Event Request Forms
Student Organizations must complete an EVENT REQUEST FORM for all campus events and obtain the required signatures for facility reservations, set-ups, and food requests. This form is available from the Office of Student Activities. By completing this form, Students will be advised of the process and procedures of event planning. Approval of student organization events will not occur until this process has been satisfactorily completed.
Organizational Sponsored Events
Campus events or programs sponsored by student organizations or the YCP Student Activities and Orientation Office must adhere to College policy and entail neither illegal forms of discrimination in terms of attendance limitations nor violations of appropriate ethical standards. Cases of interpretation of “ethical standards” will be referred by the Student Activities and Orientation Office and/or the Dean of Student Affairs to the President’s Council for resolution.
For YCP Student Activities and Orientation Office-sponsored programs focusing on highly controversial subject matter, the College also requires (in addition to the above guidelines) adherence to the “fairness doctrine,” in that approximately equal time must be available for the expression of opposing points of view, either in the context of the same program or in a subsequent program.
Sponsorship of guest speakers does not imply approval or endorsement of the views expressed, either by the sponsoring group or by the institution. Inquiries regarding such sponsored events by student organizations should be directed to the Student Activities and Orientation Office in the Student Union.
Academic department-sponsored events are the responsibility of the sponsoring department, in coordination with the Provost and the President.
Campus Security at Sponsored Events
Numerous activities, such as dances, concerts, festivals, and marathons, require security/police services. Student organization that holds an event which is open and/or advertised to the public and concludes later than 11pm in the evening requires hired security throughout the duration of the event. Student organizations must indicate this in their event reservation and coordinate with the Director of Campus Safety to hire security in advance. The supervisory shift sergeant will always assist when needed at no cost to the student organization. Security assigned to cover the event will be billed to the sponsoring organization at prevailing rates.
Insurance Requirements
All outside organizations brought on College premises in connection with any student event must provide a certificate of insurance. The organization’s certificate of insurance must show evidence of Bodily Injury and Property Damage coverage. The College must be included as “additionally Insured.” All certificates must be sent to the Campus and Special Events Director two weeks prior to the event for approval.
Contractual Agreements
Students 18 years of age or older can legally enter into contractual agreements with off-campus parties. Contracts or agreements made by students remain the full responsibility of the contracting student and must NOT include the name of the college or imply that the student is acting as an agent of the College. Students may not sign contracts on behalf of the College.
Students who hold positions in College organizations cannot enter into contracts or agreements which make the College a party to such a contract or agreement without the approval and signature of the Director of Student Activities and Orientation.
Use of College Facilities by Student Organizations
The College encourages the use of campus facilities by officially recognized organizations to promote the cultural, athletic, social, and educational development of the student body. Subsequently a conscious effort is made to minimize programming costs to student groups. General guidelines and reservation procedures for available facilities are outlined below.
Reservations
Recognized student organizations are able to use any College facility free of charge (see Fees section below), provided their event includes student participation. If you need a room for an event, please fill out an event request form (see above section for details).
During the week, classes get first choice of rooms. During off hours, which are weekends and weekdays after 9:30 p.m., you must reserve through the Office of Campus and Special Events. Classrooms are not to be reserved on a regular basis.
Fees
If an activity is scheduled during the normal operating hours of the building, and no special services are required, no additional fees will be assessed. However, any costs for special services will be passed along to the sponsoring organization and are payable one week prior to the scheduled event. These costs are based upon, but not limited to, the following guidelines: technical production assistance, additional security measures, additional custodial, damage charges (deemed appropriate by the Facility supervisor and the Office of Student Activities and Orientation). It will be the responsibility of the Campus and Special Events Director to review the requirements of the activity and assign extra operations, grounds, maintenance, and technical personnel as needed. Charges for extra personnel will be billed to the sponsoring organization at the prevailing hourly rate.
Meeting Rooms
The meeting rooms in the Student Union are for the use of YCP students, Senate-recognized clubs and organizations, faculty, and staff. The rooms are assigned on a first-come, first-served basis through the Student Activities and Orientation Office. A reservation form must be filled out in order to reserve a room. Rooms may be reserved for a one-time function, weekly, biweekly, or monthly for one academic semester.
Those reserving spaces are encouraged to do so respectfully and only when the space will be used. “Block Booking” (referring to mass reservations of time and/or space) is not permitted.
The use of candles is strictly prohibited–use of these devices may result in a fine and/or loss of room reservation privileges. Food is also prohibited in most rooms, check with Student Activities and Orientation for more information.
Only those spaces specifically designated as meeting rooms may be reserved and utilized for such purposes. Study spaces (such as those found in the Library or Academic Buildings may not be used for meeting purposes.
Information Tables
Any recognized student organization may reserve a table in the Student Union by contacting the Office of Student Activities and Orientation Administrative Assistant at Ext. 1239. Any recognized student organization may reserve a table in the lobby of Campbell Hall by contacting Career Development at 1452. The Assistant Dean for Athletics and Recreation must approve, in advance, any activities during special athletic events in the Grumbacher Sport & Fitness Center.
The reservation request must be scheduled one week prior to the date the set-up is needed. The reservation form at the Campus facilities office located in the Grounds Building includes a space for a brief description of the concession. It is the responsibility of the student organization to check the reservation sheet to assure there is not a duplication of sales/purpose. Each group will be responsible for the clean-up of their reserved table and sale area.
