UCR

UCR Policies and Procedures

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Policy Title:

Events

Policy Number:

700-85

Responsible Officers:

Associate Chancellor

Responsible Offices:

Office of the Chancellor

Origination Date:

(07/18/2003)

Date of Revision:

(03/31/2016)

Scope:

Guidance for Events

       I.      Policy Summary

This policy serves to ensure that every event request at the University of California, Riverside (UC Riverside) is properly reviewed and, upon approval, successfully carried out to meet the highest standards possible. In meeting the highest standards possible, guidance is provided to ensure that associated risks are identified, addressed, and, mitigated.

    II.    Definitions/Acronyms/Abbreviations

The UC Riverside Events website provides a section of definitions, terms, abbreviations, and acronyms germane to this policy and to events, in general.


    III.    Policy

 

A.       Purpose

 

UC Riverside is committed to ensuring that every approved event reflects positively on the campus community and complies with all applicable federal, state, and local laws and regulations, as well as system-wide and campus policies and procedures and departmental guidelines. The purpose of this policy is to define and assist in the process of requesting, preparing, planning, and, upon approval, conducting events at or on University Controlled Properties.

 

B.       Scope

 

This policy applies to all employees, students, alumni, contractors, affiliates, and visitors. It encompasses all University Controlled Properties. A list of the facilities and lands owned, leased, and/or under the control of UC Riverside can be found on the UC Riverside Events website.

C.      Overview

At UC Riverside, employees, students, alumni, contractors, affiliates, or visitors may request to schedule a non-academic event at or on University Controlled Properties. In general, each event request is reviewed on a “first-come, first-serve” basis. Depending on a number of factors, identified and described on the UC Riverside Events website, every request is reviewed for compliance with the applicable requirements. An event request that is determined to be in compliance and does not create a scheduling conflict, is then approved by the designated UC Riverside official.

With every approved event, it is the responsibility of the hosts to ensure activities are conducted in accordance with the applicable system-wide and campus policies and organizational guidance, as well as federal, state and local laws and regulations. Event hosts are also responsible for ensuring all individuals involved, including those in attendance, conduct themselves in accordance with UCR Principles of Community. UC Riverside reserves the right to not approve a request for an event that may involve potential personal liability, property damage, campus/community disruption, or may otherwise be deemed to be contrary to the mission of the University. 

   IV.     Responsibilities & Resources

            Every request to host an event at or on University Controlled Properties must be submitted for review to ensure compliance with applicable federal, state, and local laws and regulations, as well as related system-wide and campus policies. The UC Riverside Events website provides information and guidance in identifying the applicable organizations and available resources for submitting event requests.

V.        Procedures

           Every request to host an event at or on University Controlled Properties is processed for approval in accordance with the procedures and guidelines unique to the particular type of event and the specific venue. Each request is reviewed for compliance with applicable federal, state, and local regulations, as well as related system-wide and campus policies and organizational guidelines. With a few exceptions, the UC Riverside Events website provides information and guidance in identifying and addressing procedural requirements for submitting an event request.

 VI.     Contacts

The UC Riverside Events website provides contact information for a wide variety of topics involving events.

VII.    References

The UC Riverside Events website provides reference material for a wide variety of topics involving events.

VIII.   Frequently Asked Questions

The UC Riverside Events website provides a means to submit a question, along with a list of frequently asked questions and corresponding replies.

                                     X.   Revision History

The policy and associated procedures are reviewed, at a minimum every two years, by the Office of Compliance. Updates to reflect changes to related policies or governing standards, regulations, laws, and other such guidance are made as often as required.