On-Campus Party Contract | Students | Southern Arkansas University

The following guidelines must be adhered to for all on/off-campus parties. Any breech of these guidelines may place the organization in disciplinary sanctions.

There must be one uniformed, certified law enforcement officer per 75 in attendance at the party. (Traditional police officer uniforms are the only ones that will be acceptable.)
I agree that if the party is on-campus, only SAU students are allowed to attend. We agree to check Student IDs.
Attendance at the function must not exceed fire codes.
Metal detectors must be secured and used for all patrons entering the party. Only police officers are permitted to supervise the operation of the metal detectors by either an officer of the organization or another police officer. Further, if a patron leaves and wishes to re-enter, the patron must go through he metal detector before re-entry.
The fraternity must secure at least 5 members from the organization willing to monitor the party.
All University Police must be adhered to as stated in the 2022-2023 Student Handbook.
Even though the off-campus security is present, the organization is still responsible for the management of the event. The organization is still responsible for all patrons and members who attend the function. Law enforcement is to aid in risk management for the organization, and not take sole responsibility for the event.
I further understand that an open party is a higher risk function than a closed party and that significant additional management is required to adequately insure a safe and successful event.
I agree to use Presence (Checkpoint app) to check attendees in to make sure the attendees are SAU students AND for contact tracing purposes during the pandemic.
A $100.00 fee will be assessed to the organization(s) hosting the event for the use of the Student Event Center. Invoices are due within 5 business days to the Reynolds Center Offices located in Reynolds 101.

I understand and agree to adhere to the above-stated guidelines. Further, I understand that my organization is responsible for the event and agree to take every precaution necessary to ensure that the function is safe for all patrons.

Organization(s) Hosting Party(Required)

Start Date of Party(Required)

MM slash DD slash YYYY

Start Time of Party(Required)

Hours

Minutes

AM/PM

End Date of Party(Required)

MM slash DD slash YYYY

End Time of Party(Required)

Hours

Minutes

AM/PM

Name of Party(Required)

Venue(Required)

Name of members monitoring the event(Required)

Please list 5 members that will be monitoring the event. You can add more rows by clicking the plus icon at the right.

Projected Revenue(Required)

Describe Fund Use(Required)

Will there be alcohol at this event?(Required)

Yes

*Events where alcohol is present must meet SAU, FIPG, and respective Greek National organization policies.

What type of event with alcohol?(Required)

Third-Party Vendor

BYOB

Organization President Name(Required)

First Last

Organization President Phone(Required)

Organization President Email(Required)

Enter Email Confirm Email

Organization Advisor Name(Required)

First Last

Advisors must approve this request via an email link to an online form.

Organization Advisor Email(Required)

Enter Email Confirm Email

Advisors must approve this request via an email link to an online form.

Alternate Contact(s)(Required)

Name

Phone Number

Organization

If more than one organization is hosting, please provide at least one additional contact for each organization. Use the plus icon at the right to add additional rows.

Is more than one organization hosting the party?(Required)

Yes

Second Hosting Organization Information

Second Organization President Name(Required)

First Last

Second Organization President Phone(Required)

Second Organization President Email(Required)

Enter Email Confirm Email

Second Organization Advisor Name(Required)

First Last

Second Organization Advisor Email(Required)

Enter Email Confirm Email

Advisors must approve this request via an email link to an online form.

University Police Department Information

Contract for Extra Security

ALL PAYMENT IS DUE BEFORE THE BEGINNING OF THE EVENT!

The minimum payment per officer is $25 /hour and officers are required to be paid an additional $25 to arrive 30 minutes before the party beginning and to stay 30 minutes after the party ends.
If at any time during the event, the officers working the event deem it necessary to shut the event down due to safety concerns, there will be no refund from the officer(s).
All requests must be made at least 5 business days before the event.

Cancellation should be made at least 48 hours before the scheduled time of the event with the SAU Police Department.

How many officers are you requesting for the event?(Required)

Police will be responsible for using metal detectors at entry.

Officers in Attendance

Name

Please list all officers separately by clicking the plus icon at the right.

Proof of Insurance

Drop files here or

Max. file size: 12 MB.

Please upload a copy of or proof of insurance.

Signature of Organization Representative(Required)

Representative completing this form needs to sign.