Policies & Compliance

Policy #2608

POLICY DESCRIPTION

This is a university-wide policy that outlines the requirements for student groups and university departments hosting 5K events on campus. All events must be registered in WUGO at least 14 days in advance and include a space reservation request through Reserve-A-Space or the appropriate managing department. Final approval is contingent upon review by Campus Life Event Management.

This policy ensures proper planning, coordination, and resource use while promoting fairness and consistency in the event approval process. It applies to all recognized student groups, sororities and fraternities organizing 5K runs or walks on the Danforth Campus.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. 5K EVENT REQUIREMENTS
   1. There are six (6) approved routes for 5K runs or walks on the Danforth Campus. These routes must be adhered to unless otherwise approved in advance by the university. Race routes approved by the University must be used. These routes can be obtained by contacting Campus Life – Event Management.
   2. Races should start/end in either the Brookings Quad or at the Athletic Complex.
   3. An advisor to the student group/chapter or appropriate staff from the sponsoring department must be in attendance.
   4. The sponsoring student group/chapter or department will provide adequate volunteers to ensure participant safety.
   5. The number of volunteers will be determined as the planning process unfolds, taking into consideration the number of runners, construction along the route, and other events on campus, etc.
   6. Emergency personnel are required to be present and available. Emergency personnel may require additional support as needed.
   7. Student groups are required to work with WUPD in advance to review their plan(s).
   8. A waiver must be used for all 5Ks. An electronic waiver is acceptable for on-line registration, but paper copies must also be available for walk-up registrants. Waivers are available by contacting your assigned Campus Life Advisor.
   9. For races involving minors, a separate waiver must be used, and all requirements outlined in the WashU’s Youth Protection Policy must be fully followed.
   10. Water should be provided for those who will be participating in the 5K run.
   11. Animals are not allowed to run the 5K route.
       
       

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2615

POLICY DESCRIPTION

Washington University is dedicated to fostering a safe and inclusive campus environment, and as part of this commitment, the university has established a policy regulating the use of bonfires and any form of open burning both on and off campus. This includes bonfires, campfires, fire pits, and BBQ pits.

The university-wide policy is designed to prioritize the safety of the university community, reduce the risk of property damage, and ensure adherence to local regulations and fire codes. By setting clear guidelines, the university promotes the responsible and controlled use of open flames for approved events, while minimizing environmental impact and disruption to the campus community. All bonfire-related and open burn activities must be properly organized, supervised, and conducted in full compliance with university policies and safety protocols.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO UNIVERSITY POLICY ON BON FIRES AND OPEN BURNING
   1. All Student Groups are required to comply with the university-wide policy on bon fires and open burning found on the Department of Environmental Health & Safety website.
      
2. COOPERATION WITH UNIVERSITY DEPARTMENTS
   1. Student Groups are required to cooperate with and comply with any policy or directive imposed by Campus Life and/or their designated campus departments This includes: Washington University Police Department (WUPD) and Environmental Health & Safety.
   2. Upon submitting your event registration in WUGO the necessary departments will be notified of your plans of using a bon fire or open burn (including fire pits, campfires, BBQ pits, etc.).
   3. Student Groups are required to submit necessary documentation, permits, safety plans or materials requested by Campus Life and/or their designated campus departments.
   4. A Student Group is restricted from holding a bon fire or open burn of any type unless it has been fully approved in WUGO.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2611

POLICY DESCRIPTION

This policy outlines the procedures and requirements for Student Groups at Washington University regarding contracts, agreements, and legal documents. Student Groups are not permitted to sign (digitally or physically) or agree to any contract, agreement, or legal document (“Legal Documents”) under any circumstances. All Legal Documents must be in the name of Washington University and must be reviewed and signed by the group’s assigned Campus Life Advisor. This ensures compliance with university policies and protects the interests of both the student group and the university.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. PURPOSE OF CONTRACTS AND AGREEMENTS
   1. Contracts and agreements are essential tools used to protect the interests of Washington University, its students, faculty, and staff.
      1. These documents help ensure that all parties involved in a transaction or service engagement understand their responsibilities, expectations, and liabilities.
      2. A contract or agreement may be required in most situations where a student group is arranging for services or purchasing of some goods.
      3. To ensure compliance with university policies and legal standards, Student Groups must consult with their assigned Campus Life Advisor before entering into or agreeing to any arrangements.
         
2. REQUIREMENTS FOR CONTRACTS, AGREEMENTS AND LEGAL DOCUMENTS
   1. Student Groups or their members are strictly prohibited from signing (digitally or physically) or agreeing to any contract, agreement, or legal document (“Legal Document”) on behalf of their student group or the university.
   2. Legal Documents include but are not limited to:

3. All Legal Documents must be provided by the Student Group to their Campus Life Advisor no less than 14 days prior to any event, program or activity.
   1. The review of such Legal Documents may involve detailed evaluation and negotiation between Washington University and the third-party vendor. This process will not be expedited or bypassed under any circumstances.
4. If the third-party vendor does not provide the Student Group with a standard contract or agreement for services, a Washington University-approved template must be used its place.
   
   3. UNIVERSITY TEMPLATE CONTRACTS, AGREEMENTS AND ADDENDUMS
   1. Campus Life maintains a library of university-approved contracts, agreements and addendum templates. These templates are the preferred Legal Document to be used between a third-party vendor and Washington University.
   2. The following Washington University contract, agreement, and addendum templates are available for use by Student Groups, keeping in mind that a Student Group is strictly prohibited from signing (digitally or physically) any Legal Document, including these templates.

4. DOCUMENT SUBMISSION PROCEDURE

1. Student Groups must indicate in their WUGO Event Registration Form whenever they have a contract, agreement, or legal document (“Legal Document”) that requires review.
   1. In addition, they must email the document to their assigned Campus Life Advisor immediately upon receiving it to ensure timely processing and review.
      

5. PROHIBITED ACTIONS REGARDING CONTRACTS, AGREEMENTS, AND LEGAL DOCUMENTS

1. Student Groups are strictly prohibited from signing (digitally or physically) any contracts, agreements, or legal documents on behalf of themselves, their student group, or Washington University.
2. All contracts, agreements, and legal documents (“Legal Documents”):
   1. Must be submitted to the group’s assigned Campus Life Advisor for review.
   2. Must be signed by the Campus Life Advisor prior to the start of any service or engagement.
   3. Cannot be backdated under any circumstances.
   4. Failure to comply with this policy may result in the cancellation of the event or service, loss of funding, and/or disciplinary action.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2609

POLICY DESCRIPTION

The Danforth Campus Facilities Access Policy is a university-wide policy that applies to all users (students, student groups, faculty, staff, etc.) of spaces on the Danforth Campus. Washington University is committed to fostering an environment that supports academic, research, and co-curricular activities through the effective use of its facilities. This policy outlines the minimum requirements for reserving and using spaces on the Danforth Campus, including those managed by individual schools or departments. The university prioritizes academic and research needs when evaluating facility use requests.

The Event Management Department serves as a central resource for planning and reserving campus spaces. All events, whether small meetings or large public gatherings, must comply with university policies and all applicable local, state, and federal laws.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO UNIVERSITY POLICY
   1. All student groups are required to understand and comply with WashU’s Danforth Campus Facilities Access Policy found here: https://washu.edu/policies/danforth-campus-facilities-access-policy/
   2. During the planning process of your event, program or activity, student groups should familiarize themselves with the requirements of this policy.

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2602

POLICY STATEMENT

Washington University in St. Louis is committed to fostering a learning environment that encourages bold, independent, and creative thinking. The university upholds the rights of all community members to freely explore ideas, express opinions, and engage in peaceful assembly. To support these freedoms, university facilities may be used for related activities. At the same time, the university must maintain a safe, respectful, and orderly environment conducive to academic pursuits and professional responsibilities. This includes protecting individuals from coercion, harassment, or disruption, and preserving the integrity of university events and operations.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO THE UNIVERSITY’S DEMONSTRATIONS AND DISRUPTIONS POLICY
   1. All Student Groups must understand and comply with the university’s Demonstrations and Disruptions Policy found here: Demonstrations and Disruption | WashU
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2610

POLICY DESCRIPTION

Washington University is committed to fostering a welcoming and professional atmosphere for all campus events. The Event Decor Policy outlines standards for decorations to ensure alignment with the university’s values, safety protocols, and aesthetic guidelines. This policy encourages creativity, inclusivity, and sustainability in decor choices while preserving the integrity of campus facilities. Event organizers are expected to follow these guidelines to support a positive and respectful event environment when holding an event in a space on-campus managed by the Campus Life Event Management.

This policy may also be found in the Danforth Campus Facilities Access Policy.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO UNIVERSITY POLICY
   1. All student groups are required to understand and comply with all Event Decor Policies that can be found in the WashU’s Danforth Campus Facilities Access Policy found here: https://washu.edu/policies/danforth-campus-facilities-access-policy/
   2. During the planning process of your event, program or activity, student groups should familiarize themselves with the requirements of this policy.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2619

POLICY DESCRIPTION

Washington University is committed to ensuring the safety and well-being of minors who participate in university-sponsored programs, events, or activities. This university-wide Youth Protection Policy establishes clear expectations and procedures for Student Groups and other university-affiliated groups when working with youth or minors, under the age of 18 years old.

