BGSU Policies

BGSU Student Handbook / University-wide policies and procedures (Page 77)

Event Management

Events planned and/or sponsored by BGSU student organizations enrich the lives and interests of all community members. A major responsibility of sponsoring organizations is to ensure that all appropriate safety and liability precautions have been incorporated into the planning and implementation of their events. Generally, paid security is required at large-scale events or events that may lead to the disruption of the University environment. Examples include events where alcohol is available, events with non-BGSU students in attendance, events occurring during late evening hours, events open to the campus community, or events with a history of large attendance.

All student organizations sponsoring an event on campus grounds or within a campus facility must adhere to the following:

  1. The event must be registered with the Office of Campus Activities, 401 Bowen-Thompson Student Union, in compliance with the Space and Facilities Reservation Policy.

  2. The sponsoring organization must have a minimum of three members of the organization’s leadership group present for the duration of the event. The Office of Campus Activities may also require the presence of the sponsoring organization’s advisor.

  3. The sponsoring organization must designate members to serve as event staff for the duration of the event. These individuals must be clearly identifiable as event staff.

  4. If the Office of Campus Activities, in consultation with the Chief of Police, determines paid security is needed, the sponsoring organization must contract for it with the BGSU Police Department.

  5. The sponsoring organization is responsible for the cost of repairing or replacing all damages, including but not limited to furniture repair or replacement, gum removal, extra custodial services, and structural damages to the premises as a result of the event.

  6. Temporary structures:
    1. May have no more than three (3) closed sides
    2. May not house generators, space heaters or cooking equipment
    3. Must comply with all State of Ohio Codes
       
  7. Personal property in a temporary structure must be attended at all times. Unattended personal property will be confiscated by the University.

  8. Appeals to a decision to require paid security must be made in writing to the Dean of Students or designee, 301 Bowen-Thompson Student Union. The decision of the Dean of Students is final.

BGSU Student Handbook / University-wide policies and procedures (Page 87)

General Policy

The University reserves the right to determine the time, place and manner of use of space and facilities so as not to interfere with the mission and regular operation of the institution. To this end, no programs and/or events may be held beginning at 5 p.m. the Friday before each week of final exams through the end of the final exam period. This includes programs sponsored by student organizations and campus departments. The use of University facilities and grounds must at all times conform to the following regulations and to local, state and federal laws.

Reservation Requirements

Reservations must be made for University facilities and grounds that are available for scheduling. Requests for reservations will be granted in accordance with the priorities of the designated area. All requests must be made to the appropriate office. An authorized representative must sign or verbally communicate department or student organization requests.

Use of Facilities by Departments and Student Organizations

  1. University facilities, as described in this section, are reserved in accordance with the procedures set forth by the various departments where the respective facilities are located. These procedures include applicable forms, requirements for advance reservations, cancellation of reservations, and other items.

  2. Only student organizations registered with the Office of Campus Activities are allowed to reserve University facilities and grounds. However, student organizations may reserve space if they have petitioned the Office of Campus Activities for registration status, and are awaiting a decision on the approval of their registration status. The student representative must sign the application form for use of space.

Procedure and Priorities for Designated Facilities

For use of the following facilities, the designated office should be contacted, and the appropriate procedures provided by that office should be followed:

  1. Bowen-Thompson Student Union Contact: 231 Bowen-Thompson Student Union Administrative Office, 419-372-9000. Priority for use of space in the Bowen-Thompson Student Union is given to major institutional programs and activities.

  2. Academic Buildings Contact: 231 Bowen-Thompson Student Union Administrative Office, 419-372-9000. Student organizations may request the use of space in academic facilities for specific purposes. These purposes may include, but are not limited to, regular meetings of honorary or professional organizations, lectures, seminars, workshops and specific programs. Classes scheduled in academic buildings shall take precedence over use of the space by organizations. The space requested will be assigned if: (1) the intended use is in keeping with the educational purposes of the University; (2) the intended use does not conflict with use by academic programs or academic organizations; and (3) the space has not already been reserved by another organization.

  3. Olscamp Hall Room 101 101 Olscamp Hall is a multipurpose space which may be reserved through the Bowen-Thompson Student Union. Other space within Olscamp Hall (i.e., classroom space) is included within the Academic Buildings category referred to above.

  4. Residence Halls Contact: Hall Director of specific residence unit, Office of Residence Life, 419-372-2011. Students who live in the residence halls and residence hall governments have first priority for all residence hall facilities. Facilities also may be provided for individuals or student organizations whose activities are sponsored by, or affiliated with, the Office of Residence Life. University departments, individuals or student organizations may request the use of residence hall facilities during the summer or at other times when space is available for workshops, institutes, short courses, special events, and conferences. This space also includes Learning Community space within the residence halls. There may be a fee for use of this space.

