Over the past year and a half, a comprehensive policy governing the utilization of campus space and various aspects related to Chapman events has been under development. This policy represents a collaborative effort involving multiple departments and individuals and received unanimous approval from Senior Staff in early September 2023. It outlines the permissible and prohibited uses of campus facilities and provides guidelines for organizing events, whether on or off-campus.
Topics included in this policy are:
- Facility Usage
- Event Scheduling and Space Reservations
- Event Setup and Staffing
- Outdoor Amplified Sound
- Ticketed Events
- Political Gatherings
- Protests and Demonstrations
- Tabling and Vending
- Event Promotion and Publicity
- Food and Alcohol at Events
- Events Involving Minors
- Off-Campus Events
- Fundraising Activities
- Filming and Photography
- Film and Music Rights
- Public Safety at Events
- Weapons / Firearms at Events
- Event Contracts and Agreements
You can view the entire policy here.
Highlighted Changes Resulting from the New Facility Use and Event Policy
The Facility Use and Event policy document is a hefty 14 pages of guidelines. We understand that absorbing such an extensive document can be daunting, so we aim to spotlight several specific areas that could be of particular interest or that bring significant change to current practices.
Authorized Uses of Campus Space
The policy outlines that Chapman spaces may only be used for authorized purposes. This means employees and students of Chapman may only use Chapman facilities for their specific role related to Chapman. If other uses are desired, individuals can work with Event Operations to schedule and arrange that usage, but it will be treated as “external use” and will follow the guidelines associated with external events.
Similarly, if a non-Chapman-affiliated individual, group, or organization wishes to use space at Chapman, coordination with Event Operations is required. Chapman requires an agreement and certificate of insurance at a minimum and depending on the intended use of the space and nature of the event, other requirements may come into play.
View the section on Facility Use
Events Involving Minors
Historically, Chapman hosted many overnight summer camps for youth. Going forward, only participants aged 18 or older will be permitted to stay overnight during summer programming. Anytime minors are invovled in day-only events, coordination with Risk Management is necessary. There are many guidelines in place to protect minors who visit our campus.
View the section on Events Involving Minors
Chapman Events Involving External Organizations
Co-sponsored or co-hosted events between a University department, unit, or recognized student organization and an external non-University related group or organization require a clear benefit to and mission-alignment with the University and co-sponsoring department. With the co-sponsorship, the University offers a discount on facility charges, but involvement and coordination by the co-sponsoring department is mandatory.
Please note that any time an external organization is involved in the presenting/hosting details of an event, Chapman requires an agreement and certificate of insurance on file. These details can take a few weeks to arrange, so it is important to plan in advance for such events.
View the section on Co-Sponsored/Co-Hosted Events.
Space Reservations and Priorities
Event Operations will provide strategic oversight of the campus calendar with the goal of avoiding overprogramming and constraints on resources. There is an order in which events will be prioritized and conflicts will be discussed on a routine basis by a group of senior Chapman officials representing many different areas of campus life. To aid in the strategic scheduling of campus events, certain dates may be marked as “restricted,” and alternative date arrangements may be necessary. We hope that by limiting events during already busy times, the event experience will be improved for everyone.
Additionally, all general-use spaces will be managed through Chapman’s space reservation system, 25Live. Study spaces and small conference rooms may be managed through Outlook. To provide safety to all of campus, space reservations are always required except for informal gatherings (but priority will always go to users with a confirmed space reservation).
Because Chapman receives frequent requests for facilities and resources, the priority of requests will be honored in the following manner:
- Chapman Key Events as determined by the University President and/or Board of Trustees
- Chapman Key Events as determined by the Events Advisory Group
- Requests by Chapman academic departments, schools, and institutes and athletic contests
- Requests for Student Priority Events events put on by Recognized Chapman Student Organizations registered with the Department of Student Engagement
- Requests by Chapman administrative departments operating on behalf of the University
- Requests for all other events by Recognized Chapman Student Organizations
- Chapman co-sponsored external events (as defined in section E below)
- Non-University (external) events with a clear benefit or mission fit to the University
- Non-University (external) events without a clear benefit or mission fit to the University
View the section on Event Scheduling and Scheduling Priorities
Political Events at Chapman
Chapman University’s status as a tax-exempt organization under Section 501(c)(3) of the Internal Revenue Code prohibits us from participating or intervening in any political campaign on behalf of (or in opposition to) any candidate for public office. Participating in political campaigns by or in the name of the University could jeopardize the University’s tax-exempt status. However, there are certain times when an event that is political in nature is permitted. Event Operations will be glad to respond to any questions an event organizer may have regarding political events.
View the section on Political Events
Tabling/Vending
Only groups or vendors that have specific approval to be on campus and a tabling reservation through Event Operations may be on campus. Tabling is limited to certain locations and certain times of day. We aim to make sure that the Chapman Community is free of aggressive solicitation and unwanted marketing. When there is a clear benefit to our community and an invitation from an internal group, vendor requests will be handled by Event Operations.
View the section on Tabling and Vending
Amplified Sound at Events
Because Chapman is an academic institution first and foremost and because our campus resides within residential communities, amplified sound is not permissible at events when the noise would disturb normal University activities or nearby residents of Orange.
View the section on Outdoor Amplified Sound
As always, if you have questions related to the new policy or related to planning an event at Chapman, Event Operations is here to assist.