The policy is designed to foster a culture of youth protection that reflects the university’s values and mission. It applies to all Student Groups and individuals involved in planning or hosting events that include minors, whether on university premises or at off-campus locations under university sponsorship. By adhering to this policy, Student Groups help maintain a safe, supportive environment for all participants and uphold the university’s commitment to responsible engagement with the broader community.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO UNIVERSITY YOUTH PROTECTION POLICY
   1. All Student Groups must understand and comply with the university’s Youth Protection Policy found here: https://youthprotection.wustl.edu/policy/
      
      
2. COMMUNICATION & PLANNING REQUIREMENTS 
   1. Student Groups planning events or programs involving minors are required to contact the Youth Protection Oversight Committee at the start of the planning process. The Committee will provide guidance to ensure compliance with university policies and legal requirements related to working with youth. This includes training, background checks, and event logistics.
   2. For assistance, contact the Youth Protection Oversight Committee at: youthprotection@wustl.edu
      
      
3. STUDENT GROUP REQUIREMENTS FOR COMPLIANCE WITH YOUTH PROTECTION POLICY
   1. All Student Groups are required to comply with all policies outlined above in the university-wide Youth Protection Policy.
   2. It is highly recommended that Student Groups plan their programs, events or activities that involve minors well in advance.
   3. Student Groups must submit their event registration via WUGO no later than 30 days prior to the start of the event, program or activity. This registration will include the following:
      1. Name of the program, event, or activity.
      2. Location of the program, event or activity (including virtual).
      3. Responsible student contact name and contact information.
      4. Start date and end date of the program, event or activity.
      5. Type of program that the Student Group will be working with.
         1. Examples: academic program, athletic camp, tutoring, field trip, fundraiser etc.
      6. Anticipated number of minors who may be involved.
      7. Age range of minors who the Student Group may be interacting with.
      8. Indication if parents / legal guardians will accompany the minor at all times.
      9. Description of the program, event or activity planned with minor(s).
      10. Emergency contact information for the program, event or activity.
   4. Once the event registration form has been submitted in WUGO it will be reviewed by several campus departments, including your Campus Life Advisor and university Youth Protection Committee.
   5. The Youth Protection Committee will reach out to Student Group as needed with additional information as well as next steps.
   6. All WashU student members who will have contact with a minor may be required to complete a background check and additional training modules before being permitted to participate in any program, event or activity.
   7. The Youth Protection process can take several weeks to complete. The event registration in WUGO must be submitted at least 30 days in advance to provide the necessary time for background checks and training to be completed.
   8. Each student member from the roster that you will upload to your event registration in WUGO will receive an email that invites them to complete the background check and additional online training modules.
      1. Those background checks and training modules must be completed by the deadlines provided by the Youth Protection Committee.
   9. Those student members who do not complete the background check or training modules by the date(s) outlined by the Youth Protection Committee will not be permitted to participate in the student group event, program or activity.
   10. There are no exceptions or waivers to this policy and failure to comply with the policy or dates may result in cancellation of the event by Campus Life.
       
       

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2616

POLICY DESCRIPTION

Washington University values the contributions of invited presenters and performers as essential to enriching the campus experience. The university upholds the importance of engaging with diverse perspectives and encourages students to host speakers and performers who represent a wide range of viewpoints. While maintaining a content-neutral stance regarding invited guests, the university prioritizes the safety of its community, visitors, and facilities.

This policy applies to any Student Group event or program that is held on-campus, off-campus, or virtually and is designed to ensure the well-being of all participants during campus events involving external presenters, to address potential risks, and to establish a consistent and secure framework for hosting such events.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. REQUIREMENTS WHEN HOSTING A PRESENTER OR PERFORMER
   1. Student Groups who are planning to host a presenter or performer on-campus, off-campus, or virtually, are required to contact their assigned Campus Life Advisor as soon as they begin the planning process. Your Campus Life Advisor will walk you through the requirements and logistics of hosting a presenter or performer on campus.
   2. Your Campus Life Advisor will require your proposed plans, name of the presenter / performer and planned audience. Your Campus Life Advisor will discuss any potential concerns and provide you with necessary steps that you must take.
      
      
2. POLITICAL CANDIDATES AND CURRENT OR FORMER ELECTED OFFICIALS
   1. Washington University is committed to the expression and discussion of ideas and encourages members of the University community to be informed, actively engaged citizens. The University itself is restricted by law in both what it can do to support individual candidates and how it can engage in lobbying activities. This includes limits on the use of university resources.
   2. Student Groups who may be considering hosting a presenter or performer that may fall under this type are required to work with your Campus Life Advisor and Office of Government & Community Relations prior to any approval of the event.
   3. Requirements and policies pertaining to political, campaign or lobby can be found here:
      https://wustl.edu/about/compliance-policies/governance/political-campaign-lobbying-activity/
      
      
3. REVIEW AND APPROVAL OF EVENTS WITH PRESENTER OR PERFORMERS
   1. Once the event registration has been submitted into WUGO the necessary departments will be notified. Your event will be reviewed by not only Campus Life but several other campus partners. The Student Group is required to work with and comply with all university approving authorities.
   2. An event is not approved until the Student Group has received all required approvals outlined in their WUGO event registration.
      
      
4. REQUIREMENTS FOR SECURITY PERSONNEL AND EMERGENCY PLANS
   1. Should it be necessary, a meeting with Washington University Police Department (WUPD) and/or Campus Life will be held to discuss the event and the necessary security and emergency plans.
   2. Additional departments such as the Office of Emergency Management, Risk Management, Office of General Counsel, Office of Government & Community Relations, Facilities Planning & Management may require additional meetings or plans with the Student Group. Any of these required meetings must be attended by at least one Student Group executive officer and the primary event contact.
   3. At any time one or multiple departments may require the Student Group to draft a security and emergency plan to be reviewed and approved. The Student Group is required to comply with these requests at all times.
   4. The Student Group will be required to identify and provide contact information for a point of contact with the student group who will be present at the event and is familiar with the security or emergency plans.
   5. Washington University Police Department (WUPD) will determine the security requirements for any/all events. The Student Group will be required to contact the security vendor and obtain the minimum number of security guards as directed by Washington University Police Department (WUPD).
   6. The Student Group will provide the contract/agreement to Washington University Police Department (WUPD) AND to your Campus Life Advisor. Your Campus Life Advisor must review and sign all contracts/agreements in accordance with the Contracts, Agreements & Legal Documents Policy.
   7. Washington University Police Department (WUPD) may require the presence of officers, or will schedule random patrols as deemed necessary. Additional costs associated with Washington University Police Department (WUPD) may be incurred and will be responsibility of sponsoring individual(s) or group/organization.
   8. The following are factors that may influence the number of security guards required by the university for your event:
      1. Contractual obligation to meet security needs of speaker.
      2. Guests using multiple locations across campus.
      3. Event is open to public has been advertised off campus.
      4. There will be a transfer of any monetary value at door.
      5. Multiple buildings unlocked across campus.
      6. History of threats of violence against invited guest.
         
         
5. REQUIREMENTS FOR EMERGENCY MEDICAL PERSONNEL
   1. Some events may require WashU Emergency Support Team (EST) and/or City of Clayton Emergency Medical Team.
      1. The Student Group will be notified by Washington University Police Department (WUPD) and/or Campus Life if their presence is required at your event.
      2. It is the responsibility of the sponsoring Student Group to make arrangements and cover all expenses with any medical services.
   2. WashU Emergency Support Team (EST)  must be contacted no later than 14 days in advance. WashU Emergency Support Team (EST)  will require a space to set up their operation and will need to be in radio contact with the Responsible contacts and security.
      
      
6. MARKETING & ADVERTISING EVENTS WITH PRESENTERS OR PERFORMERS
   1. Events with presenters or performers may not be advertised or promoted until after it has been fully reviewed and approved (in WUGO) by Campus Life and all necessary university campus partners. Advertising or promotion must also follow terms specified in the presenter or performer’s contract.
      1. Marketing and advertising include, but is not limited to: email campaigns, signage, chalking, website postings, event platforms, tabling, bulletin boards, social media, flyers, banners, ticketing.
         
         

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2617

POLICY DESCRIPTION

Washington University is committed to upholding the ethical use and protection of intellectual property, particularly in the realm of film and media. This policy affirms the university’s dedication to supporting the rights of creators while fostering an environment that encourages innovation and educational engagement.

To ensure compliance with federal and institutional copyright laws, Student Groups must obtain the appropriate licensing or permission before screening any copyrighted film or media. This requirement applies regardless of whether an admission fee is charged. The policy is designed to promote legal and responsible use of media content in alignment with the university’s academic and ethical standards.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. POLICY GUIDELINES AND IMPLEMENTATION
   1. In order to show a film or other media on campus, you are required to obtain (purchase) the rights & permissions in advance and provide a copy of that licensing rights to Campus Life no later than 14 days prior to your event.
      1. Failure to provide or obtain the necessary licensing rights will result in the automatic cancellation of your event without notice.
   2. Public performance rights are required if:

3. There are many situations that will not fit neatly into these categories, for example:
   1. Perhaps an academic club wants to do a private screening.
   2. Perhaps a private screening is taking place virtually.
   3. Advertising an event often necessitates getting rights.
   4. Regardless of the details of the event, fair use is always relevant.
      
      

2. PURCHASING LICENSING RIGHTS
   1. If a Student Group is hosting a screening, you must arrange for public performance rights with the film’s distributor or media producer.
      1. Costs range between $300 and $1,000 per screening although costs are sometimes negotiable.
      2. Obtaining public performance rights often applies to on-campus buildings only although this can depend on what is negotiated with the distributor.
   2. Common third-party rights distributors for major motion pictures include:
      1. Swank Motion Pictures (preferred vendor)
      2. Criterion Pictures
      3. Motion Pictures Licensing Corporation
   3. Purchasing filming rights is the responsibility of the Student Group who seeks to show the film or show.
      1. Distributor information for most documentaries or independent films is often available on IMDb Pro, or you can try Google searching for the film’s title and “distribution.” When contacting any kind of distributor, explain how and in what context you seek to screen the film.
   4. If a distributor discovers that you have hosted a screening without arranging public performance rights, they can serve you with a cease-and-desist order and/or an invoice for the public performance that can lead to expensive litigation if not resolved.
      1. Not seeking permission from distributors can threaten the university-distributor relationship, jeopardizing future screening requests with that vendor or distributor.
   5. Washington University does have an account with Swank Motion Pictures. You can contact Swank Motion Pictures at 1-800-876-5577 or www.swank.com. Swank Motion Pictures holds an account with Washington University and several sub accounts. An account must be established, and payment must be secured with Swank Motion Pictures prior to accessing a license to a film title.
   6. Each department or Student Group is responsible for the fees associated with licensing rights. Swank Motion Pictures can provide accurate quotes. At least two weeks notice should be given to obtain a license.