  5. Dining Centers Contact: University Dining Services catering/space arrangements manager, 419-372-6951. Priority for use of space in dining facilities is given to programs and activities which are conducted by University Dining Services. Rental fees may be assessed for use of all facilities. Most events sponsored by corresponding hall governments and student organizations will not be charged a rental fee for space.

  6. Prout Chapel Contact: 231 Bowen-Thompson Student Union Administrative Office, 419-372-9000 Prout Chapel is available for certain student organization meetings and ceremonies, in accordance with the policies which have been set forth for that building. These policies are found in 231 Bowen-Thompson Student Union Administrative Office.

  7. Eppler Hall Gymnasiums Contact: School of Human Movement, Sport & Leisure Studies, 119 Eppler Center, 419-372-7234 The Eppler North and South Gyms are utilized by the School of Human Movement, Sport & Leisure Studies for classes and other instructional purposes, and are also used by Intercollegiate Athletics. They are available on a limited basis for department and student organization use.

  8. Intercollegiate Athletics Facilities Doyt L. Perry Stadium, Anderson Arena, Whittaker Track, Steller Baseball Field, Cochrane Soccer Field, Keefe Tennis Courts, BGSU Softball Complex, and athletic practice fields are owned and maintained by the University for the primary use, and benefit of, the intercollegiate and select recreational programs of the University, of allied non-University athletic activities consistent with such programs, and of official academic and special events of the University, as well as student life events. The use of these facilities shall be limited to these purposes unless otherwise authorized by the Office of Student Affairs. Doyt L. Perry Stadium & Athletic Complex, Anderson Arena, Whittaker Track, Steller Baseball Field, Cochrane Soccer Field, Keefe Tennis Courts, BGSU Softball Complex, and athletic practice fields Contact: Facility Coordinator, Department of Intercollegiate Athletics, 419-372-2401

  9. Spirit Rock Contact: 231 Bowen-Thompson Student Union Administrative Office, 419-372-9000. The Spirit Rock is located in the grassy area west of Kreischer Quadrangle. The Rock may be painted by only one registered student group or organization per day, and may not be reserved for consecutive days.

  10. Recreation and Wellness The Student Recreation Center, Perry Field House, Forrest Creason Golf Course, Ice Arena, intramural fields (located east of Mercer Road), and Offenhauer tennis courts (located adjacent to the Offenhauer Towers parking lot) are intended primarily for student recreational and instructional use on an organized group and individual basis. Recreation and Wellness schedules the use of these facilities. The Student Recreation Center includes all facilities within the Recreation Center (Cooper and Andrews pools, multipurpose and other rooms, weight rooms, racquetball, handball and squash courts, track, indoor basketball courts), as well as the outdoor sand volleyball court and deck area adjacent to the Recreation Center and outdoor basketball courts between the Kreischer and Harshman Quadrangles. The Perry Field House includes the indoor track, Jack Gregory Turf Room, Activity Room and Meeting Room. It is a multipurpose facility used for classes, athletics, intramural and sport clubs as well as being available for informal activity.

  11. Student Recreation Center Contact: Associate Director of Recreation and Wellness/SRC, 419-372-2711

  12. Perry Field House Contact: Associate Director of Recreation and Wellness/PFH, 419-372-9900

  13. Intramural Fields Contact: Assistant Director of Recreation and Wellness/IM, 419-372-2464

  14. Forrest Creason Golf Course Contact: Director, 419-372-2674

  15. Performance Venues - The Moore Musical Arts Center (MMAC) houses the College of Musical Arts at Bowling Green State University. The facility functions as an academic unit primarily for musical performances and degree recitals presented by students and faculty of the college. Kobacker Hall seats 841 persons and Bryan Hall seats 247 persons, the Kennedy Green Room holds 50 persons, and the two large rehearsal halls hold about 200 persons each. Kobacker Hall, Bryan Recital Hall, Kennedy Green Room and the two large rehearsal halls can be reserved on a limited basis. All reservation requests must be submitted and approved by the Public Events Office, MMAC. Usage fees will be charged. Reservation requests for any space or spaces within the MMAC are not guaranteed until approval has been granted.

  16. Kobacker Hall, Kennedy Green Room and Bryan Recital Hall Contact: Technical Director, Moore Musical Arts Center, 419-372-2181

  17. Mileti Alumni Center - The Mileti Alumni Center, located on the southeast corner of Mercer Road and Alumni Drive across from the Harshman Complex, houses the Offices of University Advancement, Alumni Affairs and Development. It is used primarily by these areas as well as the BGSU University Foundation Inc. A large multi-purpose room is available on a limited basis for department and student organization use. Contact: Director of Alumni Affairs, 419-372-2424

  18. Offenhauer Tower West, 11th Floor The 11th floor of Offenhauer West has a conference room and large activities room, which may be partitioned. The same priority and rules as set forth for residence halls above apply. Contact: Offenhauer Towers front desk, 419-372-2898

Campus Grounds Use

  1. Departments, student organizations or groups outside the University desiring to use campus grounds must complete an application for grounds use. Grounds use request forms are initiated in the 231 Bowen-Thompson Student Union Administrative Office, 419-372-9000. Each use must be requested in this manner. Campus grounds located adjacent to residence halls or small group living units are reserved through the Office of Residence Life (see paragraph 8 below).

