Policies and Procedures

Event Policies and Procedures

Policies Overview

The Office of Student Activities staff is here to assist you with navigating through Student Activities and event policies and procedures. These policies and procedures have been designed in order to help students, faculty and staff with events and activities in and around the University Center.  Some policies are directly geared towards student organizations and others towards the University community. 

All policies herein are subject to national, state, local laws and NSU policies as outlined in the Student Handbook, which can be found online at: http://www.nova.edu/cwis/studentaffairs/forms/ustudenthandbook.pdf.

**Please note our policies are subject to change and the most updated copy can be found in the Office of Student Actvities.

Event Approval Polices

Event approval policies only apply to student organizations registered with the Office of Student Activities (OSA). All departments, offices and organizations not registered with OSA should refer to their respective event approval policies for any type of event.

All events must be approved through the Office of Student Activities at least 10 business days prior to the event. Student Organizations may request an array of services and spaces through Orgsync.com as well as the Student Activities website (http://www.nova.edu/studentactivities/forms/). A student organization must complete the forms so that we can accurately assist with logistics and work orders.

For all questions regarding forms and requests, please email saoperations@nova.edu

Registered student organizations have access to room reservation for most of the buildings on campus. In order to book any room, organizations must fill out the form located on our website. There are many locations on campus to have events. Here is a list with the commonly used rooms on campus, along with capacity:

Flight Deck (inside) - 200
Rosenthal 200 - 50
Rosenthal 218 - 16
Knight Auditorium - 120
Mailman Auditorium - 120
Commons 123 - 50
Miniaci (cost to use) - 450
University Arena (cost to use) - 200+
(Refer to Room Reservation Policies for space reservations)

Registered student organizations wishing to host events off campus must be given expressed approval by the Director of Student Activities or a designee. If approved, all campus polices will be in effect for the off campus location.

In many instances when using campus vans or participating in some events, participants may be required to sign a waiver of liability. For more information, contact the Office of Student Activities.

OSA registered student organizations that are sponsoring student travel to conferences, presentations, etc. must register any and all student travel with the Office of Student Activities. All students traveling on behalf of a student organization, using University funds must complete and submit a travel waiver form prior to travel to the Student Activities Fee Office (ASA 106).

(http://www.nova.edu/cwis/studentfeeacct/forms.html)

If the student organization is sponsoring the student travel through the use of student organization funding, the student organization must adhere to the travel policies and procedures set forth in Section 1.7 of the Student Activity Fee Manual. Please see the website for access to the manual:

(http://www.nova.edu/cwis/studentfeeacct/index.html)

Advisors must approve all event approval forms and room reservations form, via email (sent to them via email after an organization fills out the online form).

Refer to Postings and Publicity Policies listed on page 59 of the Student Handbook or please refer to http://www.nova.edu/studentactivities/policies/publicity.html.

When inviting any companies onto campus, student organizations must request $1 million liability insurance from the company that specifically indemnifies Nova Southeastern University as an insured. For food vendors, they must also provide a copy of their current food license. All documents must be turned into the Office of Student Activities at least 5 business days prior to the event taking place.

No student, group of students or student organization is permitted to invite or bring an outside vendor, organization or group on campus property or properties without the prior approval of the Office of Student Activities. Any outside vendor, organization or group that is visiting campus property or properties without the prior approval of the Office of Student Activities shall be escorted off the campus property by Public Safety.

Nova Southeastern University is committed to providing a forum for free and open expression of divergent points of view by campus speakers. Use of university facilities by outside speakers is not to be construed as an endorsement by the University of any speaker’s views. Any student organization, after consultation with the advisor, may invite speakers of its choice to address gatherings on campus. In keeping with University rules and regulations, all students and student organizations must observe the policy governing outside speakers.

Outside Speakers must be approved by the Office of Student Activities, prior to coming to campus. Students may appeal the decision of OSA but submitting in writing 24 hours following the decision to the Associate Dean of Students Affairs.

The University Center Vendor Sales & Solicitation Policy provides a method of accommodating the valid sales and solicitation needs of student organizations, NSU departments and non-NSU organizations, while protecting the rights of the students and the NSU community.  The University Center policies are intended to augment Nova Southeastern University policies.  Any groups wishing to conduct: sales, donations, or fundraising; petitions, membership or participation solicitation; or distribution of literature towards these ends or as a way of disseminating opinions, shall adhere to the following regulations list below.

