Event Policies and Procedures

Event approval policies only apply to undergraduate student organizations registered with the Office of Campus Life and Student Engagement. All departments, offices and organizations not registered with the Office of Campus Life and Student Engagement should refer to their respective event approval policies for any type of event.

• All details of the room/event reservation request must be included and confirmed in SharkHub at the time of submission. This is inclusive of, but not limited to, work order requests, audio visual requests, diagrams, special arrangements, etc. All RSOs must only go through Sharkhub and/or NSU Club & Organization Operations for room/event request. You must pre-plan your event/meeting needs prior to your event request form submission in order to submit the listed documents herein.
  • In order to process your request, a detailed description of your meeting/event/tabling request is needed. If a detailed description is not included in this request, the request will be denied until the information has been provided.
  • Reoccurring events, such as weekly meetings, can be submitted under the same SharkHub submission.

2. If the room request requires furniture, equipment, clean up, or any physical changes to the space, the organization’s account may be charged. No alteration, addition, improvement of any kind to the space can be made without prior written approval. Instillation of signs without permission from Facilities Department is prohibited.

3. NSU reserves the right to determine if additional staffing or security is needed, at the expense of the meeting/event coordinator/student organization.

4. Fees will still be charged in regards to work orders for any cancellations that are less than five (5) days before the requested date.

• Additional fees may be associate with certain locations on campus.
• Facilities Work Order Fees (subject to change):
  1. Opening a partitioned wall in a classroom - $25+
  2. Custodial work orders - $35+
  3. Outside of business hours (Monday-Friday 9 A.M. to 6 P.M.) - $35+

5. Please be sure your advisor is added to your organization’s SharkHub roster. This allows them to be automatically added on all Event Request submissions as a voting reviewer.

6. Open flames of any kind are not This includes, but is not limited to, candles, lighters, sternos, etc. Charges may apply if this policy is violated.

7. Must comply with all applicable laws, regulations, ordinances, and codes with respect to use and occupancy of reserved space. Must also comply with all applicable NSU policies and procedures.

Undergraduate Registered Student Organizations wishing to host events off-campus must provide a list of expected attendees to the Office of Campus Life & Student Engagement (typically obtained directly through SharkHub). This includes their names, NSU email address, and N#'s. If additional approval is needed, expressed approval by the Director of Student Engagement or a designee may be required. The organization must meet with the Director of Campus Life and Student Engagement to assess risk and fill out waivers associated with the trip. If approved, all campus polices will be in effect for the off campus location and a full time staff member must be present for the entirety of the event. Any off-campus event must be registered via SharkHub under your organizational portal at least 10 business days before the day of your event.

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 Campus Life and Student Engagement for a waiver template. 

Any registered student organization under the Office of Campus Life and Student Engagement that is sponsoring student travel to conferences, presentations, etc. must register any and all student travel with the Office of Campus Life and Student Engagement. All students traveling on behalf of a student organization, using University funds must complete and submit a travel request form prior to travel to the Student Activity Fee Accounts Office. Please send a copy of the travel release and copy of valid photo ID for traveling to studente@nova.edu after form submission.

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 the Student Activity Fee Accounts Office Manual. 

Advisors must approve all event/room reservation submission forms via SharkHub. The advisor must create a SharkHub account using their NSU credentials in order to approve event requests and room reservation requests. Please note that if the advisor does not approve the event/room reservation requests in a timely matter, the organization may be hindered as the event/meeting will not be fully approved until the advisors reviews the event overall. This can/will hinder the minimum 10 business day rule policy. 

When inviting any companies onto campus, student organizations must request $1 million liability insurance from the company that specifically indemnifies Nova Southeastern University as the additionally insured. This document is called the "Certificate of Insurance" (COI).  For food vendors, they must also provide a copy of their current food license. All documents must be turned into the Office of Campus Life and Student Engagement at least 10 business days prior to the event taking place.

All external vendors, organizations, and/or guests attending the meeting/event must be approved by Facilities Department, Legal Department, and Business Services. A Certificate of Liability Insurance will be needed for all external vendors, organizations, and/or guests in attendance.

• At the time of submitting your SharkHub Event Request, please provide the name(s), phone number(s), and email address(es) of the external guests.
• Giving permission/subletting the room or space or using the space for anything other than the approved purpose is not permitted.

Students may appeal the decision of Campus Life and Student Engagement Office by submitting in writing 24 hours following the decision to the Assistant Dean of Student Engagement.

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 Campus Life and Student Engagement, Facilities Management, or designee.

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

https://www.nova.edu/facilities/leasing/index.html

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 Campus Life and Student Engagement or designee has the right to determine whether or not a particular solicitation meets the criteria set forth above.  In addition, the Director of Campus Life and Student Engagement 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 – 2 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 Campus Life and Student Engagement or designee. 
• 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 Campus Life and Student Engagement 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 Campus Life and Student Engagement or designee. The Director of Campus Life and Student Engagements 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 Campus Life and Student Engagement staff two weeks prior to their event to discuss final logistics. 

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 movie is available from Mako TV.

*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 Campus Life and Student Engagement via Sharkhub at least 10 business days prior to the commencement of the fundraiser and must be approved prior to the start of the fundraiser.

An undergraduate registered student organization can register their fundraiser by completing an event submission form via SharkHub. It must also be approved by the Student Activity Fee Accounts Office via SharkHub. 

Credit card terminals can be rented from the Student Activity Fee Accounts Office. Any further questions regarding this should be directed to the Student Activity Fee Accounts Office. 

• 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 Campus Life and Student Engagement with a current Food License
• Student groups may bring in an outside catering for under $1000 without a first right of refusal from Chartwells with the exception of the Flight Deck and surrounding area of the venue.

Food Policies:

• No food or beverages are permitted in the Performance & Visual Arts Theater (PVA), the Rose & Alfred Miniaci Performing Arts Theater, the Knight Auditorium, and computer labs.
• No outside food is permitted in the Flight Deck Pub and surrounding area. NSU Catering is the exclusive provider of all catered food services in this area and can be reached at 954-262-5302.
• For food in other areas of the campus, please refer to policy 1.7 in the Student Activity Fee Manual.

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 Campus Life and Student Engagement 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 University 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 and Campus Life and Student Engagement. 
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 Campus Life and Student Engagement and a NSU Shark Dining designee. 
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 and NSU Shark Dining. No other alcohol is permitted.
7. The Director of Campus Life and Student Engagement 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 Campus Life and Student Engagement 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.