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2618

POLICY DESCRIPTION

Washington University is committed to creating a safe, inclusive, and sustainable campus environment through thoughtful food and beverage practices at campus events. The Food & Beverage Policy establishes clear standards for the planning, purchasing, and serving of food and drinks to ensure quality, health and safety compliance, and accommodation of diverse dietary needs.

This policy supports responsible consumption, sustainability, and the overall well-being of the university community. All Student Groups are expected to follow these guidelines when hosting events on campus.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. FOOD & BEVERAGES IN PREMIER-LEVEL SPACES
   1. All Campus Life Premier-Level spaces require the Student Groups to utilize the full catering services of Sodexo, the on-campus contracted caterer, unless noted differently in this policy or by your assigned Campus Life Event Management event coordinator.
   2. 14 days or greater prior to the event, the Student Group is required to provide a copy of your final food or beverage menu selection/order from Sodexo to your assigned Campus Life Event Management event coordinator.
   3. When making your reservation request through Reserve A Space, you are required to indicate that you will be including food or beverage as part of your event.
   4. When making your reservation request through Reserve A Space, you are required to indicate that you will be including food or beverage as part of your event.
      1. Student Groups may edit their existing reservations to reflect the option to serve food or beverage, provided that the event date is 14 days or greater in the future.
   5. Sodexo, is required to provide full caterer services in premier-level spaces, unless noted differently in this policy or by your assigned Campus Life Event Management event coordinator.
      1. This includes delivery / setup of food and beverage stations.
      2. Hired wait staff to keep food/beverages at the proper temperature, refresh, discard and remove food & beverages from the space during and after the event. Unserved food or beverages may not be discarded into event space waste receptacles.
      3. Student Groups are not permitted to setup, serve or breakdown food and/or beverages on their own.
   6. Sodexo is required to discard and remove all food/beverage waste from the event space at the end of the event.
   7. If you have specific food/beverage needs (such as dietary, cultural or preference), you are encouraged to work with Sodexo well in advance of your event date. This will allow Sodexo to source an appropriate menu so that you may provide your final menu selection to your assigned Campus Life Event Management event coordinator no later than 14 days prior.
   8. Food and beverage outside of Sodexo full catering service will not be permitted unless your assigned Campus Life Event Management event coordinator has provided a waiver to bring in external food/beverage or is notated in this policy.
      1. Waivers are limited and only provided in extreme circumstances where Sodexo is unable to provide for needs necessary.
   9. Below are the catering options for each premier-level space type:

10. If the premier-level space permits the use of an on-campus local catering partner, you are required to use one of the partners on the WashU Dining Services page.
11. The on-campus local catering partner is required to provide full catering services in premier-level space.
    1. This includes delivery / setup of food and beverage stations.
    2. Hired wait staff to keep food/beverages at the proper temperature, refresh, discard and remove food & beverages from the space during and after the event. Unserved food or beverages may not be discarded into event space waste receptacles.
    3. Student Groups are not permitted to setup, serve or breakdown food and/or beverages on their own.
12. If Sodexo; or on-campus catering partner catering partners is unable to service your event, Campus Life Event Management may issue a waiver to allow you to use an off-campus caterer. In those instances, you will be required to provide:
    1. Name of the caterer.
    2. Contact info for the caterer.
    3. Copy of menu selection/order.
    4. Load-in, load-out timing
    5. Insurance certificate from the caterer naming WashU as additional insured and policy holder.
    6. Provide wait staff to prepare, setup, maintain, tear down and removal of food and beverage items, at the same level or greater than Sodexo.
    7. Follow all Campus Life and university policies.
    8. If the space permits the use of an on-campus catering partnering, you must contact them directly and arrange for full-service catering.
    9. A copy of the menu selection/order must be provided to your assigned event coordinator no later than 14 days prior to the event.
       

2. PLACING CATERING ORDERS FOR PREMIER-LEVEL SPACES
   1. Place your Sodexo order ONLINE: https://wustl.catertrax.com/
   2. All orders must be placed online greater than 14 days in advance of your event.
      
      
3. FOOD / BEVERAGE EXCLUSIONS IN PREMIER-LEVEL SPACES
   1. At no time may a Student Group make or prepare food or beverages on their own and serve to guests.
   2. No potlucks, food cooking demonstrations, or student group food preparation.
   3. At no time may a Student Group utilize open flames, canned heat, hot plates, heat lamps or other heating elements.
      1. Any such heating elements must be used by and monitored by a licensed and insured caterer. At any time Campus Life Event Management may prohibit the use of such element by a caterer if it is deemed unsafe or impractical for the event or space.
         
         
4. POST-CLEAN OF PREMIER-LEVEL SPACES
   1. All Campus Life Premier-Level spaces must be setup, torn down and cleaned by HES Facility Services.
      1. At no time are Student Groups permitted to setup, move furniture or perform the post-clean / reset of the space on their own.
      2. The setup, tear down and post-cleaning will incur a fee from HES Facility Services. and must be paid by the Student Group through their Student Union accounts. Contact your assigned Campus Life Event Management event coordinator for cost and/or estimates on these services.
   2. Events that have not informed their assigned event coordinator at least 3 business days in advance that food or beverages will be served will not be permitted to include food or beverages at the event.
   3. When making your reservation request through Reserve A Space, you are required to indicate that you will be including food or beverage as part of your event.
      1. Student Groups may edit their existing reservations to reflect the option to serve food or beverage, provided that the event date is 3 business days or greater in the future.
   4. The Student Group event contact is required to coordinate with their approved caterer for the pickup/delivery of their order, setup of food and beverage stations and ensure all food / beverages are served at the proper temperature.
   5. Additionally, the Student Group event contact is required to ensure all food and drink waste is discarded appropriately.
      
      
5. FOOD & BEVERAGES IN STANDARD-LEVEL SPACES
   1. All events in Campus Life Standard-Level spaces are encouraged to use the catering services of Sodexo, the on-campus contracted caterer.
   2. Student Groups are welcomed to utilize external licensed caterers or restaurants or may purchase retail food & beverages that are pre-packaged and sealed, to serve in Campus Life Standard-Level spaces with prior approval from your assigned Campus Life Event Management event coordinator.
   3. For Campus Life Standard-Level spaces, the Student Group must notify their assigned Campus Life Event Management event coordinator 3 business days or greater, that you will be serving food or beverages at their event.
      
      
6. PLACING CATERING ORDERS FOR STANDARD-LEVEL SPACES
   1. To place your Sodexo order ONLINE: https://uwstl.catertrax.com/
   2. All orders must be placed online greater than 14 days in advance of your event.
   3. If the space permits the use of an on-campus catering partner, or an off-campus licensed restaurant or caterer you must contact them directly and arrange the order.
   4. All retail food and beverages served must be purchased pre-packaged, and sealed, directly from a retail store.
      
      
7. FOOD / BEVERAGE EXCLUSIONS IN STANDARD-LEVEL SPACES
   1. At no time may a Student Group make or prepare food or beverages on their own and serve to guests.
   2. No potlucks, food cooking demonstrations, or student group food preparation.
   3. At no time may a Student Group utilize open flames, canned heat, hot plates, heat lamps or other heating elements.
      1. Any such heating elements must be used by and monitored by a licensed and insured caterer. At any time Campus Life Event Management may prohibit the use of such element by a caterer if it is deemed unsafe or impractical for the event or space.
         
         
8. POST-CLEAN OF STANDARD-LEVEL SPACES
   1. Student Groups have two (2) options for post-cleaning a Campus Life Standard-Level space in which food/drink was present:
      1. FULL-SERVICE OPTION (FEE BASED $)
         1. Campus Life Event Management can schedule and coordinate a full-service, setup, teardown and post-clean of the event space on your behalf. This service is offered through either HES Facility Services (formally WFF), or ResLife Housekeeping.
         2. The service will include the setup and arrangement of in-room furniture, resetting the space and post-cleaning the event space.
         3. There is a charge to the department/ Student Group and must be scheduled no later than 3 business days in advance with your assigned Campus Life Event Management event coordinator.
      2. SELF-SERVICE OPTION
         1. This self-service option allows Student Groups to setup, teardown and perform their own post-clean of the Campus Life Standard-Level space.
         2. Student Groups will setup and then clean up their Campus Life Standard-Level space back to standard set condition at the end of their reservation.
         3. Student Groups will be required to clean the event space using in-room cleaning kit (provided). This includes, wiping down all tables, desks, credenzas, podiums or other surfaces.
         4. Student Groups will place all trash into the appropriate trash or recycling containers and then remove the bags from trash receptacles and take them to an approved refuse location. Trashcans must have a new liner put back in each can (provided).
         5. Student Groups who opt for the self-service option will not be charged a fee by HES Facility Services (formally WFF) or ResLife Housekeeping, provided that they returned the room to standard-set AND thoroughly cleaned the space.
         6. If a Student Group does not return the space to the standard-set or leaves the space unclean, the department/Student Group will be charged an hourly emergency housekeeping fee.
            