Students, staff, faculty and visitors to the University Center shall have the right to peaceful enjoyment of the premises; in the case of solicitation, this means that patrons shall be free from being approached by individuals or organizations for the purposes of sales, donations, fundraising, membership or participation invitations, and distribution of literature.

Soliciting organizations are expected to clearly identify their organization or sponsoring department or company so that a patron can easily note on sight all sponsorships or affiliations of the solicitors.

  • University Center building and all other sidewalks and outdoor areas within approximately 200 feet of the University Center. 
  • Other areas include the Flight Deck, Flight Deck Patio, the University Center Circle, the area between the University Center and the Library and between Rosenthal and the University Center.
  • Solicitation may be conducted in the following locations within the University Center:  University Center Main Lobby, Atrium and North Lobby. 
  • Solicitation in other areas of the facility may be approved but only with the approval of the Director of The Student Union, or designee.

Procedures

  • Table solicitation and sales agreement forms are available at in the Office of Student Activities in the University Center Suite 1235. 
  • Solicitation agreement forms submitted after this date may be rejected due to insufficient time to process the request. 

NSU Community Vendor

  • There is no cost associated with the table use if the sponsoring group is a recognized organization at NSU (i.e. student organization, department, class). 
  • Vendor space is granted from 9:00 a.m. to 6:00 p.m., Monday thru Friday in the UC atrium.  

Outside Vendor

http://www.nova.edu/facilities/leasing.html

  • If the sponsoring group is an outside vendor there is no cost associated with the table, but the correct forms must be submitted prior to tabling. 
  • Each vendor shall be restricted to 1 table, unless otherwise approve by the Director of Student Activities or designee. 
  • Vendor hours will be 10:00 a.m. to 3:00 p.m. on Thursday. 
  • The Office of Student Activities reserves the right to cancel the vendor’s activities to accommodate University programs by notifying the vendor in advance. 

Outside vendors are required to submit the following:

Sole Proprietorships

  • A valid Peddler’s, Business or Occupational License
  • Copy of a Florida Driver’s License
  • State ID number (whenever applicable).

Corporations

Defined as large businesses (i.e. Sprint, American Express, etc), and which may not necessarily have a peddler’s license.  Same as Sole Proprietorships but include:

  • Proof Corporation is registered with the IRS to include FEI and Tax ID.
  • Copy of a Florida Driver’s License
  • State ID number (whenever applicable).

The Director of Student Activities or designee has the right to determine whether or not a particular solicitation meets the criteria set forth above.  In addition, the Director of Student Activities or designee may, for the good of the University Center and Nova Southeastern University, set forth additional policies upon a solicitor for situations not covered by the preceding policies.  These additional policies may include, but are not limited to, consulting with Purchasing and Business Services of Nova Southeastern University to assure outside vendors have no conflict with any existing purchasing or service agreement.

  • Vendors must respect the rights of others and must abide by the University’s Policies and Procedures.
  • Vendors are not to solicit passers-by. They may only engage in conversation or solicitation with those passers-by who voluntarily approach the display table.
  • Vendors may not raise or amplify their voices and will refrain from verbal confrontations, comments or actions that threaten an individual’s comfort or activity.
  • The University’s Harassment statement must be observed at all times, and differences must be resolved in a calm and respectful manner.
  • Sound amplification may happen between 12 – 1 pm so that there is no interference with the normal operation of offices, classes, and services housed in the building.
  • Vendors must observe State and Federal laws on the consumer’s right to know, as well as, laws governing the sale and distribution of banned goods, such as non-approved FDA products, environmental toxic products, leather goods from endangered species, etc.
  • Vendors must disclose all aspects of a sale (business transactions) or offer, and must fully inform the consumer of the benefits, obligations, warranties, refunds, and risks involved.
  • Merchandise sold shall be legal, not contraband nor stolen, and users will not misrepresent manufacturers nor violate trademarks and/or copyright laws.
  • Vendors affirms that there is no discrimination in the method of conducting business with respect to race, color, religion or creed, age, disability, sex, marital status, national origin, ancestry, sexual orientation, pregnancy, unfavorable discharge from the military, veteran status, or political beliefs, including but not limited to Title VII, Title VI, Title IX, Title II, Title III, Americans with Disability Act and the Rehab Act are unacceptable and prohibited in the university.
  • Items prohibited for sale or distribution are restricted to but not limited to food and beverages and clothing items unless written approval is given by the Director of the Student Activities or desginee. 
  • Vendors are to remove their possessions at the end of each day.
  • The University Center will not facilitate storage for their possessions.
  • Vendors must park in assigned areas that will be specified before the start of the event.
  • Vendors agree to indemnify and hold harmless Nova Southeastern University, the Board of Trustees, respective officers, employees and agents, from and against any and all liability fines, suits, claims, demands, actions, costs, attorney’s fees and expense of any kind or nature whatsoever, for any damages incurred, whether economic, punitive, compensatory or otherwise which may be sustained by reason, based upon or in any way arising out of the user’s failure to reasonably accommodate any disabled individual who is a guest, invitee or employee of NSU’s premises, and from and against any orders, judgments or decrees which may be entered pursuant thereto. All rights, privileges and immunities afforded the Board of Trustees and Nova Southeastern University, by law; remain in full force with any agreement to use the University Center. Users will pay any damages and claims connected with the solicitation of program/services.

