1. The RSO Advisor must contact the SUM staff (859-572-5760) to request and reserve the space.  Once the room has been reserved, the RSO must complete a Late Night Event Registration Form, with signatures from UP, OSE, FSA and SUM. This form must be entirely completed and returned to the SUM four weeks prior to the event date. 
2. Each RSO scheduling an event will be required to pay a flat rate fee of $100.00 for room rental.  If the fee is not paid within three weeks of the event date the RSO may loose room reservation privileges.
3. Student Organization Fee Policy - In order to support our student body, discounted fees may be established for student organizations. These discounted fees may be tiered to differentiate between the different types of student events such as those events which are held for no charge, those events held which charge fees intended to cover direct costs, and those events held which charge fees exceeding direct costs. In addition, student organizations holding after-hours events will be charged the appropriate additional direct costs of the event which result from keeping the facility open longer than standard operating hours. In order for an event to be considered a student event, the event must be predominately attended by university faculty, staff, students, parents, prospective students, prospective staff, alumni, major donors, and others normally considered a part of the university community. Any waiver of the approved rate fee must be approved by the appropriate Dean or Director or higher level position
4. Once reservations are submitted and approved, SUM and CSE will assign an EM to the event.  The EM will be a faculty or staff member that will assist the RSO in coordinating the event. Late night events are only permitted on Friday or Saturday evenings and scheduled to end no later than 2:00am.  Only one late night event per weekend is permitted. Late night events may not be held on consecutive weekends.  RSO’s are permitted to sponsor one late night event each semester (fall and spring semester only). Any exception to this policy must be approved by the CSE, UP and SUM.
5. Late night events cannot be scheduled until student organization requesting the event is registered with the CSE.

The RSO sponsoring the event must designate a student contact person for their group.  The contact person is responsible for overseeing the operation of their RSO’s event and submitting all paperwork to the SUM. The primary contact person should also be serving as a student monitor for this event and attend all training and pre-event meetings.  Any problems that arise should be reported to the UP, EM, and FSA as soon as possible.

1. Cancellations must be made in writing to SUM and UP 72 hours prior to the scheduled date of the event. Events that are scheduled on Friday evening must be cancelled by Tuesday at 4:30pm and Saturday evening events must be cancelled by Wednesday at 4:30pm.  If the RSO fails to notify SUM and UP of a cancellation, the student organization will lose its privilege for holding events for the remainder of the semester and be assessed charges for two hours of  police service (approximately $250), $100 for the room rental fee.  The charges will be placed on the RSO account.  The RSO officers can be held accountable for delinquent charges associated with an organization’s account.
2. If an event is cancelled and another student group requests to take their date, the 4 week minimum notice for scheduling events still applies.  Exception to this policy must be approved by CSE and SUM.
3. SUM will consider acts of God and/or inclement weather in the enforcement of the cancellation provisions.

1. It is the responsibility of the RSO to obtain signature approval from UP on the Student Organization Late Night Event Registration Form.
2. UP are present for law enforcement purposes only and will also be responsible for metal detection on all event participants.
3. Members of the RSO are expected to assist in preventing a crowd from gathering at the entrance door.
4. University employees have the right to refuse admission to or remove from the event anyone who is disruptive, intoxicated, disorderly, or jeopardizes public safety (a sign will be posted at the event entrance stating this policy).  This includes the right to terminate the event.
5. UP, SUM, FSA, EM, and student organization leadership will jointly determine whether an event must be terminated.  It will be the responsibility of the student organization leadership including the SM and FSA to announce the decision if the event must be cancelled.
6. RSO is responsible for selecting four Northern Kentucky students to serve as monitors at the event.  These individuals will be responsible for helping monitor event policy violations and will immediately report such observations of disorderly or suspicious conduct to the FSA, EM and/or UP in attendance.  EM, SM and FSA are not intended to replace or act in the capacity of UP.  At least one SM must be present at the entrance at all times.  SM must be identifiable by wearing a shirt and/or nametag.  At the conclusion of the event, SM must assist UP, FSA, EM and SUM representative in assuring the smooth exit of all patrons from the facility and the immediate premises.
7. EM, FSA, SM, and SUM representative are required to meet with UP 30 minutes prior to the start of the event to review safety and security procedures.
8. Paddles, canes, bottles or beverages of any kind and step shows are prohibited at the event.
9. All students attending the event as well as students representing the student organization sponsoring the event are required to wear wrist bands that will be provided by the SUM.

1. Event admission requirements are as follows:
   1. All event participants must sign the registration list (sign-in sheet) and complete all requested information.
   2. NKU students must present their current NKU student picture ID to be admitted.  NKU students will not be permitted to enter the event without a valid student ID.
   3. Guest Policy
      1. Only NKU students may bring guests.
      2. Guests must be age 18 or older.  A non NKU student who attends an institution of higher education must present a valid student ID from the college they attend.
      3. All non college students must present a valid driver’s license or other official photo ID and must be accompanied by an NKU student.  A copy of the ID will be taken. 
      4. NKU students are responsible for the behavior of their guests.  Any violation of the Student Code of Student Rights and Responsibilities by guests will be adjudicated against the NKU student. 
2. The Event Registration List (sign-in sheet) must be completed with the information below by the FSA and the NKU student and guest must sign the form.  This form must be submitted to the EM at the conclusion of the event.  The Event Registration List must include:
   1. NKU student’s full name, student ID Number (last 8 digits)
   2. Guest’s full name, address, type of ID (driver’s license or college ID) and name of NKU student sponsor
      1. A series of checkpoints will be developed leading from the second floor of the University Center to the entrance of the UC Ballroom. If event is located in another facility, the checkpoint will be established in accordance to the facility entrance.
      2. At the entrance an ID must be shown and the sign-in sheet completed. No ID, no admittance. The student or guest will then proceed to the metal detectors. Once through the metal detectors the student or guests will proceed to the wristband station. NKU students must accompany their guest(s) when they are admitted to the event. 
      3. The RSO should provide a list of any person who is NOT permitted into the event to the FSA on the night of the event.