            
9. ALCOHOL FOR PROGRAMS, EVENTS OR ACTIVITIES
   1. Student Groups who wish to hold an Event (on or off campus), with that will include alcohol must review and adhere to all polices found in the “Student Group Events with Alcohol Policy”.
      
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2613

POLICY DESCRIPTION

Washington University permits Student Groups and university departments to host events featuring food trucks on the Danforth Campus. This university-wide policy outlines the approval process, designated locations, and operational guidelines to ensure that food truck events are conducted safely and responsibly. It is designed to protect the health and safety of the campus community, preserve university facilities, and ensure compliance with insurance, liability, and health regulations.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO UNIVERSITY FOOD TRUCK POLICY
   1. All Student Groups must understand and comply with the university-wide Food Truck Policy which is overseen by the Department of Dining Services. This policy outlines all requirements and procedures related to hosting a food truck on the Danforth Campus, including approved food truck locations, safety, insurance, and operational guidelines that must be followed to receive approval.
   2. Note that the university-wide Food Truck Policy requires all food truck event requests to be submitted no later than 30 days prior to the proposed event date. This ensures adequate time for review, approval, and coordination with relevant campus departments.
   3. Note that the university-wide Food Truck Policy requires Student Groups to cover the full cost of catering or food distributed by the food truck. The university-wide Food Truck Policy prohibits Student Groups from requiring individual students to use meal points or Bear Bucks to pay for food truck purchases at these events. All payments must be arranged directly by the hosting Student Group.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2601

POLICY DESCRIPTION

Washington University recognizes the potential risks and broader impacts of gambling on individuals and the campus community. This policy affirms the university’s commitment to fostering responsible behavior and maintaining a safe, supportive environment for students, faculty, staff, and visitors. All gambling-related activities must comply with Missouri state law and align with the Student Code of Conduct. Student group programming or events are expected to uphold these standards to ensure legal and ethical practices.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. REQUIREMENTS FOR GAMBLING AND GAMES OF CHANCE
   1. To participate in and organize events where prizes, contests, lotteries, raffles, betting, or gambling are involved, Student Groups must understand the rules and regulations.
   2. The state of Missouri defines gambling as “a person pays to play a game of chance or places a wager on a future contingent event not under their control or influence, with the understanding that they will receive something of value if they win the game or if a certain outcome occurs”.  The Missouri Constitution allows citizens to participate in otherwise unauthorized games of chance or skill if specific rules are followed.
   3. Players cannot be required to pay any fee to play the game or to receive a prize. This includes general entry fees, cover charges, reservation fees, dues, mandatory donations, or registration fees.
   4. If a fee is required to play the game, then no prize of any value may be awarded to any player. This includes ribbons, trophies, tokens, tickets, coupons, points, food, travel, vacation expenses, or money.
   5. Student Groups are not permitted to hold or participate in an event, program or activity that violates any state or federal law.
   6. Student Groups are not permitted to hold an event, program or activity in which attendees or guests may receive cash or prizes of value with the exception provided below (with prior approval).
   7. Some Student Groups may be permitted to hold events, programs or activities that include a prize of value, provided they do not involve the exchange of cash or an item of value to participate and the activity does not violate any state or federal law. These events must be reviewed and approved by the Campus Life in advance.
   8. If a prize of value is given away (with Campus Life Approval), the student group will be required to have a prize form completed by the awardee.
   9. It is imperative that student groups discuss events, programs or activities with their Campus Life Advisor well in advance during the planning stages, to ensure they comply with this and all policies.
      
      
2. PERMITTED ACTIVITIES WITH PRIOR APPROVAL
   1. Student groups may host or participate in events or activities that involve prizes of value only when no payment is required to participate, and prior approval has been obtained from the Campus Life.

3. EXCLUDED ACTIVITIES
   1. Student groups are not permitted to host or participate in any event or activity that includes the excluded activities listed below, or that involves prizes of value or games of chance, without prior approval from the Campus Life.

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2614

POLICY DESCRIPTION

Washington University is committed to fostering a supportive and inclusive environment for performance rehearsals across disciplines such as music, theater, dance, and other performing arts. This policy aims to ensure that all rehearsals are conducted in a manner that prioritizes the safety and well-being of participants, promotes mutual respect, and supports the effective and equitable use of university facilities. By establishing clear expectations for all involved, the university seeks to minimize disruptions, manage noise levels, and ensure compliance with broader institutional policies, thereby creating a productive atmosphere for artistic and academic growth for event spaces on-campus managed by the Campus Life Event Management

WHO POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. REQUIREMENTS FOR PERFORMANCE REHEARSALS
   1. Performances must take place in one of the event spaces on-campus managed by the Campus Life Event Management listed below:

2. Performances that take place in a premier-level space require consultation with your assigned Campus Life event coordinator a minimum of 14 days in advance.
3. Your assigned  Campus Life event coordinator will review your AV tech needs and determine if you need to secure AV equipment from an external vendor.
4. All external vendors must provide your assigned event coordinator with the items below, no later than 14 days prior to the event:
   1. Equipment list
   2. Equipment specs, to determine if it is permitted in the space
   3. Load-in time / load-out time
   4. Day of contact information
5. Any external rentals must be delivered and picked up by your vendor during your reservation time period. No equipment will be stored in Campus Life spaces outside of your assigned reservation time period.
6. All performances must follow the Event Décor policy outlined in the Danforth Campus Facilities Access Policy.
7. Requests for pooled classrooms as performance venues may be considered if no performance location is available. To be determined solely by your assigned  Campus Life event coordinator.
   1. Suitable pooled classrooms are Seigle L006, Simon 1.
8. You are required to adhere to any noise ordinance or sound restriction that is communicated by your assigned Campus Life event coordinator, WUPD or designated university personnel. This includes but is not limited to:

2. LIMITATIONS OF PERFORMANCES OR REHEARSALS
   1. At no time may a performance impede, or interrupt other classes, meetings or events held in neighboring spaces.
   2. Groups are permitted a maximum of ten (10) hours of rehearsal space per week in standard-level or premier-level spaces. Exceptions may be made by your assigned Campus Life event coordinator to grant additional time within 30 days of your scheduled performance.
   3. Groups are permitted to reserve pooled classrooms without a limit on the number of weekly hours provided that:
      1. The rehearsal begins after 4 PM on weekdays or any time on weekends.
      2. Pooled classrooms have been released to the general university body for reservations (typically two weeks after the start of each semester).
   4. Dance groups are permitted to reserve rehearsal space in pooled classrooms or most standard-level spaces – provided that the rehearsal begins after 4PM (Monday – Friday) or anytime on the weekend AND there are no classes scheduled in neighbor spaces (near or below) the space.
      1. Dance groups who wish to utilize a DUC meeting room are only permitted to hold rehearsals in DUC 233 or DUC 276 beginning at 4 PM on Friday and any time during the weekend.
   5. The event must be given advance approval for outside sound amplification by multiple departments, please ensure you submit your assigned Campus Life event coordinator in a timely fashion in order to obtain the necessary approvals.
      
3. GRAHAM CHAPEL LIMITATIONS OF REHEARSALS 
   1. The student group event contact must meet with the Harvey Media Center A/V Specialist to discuss your A/V needs at least one month prior to your event. They will help determine what level your event is and whether you will need to outsource your A/V.  Your event request will remain tentative, and will not be confirmed, in Reserve-A-Space until you have successfully met with the Harvey Media Center A/V Specialist.
   2. Your event level will determine your rehearsal length.  
      1. Level 1 (Space Only rehearsal – no A/V): Based on availability 
      2. Level 2 (Standard In-House Equipment): Up to 4 hours 
      3. Level 3 (Standard Equipment plus self-set HMC Rentals): Up to 4 hours 
      4. Level 4 (Above and Beyond Event Services – Pro-staff required): Up to 4 hours 
      5. Level 5 (Outsourced A/V, no EM tech support): Based on availability 
   3. Once you have met with the A/V Specialist, you must edit your reservation in Reserve-A-Space to accurately reflect your rehearsal time and actual event performance. This will most likely require you to create a separate booking. Adjust your original booking and then create a separate booking for your rehearsal. 
   4. Any rehearsals that take place on the day of show and require in-house tech must conclude three hours prior to the start of show. 
      1. 7PM showtime: 12PM – 4PM rehearsal 
      2. 6PM showtime: 11AM – 3PM rehearsal 
      3. 5PM showtime: 10AM – 2PM rehearsal 
   5. Once you adjust your booking, your requests will be confirmed, and you will be required to meet with the Event Coordinator for Student Groups to discuss all event details and event logistics at least two weeks in advance as normal.  
   6. Failure to do any of the aforementioned will result in both your reservation request and event being canceled. 
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2603

POLICY DESCRIPTION

Washington University is committed to fostering the free expression and discussion of ideas, encouraging all members of its community to be informed and actively engaged citizens. However, the University is legally restricted in how it may support individual political candidates and engage in lobbying activities, including limitations on the use of university resources.

This policy is intended to help community members understand these restrictions and the requirements for hosting events involving elected officials or political candidates. Individuals planning such activities are encouraged, and in some cases required, to contact the Office of Government & Community Relations before proceeding.

WHO POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ADHERENCE TO THE UNIVERSITY’S GUIDANCE ON POLITICAL, CAMPAIGN AND LOBBY ACTIVITY POLICY
   1. All Student Groups must understand and comply with the university’s Guidance on Political, Campaign and Lobby Activity found here: Guidance on Political, Campaign and Lobbying Activity | WashU.
   2. If a Student Group will be working with a presenter or performer, they should also refer to the “Event Staffing for Events with Performers or Presenters Policy” for additional requirements.
   3. All Student Groups are required to meet with their assigned Campus Life Advisor and any other university department identified, including but not limited to the Office of Government & Community Relations during the early planning stages, prior to any approval being provided.
      