  2. Application for use of designated campus grounds must be made in the 231 Bowen-Thompson Student Union Administrative Office at least ten (10) University working days before the date of the use.

  3. Selected grounds areas (other than those described above) are available for activities that are sponsored and approved by University departments and registered student organizations. Academic use by departments and colleges has priority, and assignments may be changed or cancelled if conflicts with regular academic programs develop. Grounds adjacent to academic buildings are not normally reservable when classes are in session, or if the activity taking place will disrupt academic or other operations of the University.

  4. The Director of the Bowen-Thompson Student Union or a designee will review all applications for grounds use, except for those listed in paragraph 8 below. If necessary, the Director of the Bowen-Thompson Student Union will meet with or contact the representative of the organization applying for use of campus grounds to resolve any questions concerning the request, and to determine the propriety of the particular use.

  5. In reviewing grounds-use applications, only grounds-use requests which are consistent with applicable University regulations as well as local, state and federal laws will be approved.

  6. When the application for grounds use is granted, it shall specify the boundaries of the areas to be used, the date for which the use is approved, the time at which the reservation for the use expires, and any special provisions concerning the use of the space.

  7. Departments and student organizations, as well as any organization outside the University which are granted the use of specified campus grounds are subject to the following requirements:

    1. Use of amplification equipment must be in accordance with regulations found in part F of this document.
    2. No structure may be erected on campus grounds without prior written approval. The approval must be secured at the time the activity is registered.
    3. The failure of a department or organization to provide the Bowen-Thompson Student Union Administrative Office with notice of cancellation of a proposed activity or event at least two (2) University working days prior to the scheduled activity or event may result in the denial of a future permit for use, unless the cancellation is necessitated by events reasonably beyond the control of the department or organization.

       
  8. Campus grounds adjacent to residence halls are reserved through the Office of Residence Life, by contacting the designated officials within that office, as indicated below:

    1. Old Fraternity Row Courtyard Contact: Director of Residence Life for Fraternity and Sorority Life, 419-372-2343
    2. Conklin Courtyard Contact: Director of Residence Life for Fraternity and Sorority Life, 419-372-2343
    3. Founders Quad Courtyard Contact: Founders Hall Director, 419-372-8076
    4. McDonald Quad Courtyard Contact: McDonald Hall Director, 419-372-0289
    5. Offenhauer Towers Courtyard Contact: Offenhauer Hall Director, 419-372-8134
    6. Alumni Mall (Between Harshman and Kreischer) Contact: Office of Residence Life, 419-372-2011
    7. Falcon Heights Courtyard Contact: Office of Residence Life, 419-372-2011
    8. Centennial Hall and Kohl Hall Courtyard, Contact: Office of Residence Life, 419-372-2011

      Note: Recreational areas such as the basketball courts adjacent to the Kreischer and Harshman Quadrangles are reserved through Recreation and Wellness, as provided above.

    9. Denials of applications for campus grounds use by any of the contact persons or offices listed in this policy pursuant to these provisions may be appealed to the Office of Student Affairs in accordance with the procedures outlined in Section G of this document.

 

BGSU Student Handbook / University-wide policies and procedures (Page 80)

Late-Night Event Policies

Bowling Green State University supports co-curricular programs because they promote students’ learning, growth, and development. Late night programs contribute to the institution’s educational mission by providing alternative, on campus events for students that do not involve alcohol. Furthermore, planning a late night event provides students with opportunities to learn about event management, financial planning, and advertising. To promote student learning consistent with the Core Values of Bowling Green State University, the University Learning Outcomes and to create a safe environment for these programs, BGSU has adopted a Late Night Event Policy.

This policy applies to all indoor and outdoor events that conclude after midnight. To register a late night event, the Late Night Event checklist must be submitted at least one month prior to an event in the Office of Campus Activities. No more than one late night event may occur on any one weekend, and no late night events may occur during Homecoming, Family Weekend, and Sibs N Kids Weekend.

