Events covered under this policy include but are not limited to:
- Lectures/Speeches/Indoor Rallies
- Public performances or theater productions
- Sporting events/competitions
- Outdoor events
Before submitting an offer or contract, the first step for student organizations and other in-house promoters is to complete a required Event Sponsor Assessment & Planning Worksheet or ESAP Worksheet. The ESAP Worksheet is the preliminary planning and screening tool that can assess the level of risk of an event, the level of security and staffing, and the resources and conditions needed to make the event safe and successful.
The ESAP Worksheet further indicates the size, topic, invitations to outside groups, history of the performer, number of ticket sales to non-College populations, etc. The ESAP Worksheet will be reviewed by the Director of Student Activities for student groups and by the building manager/performance venue manager for faculty/staff. If the review by the Director of Student Activities or the building manager/performance venue manager highlights elements of potential risk, the Risk Assessment Review Team (RART) will be convened.
If it is determined by the RART’s assessment that extra security will be needed, this additional cost will be the responsibility of the event sponsor.