      
2. MARKETING AND ADVERTISING POLITICAL, CAMPAIGN AND LOBBYING ACTIVITY
   1. Events or programming that fall into the political, campaign and lobbying activity may not be advertised or promoted in any way, until it has been fully reviewed and approved in WUGO by Campus Life and the University. This includes, but is not limited to tabling, bulletin boards, social media, flyers, banners and ticketing.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2607

POLICY DESCRIPTION

Washington University prioritizes the safety and well-being of students, especially during off-campus travel for student group programs, events, and activities. This policy applies to all student group travel and provides a framework to promote responsible, secure travel experiences. It aims to mitigate potential risks and ensure appropriate measures are in place to protect students throughout their trips.

WHO THIS POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. TRAVEL CLASSIFICATIONS AND PROCEDURES

1. Local Travel
   1. Includes any travel off of the WashU Danforth or Medical School Campus that is 0-49 miles one-way from campus.
2. Regional Travel
   1. Includes any travel off of the WashU Danforth or Medical School Campus that is 50-499 miles one-way from campus.
   2. Student group is required to provide the documentation outlined in the table above, in their WUGO event registration.
3. Long-Distance Travel
   1. Includes any travel off of the WashU Danforth or Medical School Campus that is 500+ miles one-way from campus.
   2. Student group is required to provide the documentation outlined in the table above, in their WUGO event registration.
   3. Student groups are not permitted to drive when travel one-way exceeds 500+ miles. They must use an alternate form of transportation.
4. International Travel
   1. Includes any travel off of the WashU Danforth or Medical School Campus that is international.
   2. Student group is required to provide the documentation outlined in the table above, in their WUGO event registration.
   3. Student groups are not permitted to drive when travel one-way exceeds 500+ miles. They must use an alternate form of transportation.
   4. All international travel must be registered with both WashU’s International Travel Oversight Committee (ITOC) and in WUGO at least 30 days before the planned departure date (some travel can take 3-6 months to approve).
   5. ITOC meets only once per month to review submissions and expedited, or emergency reviews are not available.
   6. If a submission is incomplete or requires clarification, it will be returned for revision and will not be reconsidered until the next scheduled meeting.
   7. Student group must meet with the Associate Director of Student Involvement in the Campus Life before they can meet with ITOC to submit their travel plan.
      
      

2. APPROVED MODES OF TRANSPORTATION & EXPECTATIONS
   1. The following are the only acceptable modes of transportation approved for student groups:

2. Driving Expectations: The following are requirements of all student drivers:
   1. Students may drive no more than four consecutive hours and then must take a break from driving for at least 30 minutes.
   2. Students are not permitted to drive more than 10 hours per 24-hour period.
   3. Students may not drive between hours of 12am and 4am.
   4. Another traveler must always be awake with the driver.
   5. If travel is greater than 500 miles one way, driving is not permitted for the trip.
   6. The number of individuals in a vehicle should be no more than available seat belts or should not exceed the number of passengers designated through rental vendor.
   7. Use of alcohol or other controlled substances by any student, available to drive or not, during the travel is strictly prohibited.
   8. All students who plan to drive must be indicated on the travel roster.
   9. Students picking up a rental car must be the person driving the rental car.
   10. Additional drivers can be added at no charge at local branches.
   11. All drivers must have a valid United States driver’s license, free of any suspension or revocation from the individual state of issuance.
   12. The driver must have at least one year of driving experience.
   13. The driver should not have had any major accidents within the last 12 months, no more than one moving violation within the last three years, and no citations for DUI/DWI or reckless driving.
   14. The driver is never permitted to use a cell phone while driving. This includes talking on a cell phone, using a Bluetooth device, using talk-to-text technology, texting, or using the phone for directions. A passenger should be responsible for navigation or use of any necessary device.
3. Moving, Traffic, Parking Ticket or Toll Violations: The following pertains to any violation received while operating or riding in a vehicle:
   1. The student driving the car at the time of the ticket, or renter of the car is responsible to pay any fines or fees associated with the ticket or unpaid tolls.
   2. Any payment for parking or traffic tickets or toll violations is the sole responsibility of the student and will not be reimbursed by Washington University, Student Union, or any student group.
   3. Students must report any moving violations, traffic, or parking tickets through the Campus Life Incident Report form in WUGO within 48 hours.
4. WashU Parking & Transportation Guidelines: All Student groups must understand and comply with the university’s policies and guidelines established by the Office of Parking & Transportation for event charter buses found here: Event Charter Buses | Parking & Transportation | Washington University in St. Louis.
   

3. ACCOMODATIONS / LODGING
   1. The following are the only acceptable accommodations approved for student groups: 

4. ILLNESSES, INJURIES OR PROPERTY DAMAGES
   1. If medical attention is needed, seek it immediately and Dial 911 if necessary.
   2. Students must report any illness, injury or property damages through the Campus Life Incident Report form in WUGO within 48 hours.
   3. Incidents that must be reported may include:          
      1. Crimes committed by or against someone participating in the travel event.
      2. Recurring alcohol or drug abuse by one or more students.
      3. Somebody participating in the travel event goes missing.
      4. Natural disasters affecting those participating in the travel event.
      5. Political unrest affecting those participating in the travel event.
      6. Any incident involving significant violation of University policy.
      7. Any incident that could require the use of significant University resources.
      8. Any other crisis involving the immediate well-being of those participating in the travel event.
      9. Property damage to a personal or rented vehicle.
      10. Property damage to any venue, lodging or similar.
      11. Any illness, injury or death to a traveling student member that requires the attention of any medical professional.
          
          
5. GENERAL BEHAVIOR OF STUDENT MEMBERS
   1. All student behavior should align with University Student Code of Conduct.
   2. Alcohol use by students under the age of 21 is strictly prohibited.
   3. Use of any recreational or other drugs besides those prescribed by a doctor is strictly prohibited.
   4. Students are expected to attend all scheduled activities when traveling with student groups.
   5. The student group will be responsible for any damages to any transportation, lodging, activity spaces or materials during the planned travel event.
   6. No minors under the age of 18 may travel with student groups without parental permission forms. If you need parental consent forms, please contact Campus Lifestaff to obtain the forms.
   7. If students miss class(es) for student group travel, those students are responsible for missed class assignments and all communication with professors. Note: Professors are not required to excuse absences for student group travel but may do so at their discretion.
      
      
6. BOOKING AND ADJUSTING TRAVEL PLANS
   1. The student group treasurer and travel coordinator are required to meet with their assigned SU Business Coordinator to book travel.
   2. Booking travel is prohibited until the event registration has been fully approved in WUGO. If travel is booked prior to being approved in WUGO, the student group may be responsible for all expenses associated with the booking.
   3. Once the travel has been booked, the treasurer or travel coordinator must upload the booking confirmation to the WUGO event registration by updating the approved event form.
   4. Any changes to the approved travel plans must be submitted in WUGO at least 3 business days before the scheduled departure.
      1. To do this, the student group must edit the original approved event registration in WUGO and update all relevant travel details.
      2. These changes may include updates to traveler names, travel dates and times, transportation methods, lodging arrangements, or the event location.
      3. Once the updates are made, the revised travel plans must be resubmitted in WUGO and receive full approval from Campus Life before the group is allowed to travel.
         
         

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2606

POLICY DESCRIPTION

Washington University is committed to fostering a welcoming and professional environment for all student group programs, events, and activities held on or off campus. To ensure proper planning, coordination, and alignment with university objectives, all student groups are required to register their events in accordance with the following policy.

All student groups must complete an Event Registration in WUGO no less than 14 days in advance, or 30 days if minors (under 18) or international travel are involved. In addition to registering in WUGO, student groups must also submit an on-campus space request through Reserve-A-Space or directly to the department managing the intended space. Please note that space requests are not guaranteed and are only confirmed once reviewed and approved by the assigned event coordinator from Campus Life Event Management. This policy outlines the necessary procedures for event registration and approval, ensuring efficient resource allocation and compliance with university standards.

WHO POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. REGISTRATION OF EVENT
   1. All Student Union (SU) Recognized, Student Union (SU) Entities, Campus Life Recognized and Sorority and Fraternity Chapter (“Student Groups”) must complete an event registration form in WUGO no less than 14 days in advance, or 30 days if minors (under 18) or international travel are involved. In the proposed start date of the event (see policy for additional requirements related to events with youth and minors).
   2. All student groups must submit an on-campus space request through Reserve-A-Space or directly to the department who manages the intended space. Space requests are not a guarantee and only confirmed once the assigned event coordinator with Campus Life – Event Management has reviewed and approved the space reservation.
   3. All events that are properly registered and approved are considered officially sanctioned by the university and are covered under university insurance. Additionally, event registration enables the student group to request Student Union (SU) funding, if needed. Refer to the SU Funding Guidelines for more information.
      
