Organization representatives identified on all event or program-related materials (reservation confirmation, catering confirmation, etc.) must be present at the event at all times. Additional organization representatives may be required by the Student Activities office.
The Student Organization Advisor may be required to be present at the event at the discretion of the Student Activities office.
Additional full-time staff from the campus may be required at the discretion of the department i.e. Stamford Campus may require Stamford Campus staff to be present at the event.
Due to certain factors (size of event, off-campus attendees, multiple breakout rooms, multiple performances, VIPs, etc.) of an event or conference, the Stamford Campus may require a staff member be on-site to assist, monitor and manage Stamford Campus resources and safety protocols. A staff member, including associated fees, will be discussed during the planning process.
Decisions regarding appropriate security for an event will be determined by reviewing the following circumstances: nature of the event; number of participants; location; type of event; time of the event; admission policy (open or closed); history of previous events; marketing plan for the event; University status of the group; etc. Various levels of security may be required.
The security required may include but is not limited to: University Staff; Student Organization Advisors; University Police; Private Event Security; Bag Searches; Wristbands; and/or Re- admittance Policies as defined below. Additional security measures may be required by the Approval Office.
Police
When a University of Connecticut Police Officer is assigned specifically to the event a minimum of four hours of service time for Large or Late Hours Programs with a closed admissions policy i.e. attendance is limited to University of Connecticut students, faculty, and staff. This requirement may be waived by the Student Activities Office based on the information provided about the event.
Additional officers may be required based on the size of event, venue, admissions policy, marketing plan, etc. The decision to require additional officers will be made by the Student Activities Office and University of Connecticut Police Department.
The Student Activities Office will coordinate all requests for Police Officers. The Student Activities Office will contact the UConn Police Department at least 3 weeks in advance to arrange for police security.
Student organizations are required to pay 100% of University Police fees for events.
Private Event Security
A private security agency must be approved by the University of Connecticut Police Department.
Private security officers are required for Large or Late Hours Programs with an open admissions policy i.e. attendance is expected to include guests with no official affiliation with the University of Connecticut. This requirement may be waived by the Student Activities Office based on the information provided about the event.
The number of private security officers will be based on the size of the event and venue location by the Student Activities Office in cooperation with the University of Connecticut Police Department.
Event sponsors are required to pay 100% of private security staff fees.
Additional Security Measures
- Bag Searches - All guests at Large or Late Hours programs will be required to open bags, purses, backpacks, pockets, etc. at the request of University of Connecticut Police or Private Security Officers. Individuals failing to comply with the request will be denied entrance.
- ID Checks - All guests at Large or Late Hours programs are required to show photo identification prior to entrance to the event. At any time during the program, guests may be required to show identification at the request of University of Connecticut Police, Private Security Officers or Event staff. Individuals failing to comply with the request will be asked to leave the event.
- Pat Downs - Private security officers will pat down guests to search for items restricted from venues e.g. weapons, beverage containers, medications, drugs, etc. Guests will select a gender- specific pat down area and searches will be conducted by gender-specific security officers.
- Private security officers may also use metal-detector “wands” to assist in this security check-in area.
- Wristbands - Once a guest has completed the entrance process, the Student Activities Office staff or designee will place a wristband on the guest to indicate compliance with all security requirements. Wristbands are provided free of charge to student organizations. The number of wristbands issued for each event is determined by the Student Activities Office based on the established room capacity for each venue. All guests (including student organization representatives, speakers, performers, stage crew, etc.) must receive wristbands and are included in the room capacity.
- Re-admittance Policies - Wristbands are issued once. If a guest leaves an event prior to the end of the program, a new wristband will not be issued. Once an event has reached capacity, no additional entrances will be permitted even if a guest surrenders his or her used wristband.
- For After-hours programs extending past 11:00 pm, a cut-off time of 11:30 pm will be established for admission to the program. This includes re-admission. If a guest leaves the program after 11:30 pm, s/he will not be re-admitted even if a wristband is displayed.
- All participants are required to comply with all federal, state, and local laws as well as all relevant University policies, including The Student Code.
Fire Marshal
The Stamford Campus abides by all Fire Codes and works in conjunction with the UConn Fire Marshal’s Office for all events. This includes room diagrams for fire code compliance and rentals of inflatables, furniture, tents and/or equipment. In addition to requiring an approved Certificate of Liability Insurance from the vendor, other information, certifications, and on-site inspections may be required.
Use of Generators
Portable generators are internal combustion engines to generate electricity for outdoor areas. The Student Activities office, in consultation with the UConn Fire Marshal, have determined that generators can be used on campus with the following precautions:
- An approved Certificate of Liability Insurance 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.
Large Inflatable Novelties
- 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), an approved Certificate of Liability Insurance and a certificate/proof of annual inspection and required maintenance must be provided from the vendor a minimum of 10 business days prior to the event. The vendor should also provide emergency procedure training to the attendant/operator, in the event of emergencies and how they should be handled. The UConn Fire Marshal may inspect the structure prior to the start of the program.
For outside events, the following additional guidelines must be adhered to:
- Each tie down location must be either staked to the ground or secured with appropriate weight and quantity per manufacturer’s instructions.
- If installation requires stakes in the ground, SU Event Services should be notified in advance so that Call Before You Dig (CBYD), and UConn Landscape Services can be
- In the event of winds 15 MPH or higher, inflatables cannot be
- Generators must be kept a minimum of 15’ away from the
- 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
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 with gaffer’s tape.