  1. The event must be registered with the Office of Campus Activities, 401 Bowen-Thompson Student Union. The sponsoring organization hosting a late night event must follow all procedures as outlined in the Late Night Event checklist. The Late Night Event checklist must be completed in its entirety at least two weeks prior to the scheduled late night event.
  2. The organization must be in conduct and financial good-standing with the University in order to host an event.
  3. Late night events must end by 1 a.m. unless approved as an overnight event by the Late Night Review Committee.  Overnight events may not exceed 8 days and 7 nights in any one semester including adjacent break periods.
  4. The sponsoring organization must contract with the University Police, if security is required. Determination of the number of officers to be present at the event is based on the size, nature, location and past history of the event and is determined by University Police in consultation with the Office of Campus Activities.
  5. At minimum, three student leaders and an advisor (if applicable) from the sponsoring organization(s) must be present to manage the event. Additional staffing, including but not limited to University Police, private security personnel, undergraduate staff, and/or facility managers from facilities/offices, such as the Perry Field House, Bowen-Thompson Student Union, and/or Office of Campus Activities may be required at late night events and shall be paid for by the sponsoring organization.
  6. Alcohol is prohibited at late night events unless approved prior to event and then only in designated areas.
  7. Inappropriate behavior including, but not limited to, the consumption or possession of alcohol and illegal drugs, fighting and other violent behavior will not be tolerated and the continuation of the event will be at the discretion of University Police, staff, facility managers or the sponsoring organization. Inappropriate behaviors will be investigated and adjudicated under the Code of Student Conduct and/or the laws of the State of Ohio.
  8. The sponsoring organization is responsible for the cost of repairing or replacing all damages, including but not limited to furniture repair or replacement, gum removal, extra custodial services, and structural damages to the premises as a result of the event.
  9. Temporary structures:
    1. May have no more than three (3) closed sides
    2. May not house generators, space heaters or cooking equipment
    3. Must comply with all State of Ohio Codes
  10. Personal property in a temporary structure must be attended at all times. Unattended personal property will be confiscated by the University.
  11. Non-BGSU student attendees must be eighteen years of age or older, have a valid government-issued photo ID, and be accompanied by a BGSU student host who will sign in the guest and assume responsibility for the guest’s behavior. Each BGSU student may only host one non-BGSU student during any late night event.
  12. Marketing and entry tickets shall include standard language, as applicable, concerning: ID requirements, expectations concerning re-entry, processes regarding refunds, and protocols concerning having a BGSU student host to enter. The exact language will be created by the Late Night Events Committee during the review meeting based upon specific logistical components of the event.
  13. In addition to fire code restrictions, the Late Night Events Committee will determine the maximum number of participants permitted for events. This decision will be made during the review meeting and will be based upon several factors, included but not limited to: location, time, nature of the event, and past history.
  14. Registered student organizations and approved non-University organizations and groups may use University utilities and facilities only with prior approval.
  15. Failure to adhere to the expectations, procedures and protocols outlined in the Late Night Event checklist and pre-event planning meetings may result in the event being cancelled or postponed.
  16. The Dean of Students or designee will determine exceptions to this policy.

BGSU Student Handbook / University-wide policies and procedures (Page 72)

Alcohol Policy

Bowling Green State University recognizes that the decision to use alcoholic beverages is a personal choice; however, this choice must be made in accordance with the laws of the state of Ohio. In addition, the mature and responsible consumption of alcohol must be consistent with the mission and Core Values of the University and in accordance with the Bowling Green State University Code of Student Conduct. (Section 6.D. 2 prohibits the use, possession or distribution of alcoholic beverages except as expressly permitted by the law and University policy.)

Procedures for Events where Alcohol is Present

  1. All laws of the state of Ohio, ordinances of the city of Bowling Green, regulations of the Ohio Department of Liquor Control, and policies and regulations of Bowling Green State University must be observed and enforced.
  2. Alcohol consumption shall not be the sole focus of any event.
  3. Alcoholic beverages may be consumed, possessed, served or sold only by persons of legal age to do so, according to the laws of the state of Ohio.
  4. Alcoholic beverages must be served by designated individuals. Participants may not serve themselves or each other. Servers may not consume alcohol while working at an event with alcohol. Arrangements for the sale and/or serving of alcoholic beverages must be made through BGSU Dining.
  5. Individuals sponsoring the event are responsible for taking measures to ensure that alcoholic beverages are not accessible or served to persons under the legal age. This requires verifying age on entry to the event by checking identification to verify those who are of legal drinking age.
  6. Non-alcoholic beverages must be present at all events at all times.
  7. Event sponsors will provide solid food in order to moderate the effects of alcohol consumption and will continue to have food available as long as alcohol is being served.
  8. The entry or exit of persons with alcoholic beverages at events where alcohol is served is not permitted.
  9. No social event shall include any form of “drinking contest” in its activities or promotion.
  10. Alcohol must stop being sold at least one hour before the end of the event.
  11. Publicly distributed materials, including advertisements for any University event, shall not make reference to the availability of alcoholic beverages. The Black Swamp Pub, located in the Bowen-Thompson Student Union, is exempt from this policy. The alcohol advertising guidelines for the Black Swamp Pub are available in the 231 Bowen-Thompson Student Union Administrative Office.
  12. The following is a list of places on main campus where alcohol can be served. These facilities have occupancy limits set by the Bowling Green Fire Department which must be followed.
    1. Bowen-Thompson Student Union
    2. Carillon Place Dining Center
    3. Designated Doyt Perry Stadium locations*  **
    4. Designated Ice Arena locations*  **
    5. Fine Arts Building
    6. Guest House
    7. Oaks Dining Center
    8. McFall Center
    9. Mileti Alumni Center
    10. Moore Musical Arts Center
    11. Olscamp Hall
    12. University House
    13. Sebo Center **
    14. Stroh Center **
    15. The Wolfe Center

      *Designated locations are determined by the Dean of Students.

