Most events planned by student organizations have some level of risk involved.  The purpose of safety and risk management is to minimize and prevent accidental loss and to ensure that all student organization events are fun and safe.

Jill Klees (jklees@scu.edu) in Law Student Services can help guide you through the event planning process to determine which areas of safety and risk management apply to your event. Areas of safety and risk management include the following:

• Disability Statement

The following statement about the Americans with Disabilities Act and Section 504 (ADA/504) must be included in all marketing for an event:

“In compliance with the ADA/504, please direct your accommodation requests to NAME at EMAIL ADDRESS.”

For NAME fill in the name of the primary student organizing this event, and for EMAIL ADDRESS fill in that student’s email address.

• Driver Agreement

The University Vehicle Driver Agreement Form is required for each student driving a vehicle as part of a University-sponsored trip, including off-campus events planned by student organization.

• Fire and Environmental Safety

SCU is committed to protecting the environment and the safety of its students. To help achieve this, everyone is responsible for complying with campus-wide environment, health, and safety (EHS) requirements. Review the following links to learn about these requirements so that you can ensure personal safety and environmental protection related to your events.

EHS Website

EHS Guidelines for student activities

• Insurance

Depending on the level of risk associated with your event featuring a speaker, performer, and/or vendor, proof of insurance may be required.

If the speaker, performer, or vendor does not have insurance, the Office of Risk Management will assist your student organization with obtaining appropriate insurance.

 Movie License for Public Viewing

If your student organization will be showing a movie at your event, then payment of a licensing fee is required. There are four ways to be exempt from paying these fees:

Note: This information is adapted from a brochure titled “Film & Video Copyright Infringement” published by Swank Motion Pictures.

Under the “Education Exemption,” copyrighted movies may be exhibited in a college without a license only if the movie exhibition is:

  1. An “integral part of a class session” and is of “material assistance to the teaching content.”
  2. Supervised by a teacher in a classroom.
  3. Attended only by students enrolled in a registered class of an accredited non-profit educational institution.
  4. Lawfully made using a movie that has been legally produced and obtained through rental or purchase.

Check out the following resources to learn more about movie screenings and licensing rights.

  1. Film & Video Copyright Infringement (PDF)
  2. Movie Protocol for Student Organizations (PDF)

• Participant Agreement

The University Participant Agreement Form is required for each student participating in potentially risky activities on or off campus. This form must be filled out and turned in to Jill Klees in Law Student Services.

 Security and Crowd Safety

Security and crowd safety measures are required for particular large-scale events in order to ensure that appropriate individuals are allowed to attend these events and that the safety of these individuals are preserved.

Campus Safety is frequently involved with planning and implementing such measures.

 Sound Amplification

Student organizations that are hosting outdoor events with sound amplification either through a speaker system or megaphone are required to: (1) submit a University request form to have an outdoor event with amplified sound, and (2) obtain a sound permit from the City of Santa Clara in advance of the event date.

Getting a sound permit requires 2 steps (forms) and approval from both Santa Clara University and the City of Santa Clara:

  1. Santa Clara University – Request Form for Amplified Sound at Outdoor Event (1st step)
  2. City of Santa Clara – Sound Permit Information & Application (2nd step)

Speaker Statement

The following statement must be read at the beginning of an event featuring a speaker who will be presenting content that may incite or offend others:

“The presence of a guest speaker on the campus of SCU does not necessarily imply approval or endorsement by the University of the views expressed by the guest speaker or by anyone else present at the event.”

To view the Speakers Policy in its entirety, see pages 56-58 in the Student Handbook.

• Transportation Statement

This statement applies for off-campus events that do not have organized transportation:
“SCU is not responsible for transportation to and from this event.”

 Responsible Hosting of Events Where Alcohol is Served

The event manager for events where alcoholic beverages are served is responsible for implementing the following practices:

1. A University-affiliated student organization must identify an event -manager responsible for planning and managing the event. The event manager must be present throughout the entire event and must remain alcohol-free prior to and during the event. The event manager and the manager of the facility or his/her designee will work together to ensure that all University event planning requirements are met.

2. An appropriate crowd management and security plan shall be developed for the event to monitor excessive drinking, control disorderly behavior, and as appropriate, implement the Responsible Guest Policy.

3. The location used for the event should have controllable points of ingress and egress.

4. Alcoholic beverages should not be the primary focus of an event (i.e., progressive drinking party, kegger, happy hour). Alcoholic beverages shall not be used as an inducement to participate in an event.

5. Promotions for the event shall not portray symbols of alcoholic beverage consumption (e.g., foaming mugs, cans, glasses, or kegs), shall not include any form of abusive consumption (drinking contests or competition), and shall not emphasize frequency or quantity of alcoholic beverage consumption.

6. Promotions for the event should state that “identification will be required.”

NOTE: Alcohol Violations will negatively affect Bar Moral Character applications

All information found here can also be found in the University Student Handbook.