novelty inflatables, generators, or tents RSOs must follow the guidelines below. The event coordinator will consult with the UConn Fire Marshal's Office to ensure policy compliance.
Guidelines for the Use of Portable Generators
Guidelines for the Use of Portable Generators
Portable generators are internal combustion engines to generate electricity for outdoor areas. The SU Event Services Office, in consultation with the UConn Fire Marshal have determined that generators can be used on campus with the following precautions:
· A Certificate of Liability is required.
· The person setting up the generator should have proper handling knowledge of the equipment.
· The generator needs to be positioned 20’ away from any structure.
· Any excess fuel containers need to be stored away from the generator.
· The generator should be monitored at all times or there should be a barrier setup around the generator.
· Extension cords should be properly arranged and utilized and provided with GFCI as required.
· A fire extinguisher must be at the location.
· The generator needs to be properly grounded when required.
The UConn Fire Marshal may inspect a generator prior to the start of any program.
Guidelines for the Use of Novelty Inflatables
If your event includes an inflatable structure, the following guidelines should be adhered to per the UConn Fire Marshal:
- A Certificate of Manufacture (fire resistance rating)
- A Certificate of Liability
- A certificate/ proof of annual inspection and required maintenance must be provided from the vendor.
The vendor should also provide emergency procedure training to the attendant/ operator, in the event of emergencies and how they should be handled.
For outside events, the following additional guidelines must be adhered to:
· If installation requires stakes in the ground, SU Event Services should be notified in advance so that CBYD and UConn Landscape Services can be contacted.
· Each tie down location must be either staked to the ground or secured with appropriate weight and quantity per manufacturer’s instructions.
· In the event of winds 15MPH or higher, inflatables cannot be setup.
· Generators must be kept a minimum of 15’ away from the blower.
· The power source must be a minimum of 20 amp 110v circuit and verify that it does not get turned off by a timer or switch; extension cords must be a minimum size 12/3 and should not exceed 100’ from blower to outlet. All power cords should be covered or taped down.
For inside events, the following additional guidelines must be adhered to:
· The structure must be pushed up against the walls (with some give); and cannot block exit signs, doorways, red fire strobe lights or manual pull stations near the exits.
· The power source must be a minimum of 20 amp 110v circuit and verify that it does not get turned off by a timer or switch; extension cords must be a minimum size 12/3 and should not exceed 100’ from blower to outlet. All power cords should be covered or taped down.
The UConn Fire Marshal may inspect the structure prior to the start of the program.
Guidelines for the Use of Novelty Inflatables
If your event includes an inflatable structure, the following guidelines should be adhered to per the UConn Fire Marshal:
- A Certificate of Manufacture (fire resistance rating)
- A Certificate of Liability
- A certificate/ proof of annual inspection and required maintenance must be provided from the vendor.
The vendor should also provide emergency procedure training to the attendant/ operator, in the event of emergencies and how they should be handled.
For outside events, the following additional guidelines must be adhered to:
· If installation requires stakes in the ground, SU Event Services should be notified in advance so that CBYD and UConn Landscape Services can be contacted.
· Each tie down location must be either staked to the ground or secured with appropriate weight and quantity per manufacturer’s instructions.
· In the event of winds 15MPH or higher, inflatables cannot be setup.
· Generators must be kept a minimum of 15’ away from the blower.
· The power source must be a minimum of 20 amp 110v circuit and verify that it does not get turned off by a timer or switch; extension cords must be a minimum size 12/3 and should not exceed 100’ from blower to outlet. All power cords should be covered or taped down.
For inside events, the following additional guidelines must be adhered to:
· The structure must be pushed up against the walls (with some give); and cannot block exit signs, doorways, red fire strobe lights or manual pull stations near the exits.
· The power source must be a minimum of 20 amp 110v circuit and verify that it does not get turned off by a timer or switch; extension cords must be a minimum size 12/3 and should not exceed 100’ from blower to outlet. All power cords should be covered or taped down.
The UConn Fire Marshal may inspect the structure prior to the start of the program.
Guidelines for the Use of a Tent
For the purpose of this policy, “tent” is defined as any structure with or without side panels having wood or metal supports and using any kind of textile or similar material for coverage, and having a capacity sufficient to shelter 100 or more persons or covering a ground area of 1,200 square feet. The Event Services Office will review and approve any request for the use of a tent for any event. The staff will determine the need for a tent and the location where it can be set up; and will work with the company on CBYD and notifying the UConn Fire Marshal for the permit process and setting up an inspection.
- The customer making a request to use a tent must complete a Fire Marshall Tent Inspection form with information from the company/vendor providing the tent as to materials being used and method of setup, etc.
- The customer must also provide Certificate of Liability insurance for the tent.
The following is the Animals on Campus Policy. Animals are not permitted in the Stamford Campus, with the exception of service animals and Jonathan, the UConn Husky mascot.