1. Event attendance in the UC Ballroom cannot exceed 220 person capacity limits.  The capacity limit includes event participants, members of the student organization hosting the event, volunteers and university officials.  It is the responsibility of the RSO to make sure these facilities do not exceed capacity.  If the 220 person capacity has been reached and patrons start leaving the event, UP and the EM must approve additional participants being admitted.  Individuals leaving must have their wrist bands removed by the FSA before additional patrons are allowed to enter.
2. If any other University approved facility is used other than the UC Ballroom, the room capacity will be determined accordingly by EM.
3. Events will end no later than 2:00am.  The last song of the night will be announced at 1:45am.
4. The event will close off admission at 1:00am.
5. Once an event attendee leaves the building for any reason they cannot reenter the event.  The policy is no reentry into the facility or event.

RSO must have their registered NKU FSA sign the Event Registration Form and be in attendance at all late night events.  If the FSA cannot attend the event, the RSO must notify the OSE and SUM in writing of their replacement at least four weeks prior to the event when submitting the event registration form.  The faculty/staff replacement must be approved by the Director of the Student Union.

1. FSA or an approved faculty/staff representative must attend the pre-event meeting one week prior to the event.  The on-site event management responsibilities of the FSA will include the following:
   1. Assist with completion of paperwork 4 weeks prior to event, sign-off on registration forms, and identify a faculty/staff replacement to serve as advisor if unable to attend event.
   2. Attend the pre-event meeting 1 week prior to event and ensure all contact information is submitted for self and SM.
   3. Attendance 30 minutes prior to the start of the event and until all participants has left the premises following the dance.
   4. The dance will not take place until the FSA or approved representative has checked-in with the EM.  If the FSA or approved faculty/staff representative leaves early, the event will immediately be terminated.
   5. Coordinate and supervise SM and all student organization members attending the event.
   6. Ensure that all participant information is filled out on the event registration list (sign-in sheet), that all participants have signed the event registration list and receive a wrist band when entering the event.
   7. Assist in supervising the event which includes: periodic monitoring of the event participants, enforcement of all University policies and procedures and enforcement of capacity requirements.
   8. Serve as a liaison between the RSO, SUM, EM, OSE and UP.
   9. Assist UP, SM, EM and SUM representative at the end of the event to assure the smooth exit of all patrons and the immediate premises.
   10. Submit completed event registration list (sign-in sheet) and facility checklist at the end of the event to the SUM.
   11. Coordinate the collection and deposit of money with designated student organization officer.

1. Complete a facility check list with SUM 30 minutes prior to the start of the event and immediately following event to check for any property damage.
2. Assist SUM with set-up and clean-up at the conclusion of the event.

All food prepared and/or served in campus dining facilities, public food serving areas, conference facilities and all other building and grounds shall be under the control of the University Dining Services: Chartwells at Northern Kentucky University.  For further details and exceptions please contact Business Operations & Auxiliary Services for questions, forms and clarification. 

All events programmed under these standards must also conform to other University regulations (i.e. Student Code of Rights and Responsibilities) which may be more restrictive than these guidelines. Users of any NKU facilities are always subject to safety restrictions dictated by University officials in attendance.

1. The RSO agrees that all guests of the RSO and participants in any RSO event or activity are under the direct and complete control of the RSO, and therefore the RSO is liable for all damages resulting from participants and/or attendees utilization of NKU’s facilities and/or equipment.  The RSO agrees to reimburse NKU for all damages to facilities and/or equipment and to indemnify and hold harmless NKU, its officers, agents and employees against all claims of loss, injury or damage to persons or property arising out of the RSO event or activity or the preparation for the same.  NKU shall not be liable for the loss of or damage to any property of the RSO and participants or attendees of the RSO event or activity which has been placed on the NKU’s premises.
2. RSO’s are encouraged to obtain liability insurance for the RSO or group, or be covered under a liability policy provided by a larger sponsoring group (i.e. national fraternities/sororities, etc.)  Advisors, event supervisors and RSO members should be covered under the RSO’s insurance plan or carry individual insurance.
3. RSO leaders and members should educate themselves about legal liability and other consequences regarding alcohol consumption and accidents resulting in personal injury or death.

Student groups and organizations may be held accountable to both civil authorities and to the University for infractions of these standards.  Officers and members of RSO and other students found responsible for not following these standards are subject to University discipline proceeding regardless of the tendency of any criminal or civil proceedings, or of any other University proceeding, regarding the same conduct.  In addition, failure to comply with these dance policies can result in the sponsoring student organization losing its privilege to use the facility for future group related events.

• Printable Student Organization Dance Registration Form
• Dance Cancellation Form