Overview

The office of Student Activities is required to make sure all events are secure and safe. Security Policies are specifically designed for student organization; however, offices may use these as guidelines for their respective events. Any events that meet any of the following criteria must have security on campus and may need Emergency Medical Services (EMS):

  • Outside groups or individuals are invited to the event (totaling more than 20 guests)
  • The event expects over 150 people to attend
  • Alcohol will be served
  • The amount of security and EMS required will be at the discretion of the Director of Student Activities or designee. The Director of Student Activities or designee may change the criteria for having Security present, based on the risk associated with the event or activity.

Note: Only two outside guests per NSU student organization member will be allowed to attend any student organization event.

Cost

Student organizations may be required to have security at their event, per the above policy. Student organization leaders will need to meet with a member of the Student Activities staff one week prior to their event to discuss final logistics.  Student organizations will be charged $100 for security for your event. Below is a table for the standard cost of police, EMS and security services:

Davie Police Officer Emergency Medical Services Turner Security

$25 per officer per hour

$85 per hour

$29 per security officer per hour

If a student organization cancels the event with less than 72 hours business prior to the event, the student organization will be required to pay the full security costs.

Individuals or groups wishing to show a video recording via VHS, DVD or any other means may do so only if:

  • Written copyright permission has been granted.*
  •  The event is educational (i.e. for a class or an educational seminar).

*The Federal Copyright Act makes it unlawful to show a film or video recording in public without the explicit permission of the film's copyright owner. Renting or purchasing a video recording solely provides the customer the right to view the film, but not to show it in public or to a larger audience. The Copyright Act defines “public” in this context as “any place where a substantial number of persons outside of a normal circle of a family and its social acquaintances is gathered”. Several major production and distribution companies have arranged for university campuses to show their films/video recordings publicly.

When a student organization and/or organization is planning to raise any funds for their organization or for another non-profit (i.e. bake sales, selling t-shirts, book sales, charging admission to events, etc.), the organization must register the fundraiser with the Office Student Activities Fee at least 10 business days prior to the commencement of the fundraiser and must be approved prior to the start of the fundraiser.

An organization can register their fundraiser by completing the Fundraiser Registration Form. The Fundraiser Registration Form is available in the Office of Student Accounts or online at http://www.nova.edu/cwis/studentfeeacct/forms.html
  • Non-student groups should contact Chartwells at 954-262-5345 for catering needs and must obtain a first right of refusal prior to contracting with other caterers.
  • If groups bring food into the facility via an outside caterer company shall indemnify, Nova Southeastern University, Inc., its trustees, officers, agents and employees of all liability regarding food illness.
  • All vendors must provide The Office of Student Activities with a current Food License
  • Student groups may bring in an outside catering for under $1000 without a first right of refusal from Chartwells.

Alcohol Policy

Nova Southeastern University, as an institution of higher education, is dedicated to the well being of all members of the university community—students, faculty members, employees, and administrators. Concerned with the misuse of alcohol and other drugs (both licit and illicit), it is the policy of NSU to endeavor to prevent substance abuse through programs of education and prevention.