In accordance with the UConn ACS, IACUC, EH&S and the UConn Animals on Campus Policy, any customer that seeks to bring non-UConn owned animals on campus for an outdoor event must meet the following requirements:
- Only contract with entities that have a current USDA License as
- The chosen site on campus must accommodate the non-UConn owned animals in order to ensure no interaction or contact with UConn owned animals.
- The owner is responsible for the health and wellbeing of their animals while on UConn
- Hand washing stations and signs reminding participants to wash their hands before and after touching the animals must be provided.
- An approved Certificate of Liability Insurance is
- A completed and approved Animal Related Program Registration Form through the Office of Institutional Equity
In accordance with federal copyright laws, institutions, organizations, and individuals wishing to engage in non-home showings of Movies, DVDs, Videos, TV Shows, online streaming content, or any copyrighted material must secure a license to do so, regardless of whether or not an admission or other fee is charged. Such videos must have the capability of providing open captioning upon request.
More details on copyright laws as they apply to Universities and RSO's can be found: All About Copyright Laws | Swank Motion Pictures
Public Viewing License can be provided by:
Bake Sales
Please review the following resources related to Bake Sales and procedures for food handling:
- Policy/Resource Guide: FoodServicePolicies.pdf (uconn.edu)
- UConn EHS Resource link: BakeSaleFoodSafety.pdf (uconn.edu)
- City of Stamford Bake Sale Guide
Bake Sales on the Stamford Campus must adhere to both the University policies as well as the City of Stamford policies.
Please consult with your Event Coordinator to review procedures for handling money.
Money Collection Guidelines
it is important to note that RSO's are not allowed to use Venmo, CashApp, Zelle, or any other form of money transfer methods. Additionally, UConn Stamford and its RSO's are a "cashless" operation, and cannot accept cash deposits. The only approved means of collecting money for an RSO is through the UConn Marketplace. It is important that you discuss this with your event coordinator.
The University of Connecticut is proud to serve the broader community through a wide range of educational and enriching opportunities and is committed to promoting a welcoming and secure experience for the children and youth who participate in activities at UConn.
For planning events that involve minors, requests must be at least 30 days prior to the date of the event. The sponsor of the event will be responsible for adhering to the policies required by the UConn Minor Protection Policy and the State of Connecticut. The following website will serve as a resource for members of the University community and those responsible for coordinating programs and activities involving minors, www.minorprotection.uconn.edu. If an event has not been approved by the UConn Minor Protection Coordinator, the event may not take place.
For additional assistance and guidance regarding the scope of UConn’s Protection of Minors and Reporting of Child Abuse and Neglect Policy, please contact the UConn’s Minor Protection Coordinator at (860) 486-4510.
UConn's Marketplace is an online sales platform that can be used to collect entry fees for an event, donations, sales of items, etc. Marketplace should not be used for ticketing where the entry fee is $0, unless advised by your event coordinator. Generally, we recommend using your UConntact event for collection of general RSVPs.
Your Event Coordinator can assist with creating the item in the UConn Bursar Marketplace. To do this, they will need the following information below. Be sure to review these details with them during your Event Planning meeting!
Loading can occur on Franklin street with advance notice/approval. City of Stamford may ticket vehicles in this area so be quick and follow these recommendations!
- Be sure that the bus stop/road/intersection are not obstructed while loading/unloading.
- Be sure car is on right side of street, on the north side of the park.
- Vehicle should not be left unattended,
- It is recommended the sponsoring organization has volunteers to assist/expedite load in/out.
- 15 minute max!
- Be sure that your Event Coordinator has notified UCPD in advance.
Map of Parking options near the Stamford campus: https://drive.google.com/open?id=1GGPD1WuJ3Dmi8U8fY6v5N8Aq7sSuwwcW&usp=sharing
The designated "Bus Stop" on Franklin Street is designated for use by CT-Transit Buses only.
Quick Loading/Unloading can occur on Franklin street with advance notice/approval, provided that the bus does not remain in this space for more than 10 minutes. Should additional time be required bus may wait in the Commuter lot located at 1194 Washington Blvd.
If the group plans to meet in the campus building, please be sure to inform your Event Coordinator.
RSO sponsored events occurring off campus are required to be registered with the Stamford Student Activities office.
Please register RSO off campus events using the Stamford Campus Space Request & Event Registration form
Once registered, RSOs will be assigned an event coordinator to review the logistics and details of their planned activities. If necessary, the Stamford Student Activities Coordinator will consult with additional departments for further guidance.
Risk Management Documents
Below are links to the risk management documents that may be covered by the staff member during a meeting or through e-mail with the RSO Activity Planner, depending on the nature of activity.
- Sample Acknowledgement of Risk and Emergency Contact Information Template.docx
- Verification of License and Insurance Form Template.docx
- Laws, Policies, and Practices for Travel.pdf
- Laws, Policies and Practices for Lodging/Overnight Stays.pdf
- Laws, Policies, and Practices for Activities with Alcohol.pdf
- Good Practices for Managing Money.pdf
- RSO Components of a Good Contract or Agreement.pdf
- RSO Mansfield Town Ordinances
- RSO Off Campus Activities with Minors.pdf