      
2. DEFINITION OF AN EVENT, PROGRAM OR ACTIVITY
   1. A program, event, or activity organized by a student group at Washington University is defined as any planned occasion or gathering involving one or more individuals that is initiated, hosted, or facilitated by the student group.
   2. Events, programs or activities may occur on or off campus and include, but are not limited to:
      1. General body or executive officer meetings
      2. Committee or subcommittee meetings
      3. Social gatherings
      4. Orientation events
      5. Workshops, education or training sessions
      6. Lectures, panels and speaker events
      7. Performance and showcases
      8. Movie, film, shows or documentary screenings
      9. Recruitment events
      10. Community service projects or volunteering
      11. Career and networking events
      12. Competitions, tryouts, auditions, call-backs, games, tournaments, and practices
      13. Fundraisers (including the sale of any goods) or awareness campaigns
      14. Retreats or conferences
      15. Tabling
      16. Underpass painting or other in-person marketing
      17. Virtual or hybrid workshops, trainings, socials, meetings or events
      18. Traveling off-campus
          
          
3. RESPONSIBILITIES OF THE STUDENT GROUP
   1. Student groups are responsible for ensuring accurate and timely registration, providing necessary information, and complying with all policies & guidelines of the university and Campus Life.
   2. Program, Event or Activities that are registered with less than 14 days in advance, or 30 days if minors (under 18) or international travel are involved may be denied which will prohibit the student group from holding or participating in the program, event or activity (see policy for additional requirements related to events with youth and minors).
   3. Each student group will assign a WUGO administrator rights in WUGO. 
      1. Administrator rights are manually added in WUGO through the People tab by a current student group administrator.
   4. Your WUGO administrator will be required to complete the necessary program, event or activity registration on behalf of the student group.
      1. All communication regarding the registration will be sent to the student who registered that program, event or activity.
   5. Student groups should provide detailed information in their registration in order to avoid denial of their registration or delays in approval.
   6. Student groups should have no expectation that an event will be approved at a future date or within a specific timeline.
   7. Student groups are prohibited from attending, organizing or participating in a program, event or activity that has been cancelled or that has not been fully approved in WUGO.
      
4. HIGH RISK EVENTS, PROGRAMS OR ACTIVITIES
   1. High risk events and programs have an increased risk of injury or damage, and they require additional support.
   2. Student groups that are planning or participating in a program, event or activity that is considered high risk are highly encouraged to meet with the Campus Life Advisor in advance.
      1. Your Campus Life Advisor will provide you with the necessary steps and contacts that pertain to your program, event or activity.
   3. Programs, events or activities that are considered high risk may have other university, Campus Life or Student Union policies that apply.
   4. Many high-risk events have specific training components that must be completed prior to the approval of your registration.
      1. Your Campus Life Advisor will be able to provide you with those requirements.
   5. Student groups are not permitted to sign any contract/agreement.
      1. Your assigned Campus Life Advisor will review and sign any contract/agreement.
   6. Events or programming that fall into the high-risk category may not be advertised or promoted until it has been fully reviewed and approved (in WUGO) by Campus Life and University.
      1. This includes, but is not limited to: tabling, bulletin boards, social media, flyers/banners, ticketing and processes to alleviate or mitigate potential risk.
   7. An event, program or activity is considered high-risk if it includes, one or more of the following, but are not limited to:
      1. Events with alcohol
      2. Events with an estimated attendance of over 100 attendees
      3. Events that include Non-Washington University students, faculty, and staff attendees
      4. Events or programming that will take place outdoors on or off campus
      5. Events or programming off campus (See Student Group Travel Policy)
      6. Events or programming that will include or engage with youth/minors under the age of 18 years old
      7. Events or programming between the hours of 12 AM – 6 AM (Note: overnight events are approved in very few instances)
      8. Programs, events or activities that fall within these categories may require additional review, approvals and resources to ensure the safety of all students, staff, faculty or guests involved.
         
         
5. SECURITY FOR HIGH-RISK EVENTS, PROGRAMS OR ACTIVITIES
   1. The University reserves the right to require security guards to be present for any student group function, particularly those deemed to be high-risk. The student group should consider this before planning an event, program or activity that may be considered high-risk (see characteristics of high-risk events above).
   2. All security guard vendors must be on an approved WUPD vendor list. WUPD and/or Campus Life will provide the necessary number of security guards for your program, event or activity.
   3. The student group is required to contact WUPD in advance of planning their event, program or activity, to consult with them about the event to determine the level of security that will be required.
   4. The student group is required to contact the security vendor and make all arrangements.
   5. Depending on the event, WUPD may require events to be staffed by WUPD officers in addition to or in place of hired security.
   6. The stationing of guards must be determined prior to the event by WUPD.
   7. All expenses related to the hiring of a private security guard vendor is billed directly to the student group.
   8. Information and an unsigned contract for the security vendor must be provided in the WUGO event registration.
      
      
6. LOCATION EXCLUSION FOR AN EVENT, PROGRAM OR ACTIVITY
   1. To ensure the safety and inclusivity of all students, student group events, programs, or activities are strictly prohibited from being held in any private residences (on or off campus), including university-owned apartments or suites.
      1. This restriction applies to all areas within a private residence, including shared or common spaces such as living rooms, lounges, or kitchens.
      2. All such gatherings must take place in designated public common spaces or approved venues.
      3. This policy is intended to foster a welcoming, secure, and accessible environment for all participants.
         
         
7. CANCELLATION OR MODIFICATION OF AN APPROVED EVENT, PROGRAM OR ACTIVITY
   1. A program, event or activity may be cancelled at any time by the university without advance notice.
   2. Student groups are prohibited from attending, organizing or participating in a program, event or activity that has been cancelled or that has not been fully approved in WUGO.
   3. Student groups are responsible for keeping their program, event or activity registration up-to-date and accurate at all times.
      1. Once a registration has been approved, the student group should edit the approved registration when any details have changed from the original submission.
      2. All revised registrations must be reviewed and approved by your Campus Life Advisor and the appropriate campus partners.
   4. Any changes to approved program, event or activity registrations must be completed no later than 3 business days prior to the start date in WUGO.
   5. Student groups who cancel an approved event, program or activity in an on-campus space should refer to the “Event Space Cancellation Policy” for required steps and associated fees with the cancellation.
      
      
8. UNREGISTERED EVENT, PROGRAM OR ACTIVITY
   1. Events that have not been fully approved in WUGO are not sanctioned by the university and may not be covered by university insurance. Additionally, events, programs or activities that have not been fully approved in WUGO may be denied the use of Student Union (SU) funding to cover the costs of that event, program or activity.
   2. Any event, program or activity that takes place without the full approval by the Campus Life (in WUGO) may have negative impacts on the student group, including referral to Student Group Conduct.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2605

POLICY DESCRIPTION

Washington University values student engagement in community service, particularly within healthcare and other regulated professional service sectors, as a vital component of its Student Affairs Strategic Plan. 

In alignment with the university’s core anchors, students and recognized student groups are encouraged to pursue meaningful volunteer opportunities. These experiences benefit both the community and the students, fostering mutual growth and impact. However, to ensure safety and appropriate involvement, students must not participate in activities for which they lack adequate education, training, or supervision, and must follow established guidelines when engaging with community partners in healthcare or other licensed, certified, or insured professional service settings.

WHO POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. HEALTHCARE SERVICES AND / OR HEALTHCARE RELATED EDUCATION
   1. Any student group that wishes to volunteer their services by providing clinically-oriented care or health-related education (“Healthcare Services”) either directly to patients or in collaboration with a community partner must submit to the Campus Life or Campus Life’s designee the following:
      1. A Student Group Activities in Regulated Settings Proposal to the Campus Life or Campus Life’s designee and receive approval from Campus Life no less than three (3) weeks prior to any scheduled volunteer event or activity.
         1. Depending upon the nature of the event, the WashU approval process may take two weeks or longer to review, and if needed, seek input from various university departments such as Insurance and Risk Management, the Privacy Office, WUPD, Office of Environmental Health & Safety, the Office of General Counsel, and relevant clinical or professional experts at Washington University.
            
            
2. LICENSED OR REGULATED PROFESSIONAL SERVICES AND / OR RELATED EDUCATION
   1. Any student group that wishes to participate in or engage in activity involving services or education in a professional field that is typically regulated and would typically require a license, certification, insurance or bonding to practice (“Professional Services”) whether those services are offered directly to clients, peers, patients, or in collaboration with a community partner must submit to the Campus Life or Campus Life’s designee the following:
      1. A Student Group Activities in Regulated Settings Proposal to the Campus Life or Campus Life’s designee and receive approval from Campus Life no less than three (3) weeks prior to any scheduled volunteer event or activity.
         1. Depending upon the nature of the event, the WU approval process may take two weeks or longer to review, and if needed, seek input from various university departments such as Insurance and Risk Management, the Privacy Office, WUPD, Office of Environmental Health & Safety, the Office of General Counsel, and relevant clinical or professional experts at Washington University.
            
            
3. MEMORANDUM OF UNDERSTANDING (MOU) OR VOLUNTEER AGREEMENT WITH COMMUNITY PARTNER
   1. If a student group wishes to provide volunteer services with a community partner or organization in a healthcare setting or in a setting involving licensed or regulated professional services, particularly where students will engage with patients, clients, or students by offering healthcare or professional services or education, a standard Memorandum of Understanding (MOU) may be required.
   2. In some situations that do not involve clinically oriented diagnostic or therapeutic care but where the student or student group may be providing screenings (e.g., at health fairs), a volunteer contract may be necessary.
   3. This MOU must be signed by the University and the community partner organization and will outline the responsibilities of the university, the student group and its participating students, and the community partner. It may also include provisions related to insurance, indemnification, confidentiality, and informed consent, among other requirements.
   4. The student or student group will be notified by the Campus Life or its designee if there is a need to initiate the MOU process or have a volunteer contract signed prior to engaging in any volunteer activities.
   5. At no time are student groups permitted to sign any agreement on behalf of the university.
      