      **These locations are serviced by Sedexo.

  13. Requests for exception to the locations listed in #12 must be directed to the Dean of Students.
  14. Requests to have alcohol served at an event at the BGSU Firelands campus must receive prior approval from the Dean of BGSU Firelands.
  15. Violations of these regulations related to the use and sale of alcoholic beverages will result in immediate termination of the event and referral to the appropriate agency for conduct action.
  16. Inspection of events where alcohol is being served will occur by an appointed designee of the Office of the Dean of Students and/or the University Police.

Special Regulations for Public Events

  1. A public event is an event at which beer or wine is sold.
  2. There must be a minimum of two police officers present at all times, hired by the sponsoring group.  The required number of officers present will be determined by the University Police.
  3. The proper permits for this event must be obtained from the Ohio Department of Liquor Control.
  4. These events may not be scheduled from Sunday to Thursday and starting the weekend prior to exam week unless otherwise approved by the Dean of Students.

Special Regulations for Private Events

  1. A private event is an event at which alcohol is served but not sold where there is a defined guest list which has been submitted and approved with registration materials to the Bowen-Thompson Student Union Administrative Office.
  2. Admittance to the event is limited to persons on the guest list.
  3. The individual who registered the event assumes the responsibility for monitoring the event and the behavior of those attending the event.

BGSU Student Handbook / University-wide policies and procedures (Page 89)

Use of Amplification Equipment

“Sound amplification equipment” means any electronically powered, operated or assisted device that amplifies sound. A sound amplification device includes, but is not limited to, any system of public address, bullhorns, boom box, music or voice amplifiers, megaphones, or any combination thereof. A “sound amplification device” is not a University owned or controlled public address system, or a personal stereo, radio or music player used by University students, faculty, or staff in a University residence hall room, office or other facility at a reasonable volume that does not disturb other persons.

  1. To ensure public safety and the orderly operation of the University, amplified sound devices may be used on the campus premises only in compliance with the rules stated in this Policy.

  2. The use of the amplification device requires written approval be obtained in advance from the approving office or a designated representative. The Approving Offices are as follows:

    1. Bowen-Thompson Student Union: Director of Bowen-Thompson Student Union or designee.
    2. Union Oval, the University Hall Lawn: Director of Bowen-Thompson Student Union or BTSU Event Planning.
    3. Residence halls, and adjoining spaces: Director of Residence Life or designee.
    4. Athletic Facilities and adjoining spaces (Doyt L. Perry Stadium, Cochrane Field, Steller Field, Meserve Field, Stroh Center, Ice Arena, Anderson Arena.): Director of Athletics or designee.
    5. Recreation Center/Field House/Intramural fields and adjoining premises: Director of Recreation & Wellness or designee.
    6. Firelands: Dean or designee.
    7. All other Campus Premises and adjoining spaces: Vice President for Finance and Administration or designee.
       
  3. Applications shall be made in writing or on a form available from the issuing Office. A new application shall be made for each use.

  4. Applications must be submitted not less than five (5) University working days before the date of use being requested.

  5. Sound amplification devices must be entirely portable and no structure for their use may be affixed to University property.

  6. The use of sound amplification devices inside University buildings or athletic venues shall not be permitted.

  7. Outdoor dances and concerts may be held in approved locations only with prior approval of the official with responsibility for the space as designated in paragraph 2(a)-(f).

  8. Permits will be considered on a first applied/ first approved basis except that University sponsored events shall always have priority without regard for when approval was sought.

  9. Circumstances arising during an approved use of a sound amplification device may warrant Public Safety, other law enforcement agencies or other University offices to require the relocation of or limitations on the use of sound amplification devices in order to minimize disruption and distraction and the University reserves the right to do so.

  10. Sound amplification devices may not be used to promote commercial messages by entities that are not approved University sponsors.

  11. The written authorization shall specify the date, time, location, duration, manner and any other relevant information for the approved use of sound amplification device. Authorization may be revoked if the use deviates from the terms of the authorization.

  12. The application and permit provisions of this Policy shall not apply to sound amplification devices used by University faculty engaged in teaching, university employees engaged in performing University duties, or for sound amplifications systems used at University sanctioned events.

