This policy specifies the conditions under which registered student organizations can sponsor dances for which the primary purposes are fund raising or to which the majority of those present will not be University of Kentucky students.
University Policies
All events held on University of Kentucky property and by registered student
organizations must follow University Policies including the Guidelines for Event Planning
and the Student Rights and Responsibilities. Student organizations may be held
accountable by the Student Code for events which they sponsored on or off campus.
Specific regulations which relate to dances held on campus are:
Event Coordinator
The event coordinator will provide guidance and leadership to student organizations
desiring to use University facilities for social events opened to non-student guests. This
staff member will work with students, organizational advisors, security, facility manager,
and other university staff in order to provide safe social events for students.
Availability of Facilities
The ability to host dances depends upon the availability of the facilities and staff.
Supervision
Event management is a cooperative effort among students, advisors, university staff, and
security personnel. Individuals assigned to work the event must stay on site until the
crowd is disbursed. The event coordinator will act as a liaison between students, facility
manager, and security. Inside the building, the facility manager is the team leader
responsible for supervision and coordination of the event. University Police are
responsible for event management outside the building.
Training
Students, advisors and staff who plan to supervise dances must attend event management
training conducted by the event coordinator.
Advance Planning
After a date has been secured, the sponsoring organization(s) will schedule a meeting with
the event coordinator and the facility manager to take place at least seven (7) days in
advance of the event to review operational guidelines, staffing requirements, financial
obligations, etc. All student monitors, the two organizational advisors, the facility manager,
and the event coordinator must attend this meeting. At the conclusion of this meeting the
event coordinator will prepare a memorandum specifying the conditions under which the
event will be approved, including:
On-site Planning
One-half hour before the event is to begin the facilities manager will conduct a meeting
with everyone who is to work the event in order to review responsibilities of student
monitors, advisors, security personnel, building and other university staff providing
supervision. If the individuals responsible for managing the event are not present by the
scheduled starting time the event will be canceled.
Admission
Dance admission is open to all college students with current Kentucky college student
identification cards from their respective institutions.
University of Kentucky students may have (1) guest each. Guests may be registered only by University of Kentucky students and must be able to document that they are eighteen (18) years of age or older. University of Kentucky students will be held accountable for the behavior of their registered guests. A guest list must be maintained at the entrance.
Security personnel, assisted by designated students and organizational advisors, will check identification of students and documentation of the age of all guests. Admission of students and guests will stop one-half hour before the event is scheduled to end. No one is allowed to re-enter after the admission is closed.
Alcohol/Disruption
Individuals who appear to be intoxicated, disruptive or who behave in ways that jeopardize
public safety will be denied admission or removed from the premises. Persistent disorderly
behavior will result in termination of the event upon decision of the team. Individuals are
not permitted to carry in cups, alcoholic beverages, illicit drugs, or weapons into the event.
Safety and Security
Lighting in the dance area must be bright enough to assure that individuals are safe and can be seen. The noise level may not exceed local ordinances. Light and noise levels will be determined in consultation with the event coordinator and the facilities manager.
The sponsoring organization(s) should discourage participant behavior which would create disharmony among others in attendance, i.e. stepping and/or chanting after the music stops. Any disturbance could result in termination of the event.
Metal detectors will be used to insure a weapon free environment to the degree of the efficiency of the detectors. University police will supervise the use of the detectors.
Money Management
On the night of the event proceeds from admission will be secured by the facility manager
for subsequent transfer to the event sponsor(s). The manager will issue a receipt of the
total amount of funds being safe guarded. The sponsoring organization should deposit the
funds from admissions within three days after the event has taken place.
Position Descriptions
Responsibilities of the event coordinator, students, facility managers, security personnel,
advisors, and University staff are specified in attached description related to the site
management of this dance policy.
Facilities
The facility manager will accommodate preferences for physical arrangements from the
event sponsors. The final authority for standards of lighting, use of entrances, set up for
control of admission and facility related matters rests with the facility manager and event
coordinator.
Promotion/Invitations
Communications promoting the event must specify who is eligible to attend by including
the following statement:
University of Kentucky dance policy requires all participants to present a valid Kentucky college ID to enter or to be a guest of a UK student who has a UK valid ID. All guest must be 18 years of age or older.
Promotion and advertisement of all campus dances must be restricted and limited to UK media outlets (i.e., Kentucky Kernel, WRFL, etc.). Posters, flyers, handbills, and other printed promotional material may be posted and distributed only on campus or be mailed directly to students who live off-campus or attend other colleges and universities in Kentucky.
Evaluation An evaluation, including input from the event coordinator and the facility manager(s), student monitors, advisors, security personnel and university staff will be done after each event. The policy will be reviewed annually by members of the Student Affairs staff and Minority Affairs Staff with student representation.