      
4. SUPERVISION OF STUDENTS AND / OR STUDENT GROUPS
   1. All students must be appropriately supervised by Washington University faculty or a qualified, licensed professional practicing within their scope of practice when participating at any community partner site or at a student group event that involves clinically oriented care or professional services that typically would require certification, licensing, insurance, or bonding.
   2. The required level of supervision will be determined by the Campus Life or Campus Life’s designee in consultation with a relevant faculty member, clinical or otherwise, and the community partner organization. This determination should take into consideration the level of training of the student, the abilities of the student as observed and confirmed by the supervisor, the risk to the client, patient, or community member, and the nature and complexity of the activity required.
   3. In healthcare settings, the supervisor is expected to actively oversee the student and independently verify key findings initially taken or made by the student. The supervisor should interpret any data, results, or findings and conduct their own assessment and recommended treatment or care plan, as these responsibilities exceed the scope of the student’s volunteer services.
   4. Concerns regarding inappropriate supervision should be reported immediately to the Campus Life or Campus Life’s designee.
      
      
5. PERMITTED STUDENT GROUP ACTIVITIES IN HEALTHCARE OR REGULATED PROFESSIONAL SETTINGS
   1. Student Groups may be permitted to participate in the activities listed below, provided they have submitted the required Student Group Activities in Regulated Settings Proposal to the Campus Life and has been fully approved in advance.  

6. MEDICAL SUPPLIES & EQUIPMENT EXCLUSION
   1. Student groups are not permitted to distribute medical supplies or equipment under any circumstances. This includes, but is not limited to, medications (prescription or over the counter), diagnostic kits, first aid materials, syringes, gloves, bandages, or any item intended for the diagnosis, treatment, or prevention of medical conditions.
      1. For examples of what constitutes medical supplies and equipment, refer to this guide (this list is an example and is not an exhaustive list): https://www.bis.doc.gov/index.php/documents/product-guidance/894-comprehensive-medical-supplies-updated-list-2014/file
         
         
7. INSURANCE AND RISK MANAGEMENT
   1. For community partners and organizations with which Washington University does not already have a MOU that addresses professional malpractice, general liability insurance coverage, students and student groups are required to provide confirmation of professional malpractice, general liability coverage from Washington University prior to participating as a volunteer in any at a community partner site or Student Group event.
      
      
8. VIOLATIONS OF POLICY
   1. Concerns regarding potential violations of this policy should be reported immediately to the Campus Life or Campus Life’s designee.
      
      

WHO TO CONTACT REGARDING THIS POLICY:

Policy #2604

POLICY DESCRIPTION

Student groups may host events with alcohol, provided they comply with all University policies and applicable laws. Campus Life enforces additional procedures to ensure these events are conducted safely and responsibly.

This policy outlines the expectations and responsibilities for student groups hosting events with alcohol. It aims to promote student safety, legal compliance, and equitable enforcement of standards across all student groups.

WHO POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

1. ELIGILIBITY AND REGISTRATION REQUIREMENTS
   1. Eligibility to host or co-sponsor an event with alcohol
      1. Any student group wishing to host or co-sponsor an event with alcohol must be in a status of Good Standing with Campus Life as defined by the Student Group Conduct Process. If a student group’s status changes prior to the date of an event, approval for the event may be denied or withdrawn.
      2. Campus Life reserve the right to deny any event request at their discretion.
   2. Registration Requirements
      1. Any request that involves programming with alcohol, regardless of location, must be submitted in WUGO by a student group at least 14 days prior to the event date. If a student group is planning to co-sponsor an event with alcohol with one or more student groups, it is the responsibility of the hosting group to include all additional groups that may be associated with an event.
      2. Because of the elevated risks associated with programming with alcohol, additional WashU staff/departments must approve your event before your Campus Life Advisor can grant full approval.
   3. Documents Required for Full Approval
      1. Campus Life understands that a group’s needs may change during the event planning process. However, a student group must (re)submit the following documents in their WUGO registration before a Campus Life Advisor can fully approve an event:
         1. A contract/agreement for your event space or venue
         2. A contract/agreement for WUPD or the private security team for your event
         3. Any invoice that is received from an event space or venue
         4. Proof of Purchase related to catering or food
         5. If on-campus, a contract/ agreement for a licensed bartending service
         6. Guest List
      2. Events with alcohol that are occurring off-campus must also submit the following documents before an event can be fully approved:
         1. A signed copy of Campus Life’s Off-Campus Venue Agreement.
         2. A contract/agreement for transportation to and from an event.
         3. A contract/ agreement for a licensed security company, unless provided through the venue contract.
         4. Sorority and fraternity chapters must have:
            1. A venue agreement signed agreement by their designee or signatory.
            2. A contract / agreement for transportation to and from an event signed by their designee or signatory.
   4. Groups that are recognized by Student Union or Campus Life are not allowed to sign contracts under any circumstances. Any contract that is necessary for an event with alcohol must be signed by your Campus Life Advisor.
   5. Be prepared to meet with your Campus Life Advisor or University staff, especially during initial registration and planning.
      
      
2. STANDARD REQUIREMENTS FOR STUDENT GROUP EVENTS WITH ALCOHOL
   1. The following expectations and requirements are in place to create a sense of consistency across all student group events that involve WashU students. These requirements will be enforced for both on and off-campus events. It is the responsibility of the student group hosting an event to ensure that all policies and procedures are being followed.
   2. Event Contacts and Sober Monitors
      1. To help maintain a safe and secure social environment for members and guests, student groups will need to have people volunteer to serve in two key roles (Event Contacts and Sober Monitors). These individuals must receive training from Campus Life before an event with alcohol can be approved.
   3. Responsible Student Contact
      1. A responsible student contact is defined as the principal member of a student group who is responsible for the planning, organization, and execution of an event with alcohol. The responsible student contact can be one person in a fixed position (ex: Social Chair) or may change with each event. The event contact must be listed in both WUGO and Reserve-A-Space. Any Event Contact(s) will be expected to correspond with their Campus Life Advisor and other WashU staff throughout the planning process.
   4. Sober Monitor
      1. Any student group planning an event with alcohol must designate group members to serve as Sober Monitors for the duration of an event. Students who have been in their student group for less than 6 months cannot serve as Sober Monitors. The number of Sober Monitors is determined by the anticipated number of total attendees expected at an event. Please refer to the chart below to give your group an idea of the minimum number of Sober Monitors that will be required.
      2. Expectations of Sober Monitors – Any student serving as a Sober Monitor agrees to uphold the following expectations and responsibilities for the full and complete duration of an event:
         1. Sober Monitors must remain sober (no consumption of alcohol or drugs) before and throughout the entire event.
         2. Sober Monitors have a shared responsibility to enforce both group and University requirements at the event.
         3. Sober Monitors must introduce themselves to any external party, including but not limited to security staff, venue staff, WUPD, EST, Clayton EMS, etc.
         4. Sober Monitors ensure that no outside alcohol enters the event space.
         5. Sober Monitors must serve in the role throughout the entire event (ie: no shifts allowed).
         6. At least one Sober Monitor must be stationed on any bus/shuttle that is utilized for an event.
         7. Sober Monitors agree to work in tandem to end the event with WUPD or hired security if asked.

5. Security Guards and Risk Management Procedures
   1. The presence of trained, licensed, and bonded security staff is required at any student group event with alcohol. Security staff can either be WUPD officers or a security entity that is on WUPD’s approved vendor list. In some instances, WUPD may require that events are staffed by WUPD officers in addition to, or in place of, hired security. If it is determined EST/EMS services are needed and the student group will be responsible for any costs incurred.
   2. For all events with alcohol, a minimum of 3 security guards are required. For every 50+ attendees, an additional security guard will be required. Please refer to the chart below for the minimum security presence that is required for your event.
   3. Once a student group has finalized their security plan, they are to send any contract(s) to their Campus Life Advisor for their review and signature.
   4. Please connect with your Campus Life Advisor or the Coordinator of Education and Compliance if your student group has any questions or concerns about security requirements for your event with alcohol.

6. Required Identification at Student Group Events with Alcohol
   1. Current WashU Student: WashU Student ID AND Valid Government ID.
   2. Non-WashU Student: Valid Government ID AND signed Guest Waiver.
   3. Cannot Attend: outside guests under the age of 18, prospective students, an individual not on the guest list submitted to Campus Life via WUGO.
7. Attendance Tracking and Guest Lists
   1. All events with alcohol must have a digital sign-in or guest list. The finalized guest list must be submitted in WUGO at least 48 hours before the start time of your event. Failure to submit a guest list by the deadline may result in your event approval being revoked or denied. 
   2. It is recommended that student groups conduct check-ins through WUGO, but other methods will be accepted. All attendance tracking must include the following information:
      • For WashU Students
        • Full Name
        • Date of birth
        • An indicator if someone is a member of your student group or not
      • For Non-WashU Students & Guests
        • Full Name
        • Date of birth
        • Indicate if guest waiver has been signed
        • The name of the group member who invited the guest(s)
   3. The sign-in process for an event with alcohol is managed by one or more Social Monitors. All attendees (group members, non-member WashU students, guests) are required to sign in. Per Section 5, the completed guest list, and any signed waivers, must be emailed or delivered to Campus Life’s Coordinator of Education & Compliance within 3 business days after the date of an event.
      
      

3. SCHEDULING YOUR EVENTS WITH ALCOHOL TRAINING
   1. Before your Campus Life Advisor can fully approve your event request, several members of your student group will need to attend Campus Life’s “Events with Alcohol Training.” Any individuals serving as Sober Monitors, or Responsible Student Contact will only need to complete this training once per academic year. If an event is being co-sponsored with another student group, representatives from both student groups will need to complete the training process.
   2. While additional members can participate (ex: Social and Programming Chairs, Risk Managers, etc.,), the following individuals are required to attend and complete a training:
      1. Any individual(s) listed as a Responsible Student Group Contact
      2. Any individuals serving as a Sober Monitor
   3. Training can be completed in-person, virtually, or asynchronously. Please contact Campus Life’s Coordinator of Education and Compliance to assess which training option(s) will be best for your event and for your members. If your student group does not participate in the training process, your event will be denied.
      