NSU recognizes alcoholism and drug abuse as illnesses or treatable disorders, and it is NSU’s policy to work with members of the NSU community to provide channels of education and assistance. However, it is the individual’s responsibility to seek help. NSU also recognizes that the possession and/or use of certain substances are illegal. NSU is further obligated to comply with all local, state, and federal laws.

The policy governing the use of alcohol by students at Nova Southeastern University is in compliance with the laws of the state of Florida prohibiting the consumption of alcoholic beverages by persons who are minors (under the age of 21). The policy is based on the use of alcohol in moderation and under appropriate circumstances. The university recognizes that students are adults and are expected to obey the law and take personal responsibility for their own conduct. The laws of the state of Florida prohibit the possession or consumption of alcohol by individuals less than 21 years of age.

  1. The university will not authorize the use of student activity fees or other student funds collected and administered by the university to provide alcoholic beverages for any student event.
  2. The sale, delivery, possession, and/or consumption of alcoholic beverages on any property owned and controlled by NSU is strictly prohibited, except as licensed by the state of Florida or otherwise permitted in these regulations. The use of alcoholic beverages on university premises shall be considered a privilege and may be allowed only if consistent with state laws and university regulations, and only when it will not interfere with the decorum and academic atmosphere of the campus.
  3. Exception to this prohibition is made for university housing residents of legal drinking age. The possession and use of alcoholic beverages in university housing is governed by the Residential Living Guide.
  4. The president, or an appropriate designee, may approve other exceptions to this prohibition, to allow possession or consumption of alcoholic beverages by persons of legal drinking age at designated events and locations on campus.
  5. The use of alcoholic beverages off campus by students of legal drinking age is permissible. However, incidents of intoxication and/or misconduct are subject to university disciplinary action. Students are expected to comply with municipal, state, and federal laws pertaining to the possession and consumption of alcoholic beverages. Any violation of these laws may result in disciplinary action including, but not limited to, probation, suspension, or expulsion from the university.

Guidelines for the Use of Alcohol at University Student Events

  1. Nova Southeastern University functions, which are student oriented, may serve only beer and wine. All requests for such events must be coordinated through NSU’s Office of the Dean of Student Affairs.
  2. Entry fees may be charged, but this fee is only for admission to the event, not for the sale of beer or wine.
  3. One-quarter hour before the approved ending time listed on the exemption, ticket sales will stop.
  4. Any advertisements for the event (including leaflets, invitations, posters, letters, and all other forms of advertisements) cannot advertise alcohol. These advertisements must display the following information: Beverages will be available. Must have valid state-issued picture identification for verification of age.
  5. An adequate amount of food and alternative beverages (such as water, juice, assorted sodas, coffee, and teas) must be available throughout the duration of the event. These will be provided at the cost of the organization holding the event. The amount of food and beverages appropriate for the size of the event will be determined by the director of the student union.
  6. No organization or individual may purchase beer or wine for an event. All beer and wine must be purchased and served by the Office of the Dean of Student Affairs. No other alcohol is permitted.
  7. The director of student activities or designee will be present during an event at which beer and wine are served. If the director is not available, then a university employee will be designated by the Office of the Dean of Student Affairs. The organizational contact of the event must be present during the entire event as a point of contact for the director of the student union or designee.
  8. The sponsoring organization is responsible for ensuring that all university policies are strictly obeyed. These guidelines do not override existing university policies, but rather, these guidelines should be used in conjunction with any and all other university policies.
  9. Appropriate precautionary measures must be in place to ensure that alcoholic beverages are not served to persons under the legal drinking age. These measures include having a designated individual, as deemed by the Office of the Dean of Student Affairs, screening people entering the event and attaching a bracelet or stamp indicating those of legal drinking age. At any time during the event, the screening individual has the option to decline identification provided by an individual. The entire staff working the event has the right to refuse service to individuals deemed as having enough alcohol before or during the event.
  10. Under no circumstances should anyone be coerced to drink alcohol. All drinking games, contests, or events that encourage excessive drinking are prohibited. The sponsoring organization is responsible for ensuring that all NSU policies and procedures are strictly obeyed.
  11. It shall be at the discretion of the Office of the Dean of Student Affairs whether to make arrangements and pay for any security needs necessary based on the specifics of the event and the number of estimated attendees.
  12. Violations of these guidelines during the event may result in the closing of the event. All individual violations will be referred to the Office of the Dean of Student Affairs for review. The university can take disciplinary actions as a result of violations of these guidelines.