Winthrop University
Office of Student Activities – Division of Student Life
Social Event Guidelines
Student organizations who host parties and/or special events that require campus police will have either the organization’s
president or the event coordinator meet with Office of Student Activities staff to review all information listed below. That
person will be referred to as the student representative in the guidelines below.
Visitor Policy
Public safety is a shared responsibility of all members of the Winthrop University Community. To assist student organizations
with this responsibility, the Office of Student Activities may require the identification of all visitors at certain public events
taking into consideration the type, size, history and requested venue for the event. This review will be conducted in a
viewpoint-neutral manner.
When the Office of Student Activities determines that identification of all visitors is appropriate; the student organization will
be responsible for implementing the following procedures.
Guest Identification
All visitors entering the venue must be accompanied by a Winthrop Student. The visitor will be required to show a photo ID
(driver’s license or ID card) and have their hand stamped or wear a wristband. The visitor’s name, ID number, and type of
identification will be recorded by a representative of the organization on a Guest Identification Form. This list is to be
submitted to the Office of Student Activities the following business day.
Special Guest List
The visitor will be required to show a photo ID (diver’s license or ID card) and have their hand stamped or wear a wristband.
The visitor’s name, ID number, and type of identification and their relationship to the student organization (alumni, etc.) will be
recorded by a representative of the organization on a Special Guest Identification Form. The organization takes full
responsibility of these individuals on the Special Guest Identification Form. This list is to be submitted to the Office of Student
Activities the following business day.
Winthrop students and student organizations are responsible for the conduct of their guests while they are on the campus.
Students and student organizations hosting non-Winthrop guests are expected to inform their guest of university policies, rules,
and regulations and may be subject to disciplinary action for guest violations.
Student Organization Responsibilities:
The organization’s Student Representative will serve as the designated contact for the Office of Student Activities and
Campus Police. This person should be at the initial meetings with the Office of Student Activities and Campus Police.
Student organization members working the event need to be identified by wearing the staff lanyards at all times.
The student representative is responsible for making sure the organization follows all guidelines and will stay in contact
with Campus Police throughout the event. This person will be responsible for working the counter (clicker) if the OIC
(Officer in Charge) has to leave the entrance.
The student representative and designated members working the event will meet with Campus Police fifteen minutes
prior to the beginning of the event to review rules and guidelines and discuss form of payment before the doors open.
At this time, the individuals will be assigned their working posts as collecting money, patting guests down as they
enter, checking all pockets, stamping Winthrop students with a W stamp and guests with a Visitor stamp. Campus
police will discuss where they will be stationed and their expectations for the evening. This is the time to make sure
every possible situation is discussed. The doors will not open until this meeting takes place.
If the organization has received SAC funds for security, the officers will be paid through Campus Police.
The organization is to be aware of the facility capacity and will not allow entrance or sell tickets above the capacity
number.
The organization will have members stationed at all doors and will be responsible to coordinate the entrance of the
event and how the money will be secured.
The organization will be responsible to provide crowd control and direction to guests outside the entrance.
The organization will pat down everyone who enters the event. The organization will provide members of the opposite
sex to assist in patting down (i.e. women pat down women and men pat down men). Campus Police will be at the door
to supervise that it is done correctly.
Winthrop University
Office of Student Activities – Division of Student Life
Winthrop students with guest(s) will need to be in the Winthrop with Guest Line, as their guests will need to sign in as
a visitor at the event.
The organization will be responsible for upholding the Visitor Identification Policy.
No Re-entry, No Smoking and visitor policy signs must be clearly posted before the doors may open for the event.
Winthrop students must show their student ID to enter or will be considered a visitor.
The student representative will circulate throughout the facility to make sure that the doors are secure and staff is in
place.
The host organization is responsible for any and all damages.
The host organization may be required to fill out an Event Planning Guide and submit to the Office of Student
Activities.
The host organization is responsible for picking the supply box up from the Office of Student Activities the business
day before or of the event and bringing it back to the Office of Student Activities the following business day after the
event.
Officer in Charge (OIC) Responsibilities:
The OIC will meet the member(s) officially in charge 15 minutes prior to the beginning of the event to review the
guidelines, layout, and make necessary final preparations. The doors will not open and the event will not begin until
this meeting takes place.
The OIC will be the senior officer working the event.
The OIC is required, unless of an emergency, to remain at the entrance of the event to supervise the host organization’s
members who are managing the entrance. The OIC is to make sure the host organization’s members are following
guidelines with respect to patting down, checking apparel of attendees, and verifying all forms of identification (both
student and guest).
The OIC will also be responsible for regulating traffic flow at the entrance of any event.
Should the host organization break an event regulation, the OIC will give one warning to the President or person in
charge of the event. If the same violation occurs twice, the OIC reserves the right to immediately shut down the event.
At the conclusion of the event, the OIC is responsible for assisting the host organization in securing all money received.
At the Pre-Event meeting, the OIC and member(s) officially in charge will decide if the event will shut down thirty
minutes prior to ending time to allow the officer’s time to clear the facility and parking lot(s) by the designated ending
time. If the event ends at the designated ending time, the organization will be responsible for the additional cost to
clear facility and parking lot(s).
The OIC will be responsible for operating the counter (clicker) as students and or visitors enter the event. In the
instance that the OIC has to leave the entrance of the event, the counter will be given to the president or person in
charge of the event from the host organization.
Other Officer Responsibilities:
Campus police will discuss where they will be stationed and what their expectations are for the evening. This is the
time to make sure that every possible situation is discussed.
When there is an altercation, all officers will immediately report to the location to deescalate the situation.
They will assist the host organization in monitoring the interior exits to see they remain closed accept for the case of an
emergency.
They will periodically walk through parking lot(s) to monitor exterior activity.
At the conclusion of the event, they will assist the host organization in clearing both the facility and parking lot(s). If
this causes the officer’s duty to exceed past the original time frame, the officers will be compensated rounded up the
nearest quarter hour.
Office of Student Activities Responsibilities:
Coordinate all social event agreement paperwork between necessary parties.
Work with Campus Police to obtain security for events.
Coordinate and facilitate additional meetings with all parties involved (organization, Campus Police, Space Use
manager, and Facilities Management) as needed for follow through.