      
4. LOCATION-SPECIFIC RULES & REGULATIONS
   1. In addition to the Standard Requirements in Section 2, student groups will need to follow additional requirements depending on the physical location of their event with alcohol. This section will discuss what specific, location-based requirements a group will need to meet in greater detail.
   2. Additional Expectations and Responsibilities for On-Campus Events
      1. To host an event with alcohol on-campus, student groups must be compliant with all policies of Event Management within Campus Life. This includes having a valid and active Reservation Number through Reserve-A-Space. When hosting an event with alcohol at an on-campus location, the student groups may only utilize approved vendors and caterers as determined by Event Management. Student groups are responsible for the costs of reserving the space, any staffing needed, cleaning costs, and any additional charges deemed necessary after the fact.
      2. On -campus events with alcohol are limited to 4 hours in total length. Last call must occur no later than 30 minutes before an event is scheduled to end. On -campus events with alcohol are to end at either 11:00pm or at the time of building closure, whichever is sooner, or as otherwise approved by Event Management.
         
         
5. ADDITIONAL EXPECTATIONS AND RESPONSIBILITIES FOR OFF-CAMPUS EVENTS
   1. Student groups are permitted to host events with alcohol at an off-campus location provided the venue signs an Off -Campus Venue Agreement. This requirement ensures that a venue is able to meet the minimum insurance requirements set by the Office of Risk Management and acknowledges that a venue agrees to abide by WashU’s regulations for student group events with alcohol. It is strongly recommended that student groups share the Off -Campus Venue Agreement when making initial outreach to a venue.
   2. All off-campus events must end by either 2:00am or by the time in which the venue closes, whichever is earlier. If a student group does not have an Off -Campus Venue Agreement signed by their Campus Life Advisor by 5:00PM upon the day of an event, it will be cancelled and any approval revoked.
   3. If your student group is planning an event with alcohol off-campus, transportation via a bus or shuttle is required for any off-campus location. In some situations, a student may utilize rideshare vouchers (Uber, Lyft, etc.) with the explicit consent of the Office of Risk Management and their Campus Life Advisor. It is recommended that you contact your Campus Life Advisor for list of potential transportation providers.
      
      
6. REQUIREMENTS FOR ALCOHOL AND FOOD SERVICE
   1. A student group is permitted to host an event with alcohol provided that the following measures surrounding the service of alcohol are adhered to and instituted: Student groups must have either licensed and insured bartenders, or a licensed catering service, acquire and serve all alcoholic drinks at their event. Regardless of event location, students and guests are prohibited from bringing outside alcohol into the event space.
   2. In addition to compliance with all applicable University policies and laws, student groups and any contracted service staff agree to uphold and enforce the following conditions:
      1. Any third-party vendor (TPV) that is used or contracted for a student group event must carry the following minimum levels of insurance coverage as determined by the Office of Risk Management:
         1. Commercial/General Liability with Liquor Liability: $1,000,000 per occurrence.
         2. $1,000,000 aggregate
         3. Workers Compensation: Statutory Limits ($1,000,000) and Employers Liability ($1,000,000)
      2. Alcoholic beverages cannot be used as a fundraiser for a hosting or co-sponsoring student group. Bar nights, or other partnerships with a bar or venue, are prohibited.
      3. For groups that are SU Recognized, SU funding or dues can only be applied towards the purchase of alcoholic beverage service, bartending, or catering. At no point can a student group use SU funding or dues to buy alcohol.
      4. Alcoholic beverages must be provided/sold on a per drink basis as determined by the approved vendor for the event. No “open bar” service is permitted.
      5. Attendees will be served one drink at a time and pay on a per drink basis. Drinks should not exceed one per hour.
      6. The hired bartenders for any event with alcohol may serve any alcoholic beverage that is listed as 15% ABV or below and must not be larger than the size of a standard drink. This includes beer, wine, hard seltzer, hard cider, etc.
      7. The following beverages are prohibited at student group events and cannot be served:
         1. Mixed drinks involving hard liquor
         2. Shots
         3. Common or bulk sources of alcohol (including but not limited to BORGS, kegs, mini kegs, trash cans, tubs, jungle juice etc.)
            
            
7. AVAILABILITY OF FOOD AND NON-ALCOHOLIC BEVERAGES
   1. Student groups must provide food, water, and other non-alcoholic beverages at any event with alcohol.
      1. Any food and non-alcoholic beverages must be equal to the number of people in attendance, free for those in attendance, and must be available for the full duration of the event.
   2. Student groups are required to upload a copy of their catering plan and/or invoice in their WUGO event registration.
      
      
8. REQUIREMENTS FOR ALCOHOL AT STUDENT-GROUP HOSTED RELIGIOUS OBSERVANCES
   1. Alcohol should not be served to attendees under 21, even in the instance of a religious service.
   2. A licensed, 3rd party vendor must be hired to manage alcohol service at your event.
   3. If a specific wine is needed for religious observation, the client may provide the wine.
   4. Either a single serve 12oz wine can OR 3oz portion cups of wine can be used for the service.
   5. 3 oz portion cups must be provided by either the client or the bartending service.
   6. If using the 3 oz portion cups, the 3rd party service must pre-pour 3 oz servings of wine, and only then can the Office of Religious, Spiritual, and Ethical Life (ORSEL) Affiliate professional staff serve the pre-poured wine to event guests.
   7. At no time may open wine bottles be placed on guest tables or be self-served by guests of these events or poured by Office of Religious, Spiritual, and Ethical Life (ORSEL) Affiliate professional staff.
   8. At the completion of the event, Office of Religious, Spiritual, and Ethical Life (ORSEL) Affiliate professional staff may take any unopened bottles of wine that they purchased that are left over from the event – opened bottles must be disposed of on-site by the 3rd party bar service staff.
   9. Wristbands must be worn to identify 21+ and under 21 attendees.
   10. Non-alcoholic wine should be provided for under 21 attendees as well as those who do not wish to consume alcohol.
   11. WUPD will advise groups on number of guards needed as per current student group policy recommendations.
       
       
9. EVENT APPROVAL AND PRE-EVENT LOGISTICS
   1. After your student group has completed the necessary trainings, obtained the signature of your Campus Life Advisor on all applicable contracts, and uploaded all relevant and required documents, your event can be fully approved! However, there are still some important things to be mindful of during the lead up to your event: 
      1. Marketing and Outreach – Once your event has been fully approved, you can begin to do marketing and outreach for your event This can include tabling, bulletin boards, flyers, social media etc. Events with alcohol may not use alcohol as the main focus of marketing, outreach, or the event itself.
         1. Additionally, student groups cannot use logos of alcoholic beverage companies, images directly or loosely associated with alcohol, or logos of third-party companies on any of their promotional materials. If your student group is unsure if a proposed flyer or graphic is appropriate, please contact your Campus Life Advisor.
      2. Event Packets – Before your event with alcohol occurs, Campus Life will prepare an Event Packet that contains key logistical items for your student group including:
         1. The approved and final version of your WUGO Event Registration.
         2. Copy/copies of any signed agreements.
         3. Wristbands: with tabs for those 21+, without tabs for those under 21.
         4. Guest Waivers for any Non-WashU guests.
         5. The Event Packet is taken to the WUPD Station and will be provided to your student group by a member of the security team upon arriving to the venue. If you do not receive your Event Packet at your event, please contact Campus Life’s Coordinator of Education & Compliance as soon as your student group becomes aware.
      3. A member of the hired security team should ideally return the Event Packet to the Washington University Police Department (WUPD) station after an event concludes. It is recommended that a Responsible Student Contact or Sober Monitor makes sure the security team returns the packet to campus. Otherwise, it is the responsibility of the student group hosting an event to return the following items to Campus Life within 3 business days after an event with alcohol concludes:
         1. A copy of the sign-in sheet and/or guest list for the event.
         2. All signed Guest Waivers.
         3. All unused wristbands.
            
            
10. COMPLIANCE
    1. The primary sponsoring student group is responsible for the conduct of its members, other WashU students, and guests in attendance. Any non-compliance with this policy or other University regulations that is discovered before, during, or after an event with alcohol can be grounds for an individual or group conduct referral. Student and guest misconduct that occurs off-campus may be subject to arrest and prosecution. 
       
       

Who to Contact Regarding This Policy:

Policy #2622

POLICY DESCRIPTION

Event Management offers 19 paintable panels with the addition of flat, pyramid, sphere & cube shapes for reservation. These panels are located at the Forsyth Blvd underpass connecting the Danforth Campus to the South 40.  

Each panel is a designated space that allows recognized student groups and university departments to prominently advertise upcoming events by sharing the name of the sponsoring group, and the event date, time, and location.  Student groups will be given the paint supplies needed to create vibrant murals within the approved panel. 

WHO POLICY APPLIES TO

This policy applies to the group types listed below, whether on or off campus:

COMPLIANCE

Student groups that violate this policy may face sanctions, individually or combined, imposed by the university to ensure accountability for the actions of members or guests, on or off campus. Violations will be referred to the Campus Life – Student Group Conduct and/or the Office of Student Conduct and Community Standards. See the Student Group Conduct Process for details.

*“Student Groups” throughout this policy refers to all officially recognized organizations, including Student Union (SU) Recognized Groups, Student Union Entities, Campus Life Recognized Groups, and Sorority and Fraternity Chapters.

ADHERENCE TO UNIVERSITY UNDERPASS PANEL POLICY

1. All student groups must understand and comply with the university-wide Underpass Panel Policy and Guidelines, overseen by Campus Life – Event Management & Operations.  

1. The Underpass Panel Policy and Guidelines, includes the processes and expectations for use of the underpass panels, including any limitations.  
   

WHO TO CONTACT REGARDING THIS POLICY: