RESERVATIONS
Event Guidelines
UNIVERSITY POLICIES
Events with Alcohol
SPECIAL EVENTS GUIDELINES
ACCIDENT AND INCIDENT PROCEDURES
VISITING TEAMS
RESERVATIONS
Note: The Department of Campus Recreation reserves the right to cancel reservations for the use of facilities/fields when departmental officials feel such action is warranted to ensure the safety/welfare of participants and/or to protect playing areas from destruction. (When possible at least 24 hours notice will be given.) When such action becomes necessary, the sponsoring organization will be extended the option of rescheduling its event or having any paid reservation fees refunded in their entirety. Upon the first sign of lighting or the issuance of a tornado warning, all outdoor activities are to cease immediately and participants instructed to seek safe shelter.
Event Guidelines:
• Advise the Club Sports Director of your plans.
• Have your event approved through submission of a Special Event Registration Form to the Club Sports Office.
• Events that require the use of parking lots or roads on campus must be approved by the Director of Parking Services and by the University Police Department.
• If your group chooses to use Campus Recreation facilities/fields, submit your request on a Club Sports Facility/Field Reservation Form at least two weeks in advance of the event. Arrangements for access to Fike Recreation Center after regular operating hours, use of lights on sports fields, and payment of any required reservation/service fees are to be made through the Director of Facilities.
• To request use of other University facilities, students must go through the Hendrix Student Center & University Union reservation procedure.
• For use of community facilities, get written permission from the appropriate authorities and provide copies of all authorizations to the Club Sports Office.
• Reserve available equipment (tables, chairs, cones, tents, water coolers, etc.) through the Club Sports Office by submitting an Equipment Loan Form.
• Ensure there is adequate security for your event. To request the services of University Security personnel, contact CUPD.
• Provide access to restroom facilities.
• Requests to borrow tools, barriers or other equipment from the tool room of Facilities Management should be initiated through the Club Sports Office.
UNIVERSITY POLICIES
These guidelines apply to events which take place in any facility owned or controlled by Clemson University:
• The sponsoring organization must reserve the desired facility with the responsible department.
• If the event will be open to the general public, charge admission, have an attendance of 100 or more people or extend beyond normal facility hours, a Reservation Form must be completed.
• Take a copy of the Reservation Form to CUPD to request security at least 14 days prior to the event. CUPD will determine the number of officers that must be present for the event including uniformed officers and trained event staff.
• Return Reservation Form to the reserving department with a completed Security Request Form and payment of all applicable fees.
During the event, the sponsoring organization must:
1. Provide one person to communicate with CUPD and Event Staff as well as coordinate opening and closing of the facility/area, sign in process and fire code occupancy management.
2. If deemed necessary by CUPD, require all in attendance to sign the appropriate Sign-In Sheet that will be provided by CUPD.
a. Any CU student may gain access with a CU Student ID.
b. Any CU student may sign-in up to three guests who are non-students. The actions of these guests are the responsibility of the CU student.
c. The sponsoring organization may sign-in an unlimited number of guests (i.e.: alumni, guests from other institutions). The actions of these guests are the responsibility of the sponsoring organization. At least one member of the sponsoring organization must be present at the door at all times during the function to identify guests of the organization for entry.
3. Maintain an accurate count of individuals in the function at all times and ensure that fire code regulations are not exceeded.
4. End the function by 1:30 am and have facility cleared no later than 2:00am. If alcohol is present, the event must end by 12 midnight.
All events where alcohol is present are subject to the requirements of the Clemson University Policy for Events with Alcohol. Separate registration materials must be completed and forwarded to CUPD to seek approval for events with alcohol.
All matters related to advertising, promotions and parking are subject to existing University regulations.
All violations of this policy are subject to action by the appropriate disciplinary body.
Events with Alcohol
Any campus event where alcohol may be present is subject to the Social Policy, and must have a completed Social Event Registration Form on file with the Union.
• All events where alcohol is served are subject to having security present as required by CUPD at the expense of the reserving group. All requests for CUPD services must be made 14 days in advance.
• All alcohol sales or service will be administered by ARAMARK and will end no later than 11:00 pm. Event times are regulated by building hours, although no event may extend later than 2:00 am. Permanent licensed facilities will operate during regular business hours as usual.
• The approval of the sale or serving of alcohol at any social event is at the discretion of the responsible facility director or Vice President.
Any violation of this policy will be referred to the appropriate disciplinary body. The General Membership of an organization or office requesting an event where alcohol is present is encouraged to be educated about alcohol annually in coordination with the Office of Heath Education.
SPECIAL EVENTS GUIDELINES
The Department of Campus Recreation strongly recommends that clubs adhere to the following guidelines for conducting a special event:
• Provide the Club Sports Office with information regarding your event, including a copy of promotions, schedules, and rules and guidelines that govern participation.
• Adhere to University policy regarding fund-raising, including the selling of food or other products. Sales and solicitations on campus must be authorized by the Hendrix Student Center & University Union.
• Adhere to the Clemson University Policy for Events with Alcohol. Alcoholic beverages are not permitted at any Clemson University sports events.
• Inspect event sites for potential hazards and equipment for safety at least several days in advance of the event. Ensure goals are properly anchored.
• If required, group accident insurance is available through the Risk Management Office at a daily rate per participant. To apply, complete and submit an Accident Insurance Request Form at least three working days in advance to the Club Sports Office.
• Provide participants a receipt for all monies received as program fees/entrance fees. An official receipt form is available through the Club Sports Office.
• Maintain a supervisor at each event site and ensure there is someone present trained in First Aid and CPR, who will serve as a first responder in the event of injury or illness.
• Provide participants with information about area medical facilities that will treat an injury or illness.
• Have copies of the Accident/Incident Report Form at the event site. Complete a report on any injury or illness and submit it to the Club Sports Office within 24 hours of its occurrence.
• Ensure all trash is picked up and trash bags/boxes are disposed of in the nearest dumpster at the conclusion of your event and facilities are left in good order.
• Report any damages to the appropriate authorities.
• Ensure all equipment checked out from the Club Sports Office is cleaned and returned no later than the first working day following your event.
• Evaluate your event noting areas that could be improved.
• Submit a report on your event (number of participants, highlights, problem encountered, etc.) to the Club Sports Director.
ACCIDENT AND INCIDENT PROCEDURES
Guidelines for accidents and incident procedures at special events:
• Maintain a supervisor at each event site and ensure there is someone present trained in First Aid and CPR, who will serve as a first responder in the event of injury or illness.
• Maintain a first aid kit, including ice packs (Sandwich bags filled with ice work well.) at each event site.
• Provide participants with information about area medical facilities that will treat an injury or illness.
Treatment must be at the participant's expense.
Note that Redfern Health Center closes at 5:00 p.m. on weekdays
Not open on Saturday and Sunday.
Clemson Health Center
885 Tiger Boulevard (864) 654-6800
Clemson, S.C.
Oconee Memorial Hospital
298 Memorial Drive 882-3351
Seneca, S.C.
Anderson Area Medical Center
800 North Fant Street 654-6269
Anderson, S.C.
Palmetto Baptist Medical Center
200 Fleetwood Drive 855-7200
Easley, S.C.
Greenville Memorial Hospital
701 Grove Road 455-7000
Greenville, S.C.
• Know the location of the nearest emergency phone and the numbers for the University Emergency Medical Services (911 or 656-2222) and the Oconee Memorial Hospital Emergency Medical Services (911). Check the phone for proper operation at least several days in advance of the event.
• Have copies of the Accident/Incident Report Form at the event site. Complete a report on any injury or illness and submit it to the Club Sports Office within 24 hours of its occurrence.
VISITING TEAMS
Helpful information to be given to visiting teams and current guidelines:
• For competitive events, ensure that participants complete an official registration form.
• If required, ensure visiting teams provide a Certificate of Insurance for liability from their sponsoring institution/organization.
• Ensure that participants other than club members sign a Release and Waiver of Liability/Informed Consent as provided by the Club Sports Office. The members of club teams must sign a Release and Waiver of Liability for Visiting Clubs. All completed forms are to be turned in to the Club Sports Office prior to the beginning of competition
• If required, group accident insurance is available through the Risk Management Office at a daily rate per participant. To apply, complete and submit an Accident Insurance Request Form at least three working days in advance to the Club Sports Office.
• Provide participants a receipt for all monies received as program fees/entrance fees. An official receipt form is available through the Club Sports Office. Provide participants a receipt for all monies received as program fees/entrance fees. An official receipt form is available through the Club Sports Office.
• Provide participants with information about area medical facilities that will treat an injury or illness.