  13. This Policy does not apply to law enforcement officers or other safety officials engaged in performing official duties that require the use of amplified sound devices.

  14. The University may authorize the use of sound amplification devices only when the date, time, location, duration, manner and any other factors relevant to the use of sound amplification devices:

    1. will not unreasonably interfere with University academic activities or other operations or functions.
    2. will not unreasonably interfere, distract or hamper public safety.

BGSU Student Handbook / University-wide policies and procedures (Page 90)

Use of Temporary Structures

The use of temporary structures on University grounds are by permission only with the prior approval of the Director of the Bowen-Thompson Student Union or designee.

  1. Temporary structures of any type may have no more than three (3) closed sides.
  2. Generators, space heaters, cooking equipment, or any other appliances cannot be used in temporary structures.
  3. Temporary structures must comply with all State of Ohio Codes.
  4. Personal property in a temporary structure must be attended to at all times. Unattended personal property will be confiscated by the University.
  5. Registered student organizations and approved non-University organizations and groups may use University utilities and facilities only with prior approval.

BGSU Student Handbook / University-wide policies and procedures (Page 74)

Campus-wide Food Service Policies for Student Organizations

General Policy Statements

  1. Any food served to the public on the BGSU campus must be managed according to BGSU’s safe food handling policies.

  2. When University funds are being used to purchase food/beverages, BGSU Dining must be used to provide this service. BGSU Dining requires all food/beverage orders be requested no later than two weeks (10 working days) prior to the event date. BGSU Dining has the right of first refusal if it is unable to provide the requested service. Other BGSU Dining outlets can be used for more spontaneous food/beverage needs but the BGSU Dining catering office housed in the Bowen Thompson Student Union must be the first office contacted. If the food/beverage request is made at least two weeks prior to the event date, it is the intent of BGSU Dining to work with each registered student organization to determine, if possible, appropriate discounts.

  3. Registered student organizations may use funds they have raised, or non-appropriated, or non-University provided dollars to purchase food from an outside vendor by having OCA (Office of Campus Activities) indicate the availability of these self-raised funds; however, all Student Organization Campus-wide Food Service Policies must be followed. Note: No outside food or beverages that are donated or purchased for an event or meeting may be brought into the Bowen-Thompson Student Union or Olscamp 101, as BGSU Dining is the sole provider of Food Service in those locations. The facility manager(s) may require signatures from additional areas, such as BGSU Dining. Facility manager(s) are:
    1. Bowen-Thompson Student Union, Olscamp Hall, Prout Chapel and Event Planning Spaces: Director, Bowen-Thompson Student Union.
    2. Athletic Facilities: Assistant Athletic Director
    3. Recreation and Wellness Facilities,: Associate Director, Recreation and Wellness
    4. Mileti Alumni Center: Director, Alumni Affairs
    5. Residence Halls: Hall Director
    6. Fraternity/Sorority Housing: Hall Director

      For additional information and/or clarification, please contact Chris Bullins, Associate Dean of Students (chrishb@bgsu.edu, 419-372- 2343). Please note any/all policies stated herein are reviewed annually and are subject to change.

  4. At the discretion of the Office of Campus Activities and Business Operations, some events may require special insurance to be purchased. Information concerning a person becoming ill from food served at a student organization event should be immediately reported to the Office of Campus Activities so that staff can inform appropriate University officials and the Wood County Health Department.

Bake Sale Policies — Standard Food Policy Exception Form required

The following policies are provided by Environmental Health and Safety for the serving and/or selling of baked goods (non-perishable). Such items include, but are not limited to: cookies, brownies, pastries (no cream or custard filled), date bars and crispy-rice treats.

  • Cover all food to be served/sold
  • Label all packaged food items with a listing of the main ingredients
  • Store food, cups, napkins, etc. off the floor or ground
  • Use clean dispensing utensils (tongs, napkin) to dispense food or have all food items individually wrapped
  • Avoid the use of extension cords
  • Provide a container for trash
  • Clean all spills and remove debris as necessary
  • Properly clean area after sale

If food is to be prepared by individuals within the sponsoring group, it is recommended that a list be developed which identifies the individual who prepared a particular food item. Questions regarding this policy should be forwarded to: Office of Campus Activities, 401 Bowen-Thompson Student Union, 419-372-2343

Bowen-Thompson Student Union Policies Listed on the Bowen-Thompson Student Union Web site (www.bgsu.edu/union).

Cookout Policies Cookouts open to the public must follow the Student Organization Campus-wide Food Service policies.

Donated Food Policies — Standard Food Policy Exception Form required Donated food must come from and be prepared by a food service vendor licensed through the Ohio Department of Health. Depending on amount, food should be delivered in incremental times and maintained at safe temperatures. Donated food is not permitted in the Bowen-Thompson Student Union or Olscamp 101. Standard food handling policies must be followed at all times. These standard food handling policies can be found at www.bgsu.edu/offices/envhs/page14104.html. The liability factor of donated food may fall on the University student organization sponsoring the event.

Examples of low-risk and high-risk donated food products include:

  • Low-risk foods: pizza, bagels, baked goods, pies (no cream or custard), cakes, packaged snack foods, canned soda, bottled water, candy, popcorn, nonprocessed fruit and vegetables
  • High-risk foods: subs, sandwiches, salads, any food that contains protein, milk, eggs (noncooked), cream pies

Outside Catering Policies — Standard Food Policy Exception Form required Policies for Catered Events on Campus Utilizing an Off-Campus Source

  1. All catered events from an off-campus source being served on or brought onto campus (which includes meetings, workshops, events, etc.), regardless of location, must first be approved by the facility manager in charge of that location.

  2. If approved by the facility manager, review of this outside catering function must occur by Environmental Health and Safety, or designee, and BGSU Dining Services. (See listing above for specific facility managers)

Residence Life Food Policies It is essential that the distribution of food at events in Residence Life facilities is handled in a safe manner.  Please see staff in the Office of Residence Life (419-372-2011) for specific policy information.

BGSU Student Handbook / University-wide policies and procedures (Page 77)

Jurisdiction

Registered campus organizations:

  1. Campus regulations will permit fund raising by registered student organizations. Registered student organizations may use University facilities without charge to host non-commercial events which raise funds for educational or public service purposes.



  2. Funds raised from the general University population shall be for the nonprofit use of the sponsoring individual or organization.



  3. Student organizations shall work with the Office of Campus Activities to keep accurate records of funds raised and spent, available upon request for inspection or audit. If an audit is required, it may be ordered at the organization’s expense.



  4. Subject to special regulations concerning time, place and manner of public expression, a registered student organization may in outdoor discussion areas and at meetings: sell materials related to the purpose of the organization, collect dues, initiation fees, donations and admissions charges for events. In addition, registered student organizations may solicit funds in announcements, posters and handbills.



  5. Registered student organizations may conduct raffles in accordance with the laws of the state of Ohio. All 50/50 raffles or those with direct cash payout are prohibited for student organizations.



  6. Registered student organizations may not offer a direct cash or cash-equivalent prizes or payout, including instances of “split-the-pot” and preloaded MasterCard/Visa gift cards.



  7. Registered student organizations are not permitted to coordinate or support the sale or processing of applications for credit cards on campus.



  8. The facility manager may require student organizations to utilize a contract or vendor agreement for outside vendors and receive a percentage of sales or commission or a combination of both.

 

Fund raising by non-University organizations:

a.     Any external organization seeking to raise funds for the benefit of an external organization must possess a current tax-exempt certificate from the Internal Revenue Service. Prior approval for fund raising on campus must be obtained in advance by the facility manager. Organizations must keep current accurate records of funds raised and spent. These records must be available upon request for inspection or audit. If an audit is required, it may be ordered at the organization’s expense.

Solicitations and Sales

1.     Solicitation is defined as any activity designed to advertise, promote or sell any product or commercial service or encourage support for, or membership in, any group, association or organization.

2.     Solicitation in University residences is not permitted. Advertising signs, posters and fliers may not be distributed or posted in University residences unless authorized by the Director of Residence Life or designee.

3.     Individuals and organizations may not solicit on campus without obtaining permission from the facility manager. Individuals who collect applications for commercial purposes are restricted from soliciting said applications on campus. An activity that violates University policies, or local, state and/or federal laws is forbidden.

4.     If authorized, solicitations are permitted in University buildings, except for the Bowen-Thompson Student Union and Falcon Outfitters, where merchandise is sold under the regulations established by the management of those facilities.

 

 

 

BGSU Student Handbook / University-wide policies and procedures (Page 79)

Guest Speakers

It is the policy of the University to foster a spirit of free inquiry and to encourage the timely discussion of a broad range of issues provided that the views expressed are stated openly and are subject to critical evaluation. Within our prevailing standards of decency and honesty, this policy shall be construed to mean that no topic or issue is too controversial for intelligent discussion on the campus. Restraints on free inquiry should be held to that minimum which is consistent with preserving an organized society in which change is accomplished by peaceful, democratic means.  To this end, a registered student organization may invite guest speakers to the campus subject only to the following provisions:

  1. Space for the event must be registered with the Bowen-Thompson Student Union Conference and Event Services Office if University facilities and services are to be used. Individuals or registered student organizations interested in planning an all-campus event are urged to contact the Office of Campus Activities and the student organization advisor for assistance in making these arrangements.

  2. Sponsorship must be by a registered student organization.

  3. It must be made clear that the student organization, not the University, is extending the invitation and that any views the speaker may express are his or her own and not those of the University.