Campbell Hall lobby has a capacity of two tables that will be set up at the north lobby wall (only). The Student Union lobby also has a 6 table capacity. Each organization may reserve one table (with two chairs) per day for a maximum of two consecutive days.
Vans
College vans may be rented to recognized student organizations. Each driver must complete the van safety training class prior to the trip. Vans must be requested via the online request system. Fines will be accessed to those organizations/persons who abuse van privileges in any way. All trips must be approved by the organization adviser and the Office of Campus Safety. Vehicle privilege will only be approved if the organization meets the guidelines for designated trips. A maximum of 10 adults is permitted to ride in the vans, including the driver.
Policy for Fundraising and Campus Sales
Purchased/imprinted products for fundraising must be purchased through the York College Bookstore. Competitive pricing will be considered during the purchasing process. Artwork must be in compliance with the YCP logo usage policy (see policy below). Donated items are permissible.
Logo Usage
Use of the York College of Pennsylvania name or logo is not permitted without prior approval from the Office of Communications. For more information, please contact communications@ycp.edu.
Food Policy for Student Clubs, Organizations & Club Sports
The following policy is necessary to reduce the risk of food-borne illness due to improper food handling as well as poor cooking practices, and to reduce the risks of liability issues. It has been developed in consultation with College officials and the College’s insurance agent.
Food Policy:
- All food sales or food offerings must be catered by or coordinated through York College Dining Service. This would include all planned or spontaneous events on campus that would involve the serving, sale or distribution of food and/or drink. For example, selling pizza for monetary gain or serving pizza at a gathering, meeting or event. Arrangements must be coordinated and approved ten days prior to the event or meeting.
- Dining Service will consider requests for items coming directly from a registered, licensed and regulated, reputable kitchen or manufacturer only for items that are not available from Dining Service directly, such as discounted prices on large quantities of prepackaged cookies, chips, pretzels or candy bars for resale.
- All homemade items are strictly prohibited. This includes any home baked or home prepared items. York College of Pennsylvania has a contract with Chartwells, which names Chartwells as the exclusive food service provider on campus. This contract binds all York College parties including recognized student organizations. This applies to items that are given away as well as those which are sold.
Failure to request and receive proper approval or to adhere to this policy will result in disciplinary sanctions and penalties against the organization(s). In addition, it may include confiscation of food items, loss of reservation privileges and/or loss of organizational recognition.
Advertising on Campus
Student Activities Calendar
York College Student Activities and Orientation, produces an online app (YCP App) which will detail events produced on campus by the Campus Activities Board, Athletics, Leadership, and other sponsoring offices. Special permission for organization events to be included can be requested by contacting the office of Student Activities on a case by case basis.
Student organizations and individuals who are involved or interested in planning events are strongly urged to consult with the Student Activities and Orientation Office to avoid scheduling conflicts. The Director of Student Activities encourages complete cooperation between the Campus Activities Board, Greeks, and all other student organizations in the scheduling and planning of campus activities.
Campus Events Calendar (R25)
The campus events calendar is a comprehensive list of all events (date, time and location) taking place on campus, and is maintained by the Director of Campus & Special Events. Inclusion in this listing is based upon the reservation of a campus facility.
Campus Posting Policy
All postings and advertisements (including but not limited to sidewalk chalk, flyers, banners, window markers, etc.) must adhere to the following policy. This includes any posting/advertising on or off campus that involves or references York College of Pennsylvania.
All persons wishing to post information, advertisements, or use chalk on campus must have them approved (and stamped) by the staff in the Office of Student Activities and Orientation, located on the main level of the Student Union, Room 205. Posting and chalking on campus are not rights; they are privileges open only to members of the college community. Non-College-affiliated individuals and commercial enterprises may not freely post, distribute, or chalk messages on campus. Posting is permitted only on certain exterior and interior areas of campus.
Bulletin boards are designated for student use in all campus buildings. Approved flyers may be posted on untitled bulletin boards for a maximum of one week. All untitled bulletin boards are for general use. Some bulletin boards are reserved strictly for CAB and Student Senate as well as departmental use.
Permission for Chalking must be obtained in the Office of Student Activities and Orientation. Chalking can be done ONLY on exposed sidewalks on campus (For clarification, exposed sidewalks imply that the chalk will be washed away should it rain). Chalking should be done in washable chalk or pastels. Chalking may NOT be done on stone pavers, walls, benches, water/decorative features or roadways.
Postings are not permitted in areas where they could be potentially dangerous, destructive, or difficult to remove.
Postings will be removed from unapproved locations such as organizational bulletin boards, windows, glass doors, painted surfaces, glass cases, and bus shelters. Permission is required from Campus Operations to hang banners, sheets or other large postings from a building.
References through words or pictures to alcoholic beverages, establishments that primarily serve alcoholic beverages, drugs, profanity, and racial or ethnic slander are prohibited by College policy on any advertisement, flyer, or posting. Advertising and/or promoting activities or events where alcohol consumption could be considered the primary focus are prohibited on campus and/or via campus venues. Postings and/or advertisements that contain abusive language, threats, fighting words, or obscenities will be removed, as will all messages, regardless of content, that appear in prohibited locations or that fail to comply with other relevant restrictions. Organizations or individuals found in violation of this policy will be prohibited from posting notices in the future and will be held accountable for their actions through the campus disciplinary system.
Video Bulletin Board
The Video Bulletin Board is another source of information and campus announcements. Televisions are located throughout campus in the Student Union, academic buildings, etc. Students may submit requests for posting to the Office of Student Activities and Orientation.
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