  4. The student organization must take whatever steps are necessary to ensure that the event is conducted in an orderly manner. The Office of Campus Activities is available to advise on planning major events.

  5. The student organization is encouraged to provide means for critical evaluation of the speaker’s view which might include an open question period following the speaker’s presentation.

  6. Guest speakers must also comply with the University’s policy concerning Political Campaigning.

 

BGSU Student Handbook / University-wide policies and procedures (Page 70)

Advertisement

(Posters, notices, handbills, fliers, banners, yard signs and electronic media)

  1. Students, faculty, staff and other members of the University community may place posters, notices, or fliers on University kiosks and general-purpose bulletin boards only. All postings must be sponsored by a University organization, department or office. There is no posting permitted on departmental bulletin boards within academic buildings without the permission of that particular department. Non-University groups or individuals are permitted to post on University kiosks only.

  2. There is no posting permitted in locations other than those designated in this policy. Specifically, there is no posting permitted on doors, vehicles, trash cans, cigarette butt holders, windows, light poles, trees, telephone poles, building signs, any other areas of a building, whether inside or outside, or any other object or area. The only exception to this policy is the posting of spirit signs on the outside of buildings by the spirit organization “SICSIC,” or other exceptions as given by the Dean of Students.

  3. Use of bulletin boards for departmental use only will be in accordance with the rules of the department.

  4. Banners may be hung from the exterior of University residence halls with the approval of the Hall Director of the particular living unit. Banners, sandwich boards, lawn signs, and other self-standing, temporary forms of advertisement must be approved by the Dean of Students before being posted, and must not violate any other University policies. Banners (secured with rope) may be hung in the area across from the Business Administration Building or in the Bowen-Thompson Student Union Mall, or such areas as permitted by the Dean of Students. These items must be removed upon the conclusion of the event. To reserve these areas for posting banners, contact the Bowen- Thompson Student Union Conference and Event Services Office, 231 Bowen-Thompson Student Union.

  5. Distribution or posting of advertisements, within University residences and dining facilities other than the Bowen-Thompson Student Union dining facilities shall be in accordance with the Community Living Standards, found in this Student Handbook. The Office of Residence Life will continue to approve posters and flyers to be placed in the residence halls and Greek houses. University Dining Services will approve table tents for the dining facilities. Distributing or posting advertisements, including handbills, within the Bowen-Thompson Student Union will be approved by the Bowen- Thompson Student Union Information Desk staff.

  6. Applying messages directly on the surface of buildings or other University property is prohibited.

  7. The use of chalk, with the exception of spray and/or paint chalk, by members of the University community to publicize campus events on sidewalks is permitted. Messages must be at least 20 feet from the entrance of any University building. Messages or information that violate University policy are subject to removal at the expense of the advertiser. The use of chalk on buildings or any other University property is prohibited.

  8. Advertisements, posters, notices, handbills, fliers, banners, yard signs and electronic media shall not make reference to the availability or sale of alcoholic beverages with the exception of the Black Swamp Pub.

  9. The use of yard signs must receive prior approval from the Dean of Students.

BGSU Student Handbook / University-wide policies and procedures (Page 91)

Sponsored Events - By companies or corporations in conjunction with a University division or registered student organizations

Sponsored Event

  1. A sponsored event or activity is one held or promoted by a Bowling Green State University division or registered student organization for which financial assistance, direct or indirect, is to be provided by external organizations.

  2. The term “sponsored event” does not include the solicitation of or advertising in ongoing publications of the University or Intercollegiate Athletics department activities for which criteria are established by that department and by the NCAA.

Criteria for Selection of Sponsors

  1. Sponsorship will be permitted in accordance with University rules and regulations as well as in consideration of partnerships with exclusive campus vendors.

  2. The University division/registered student organization will be accountable for the control of the sponsored event ensuring adherence with all University rules and regulations as well as in consideration of partnerships with exclusive campus vendors.

  3. Sponsored events should lend themselves to the stated goals of the University division/registered student organization and should be consistent with the University’s educational objectives, mission and image.

  4. Events sponsored by alcohol companies or by cigarette companies are prohibited. Energy drinks may not be given away on campus. This list is not exhaustive.

  5. The University division/registered student organization must maintain first billing for sponsorship in all advertising so that exclusive or continuing sponsorship is not indicated. Such statements may read “. . . presents in cooperation with” or “. . .presents with the support of.”

Selection

  1. The University division/registered student organization will outline the appropriate mechanism for recognition of the sponsor’s contribution to the event. Each offer of sponsorship will be reviewed and weighed on its own merit by the University division/registered student organization. A decision will be made by the Office of Campus Activities, 401 Bowen-Thompson Student Union. Decisions may be appealed to the Dean of Students.

  2. Penalties for any violations will be in accordance with the Code of Student Conduct.

Exceptions

Exceptions to this policy may be made by the Dean of Students or designee.