Events Support Policy

Policy Number: #400

Responsible Executive(s):

  • Senior Vice President and CFO

Responsible Office(s):

  • Physical Plant

Date Adopted: 05-01-2014

Date Revised: 01-01-2021

A. Purpose

The purpose of this policy is to delineate differing types of events, fiscal responsibilities, support request protocols, and responsibilities of departments sponsoring events.

B. Scope

The primary mission of the Regis University Physical Plant Department is to properly maintain the Lowell Campus buildings and grounds and to oversee any alterations or improvements to those facilities. In the spirit of the University’s mission of service to others, the Physical Plant Department also provides support to other University departments for setting up and tearing down furniture, equipment, stages, and sets for events held on the Lowell Campus. The Physical Plant also assists the sponsoring or coordinating department with managing the oversight of contracted agencies in setting up and tearing down temporary facilities (e.g. tents, stages) for Lowell Campus events and arranging for special cleaning services related to events, as required.

C. Definitions

Event Categories

  1. Official University Events are non-profit, mission-related, University department events and events sponsored through mission affiliated groups who are invited to meet on the Lowell Campus by a University Department (e.g., Catholic organizations, professional association to which the University belongs, academic societies). All such events are scheduled through the Events Services Office. Examples of such events include:
    • Commencements (regardless of location)
    • Mass of the Holy Spirit
    • Lights, Lessons, and Carols
    • Holy Week Events
    • Institute on the Common Good, Major Speakers
    • Board of Trustees Events
    • Alumni Activities
    • Major Student Events (e.g., Orientations, Parent’s Weekend, Ranger Days)
    • Special Public Affairs Events (e.g., PeaceJam, Vietnam Wall)
    • 9 News Health Fair
    • Jesuit and Jesuit Association Meetings and Conferences
    • President’s Christmas Party
    • Career Services Job Fair; Health Professions Career Fair
    • Faculty and Staff Recognition and Awards Programs
  2. University Business Related Events are revenue generating events not directly related to the University’s core mission of educating leaders in service of others that are sponsored by or through a University Department. Such events normally must be net positive contributors to the University, which means that revenues exceed related expenses. Unless a request has been made to the University Budget Committee, and advanced approval secured, the University will not subsidize these types of events. Such events are scheduled through the Office of Events Services. Examples of such events include:
    • Coaches Sport Camps
    • Regis College Summer School Special Camps (e.g., Technology camp)

    Normally, the Events Services Office and sponsoring department staffs provide the support needs of most of these events. When requested by the sponsoring department or Events Services Office, Physical Plant staff will be assigned to assist. When the scope of the event exceeds the capacity of Physical Plant resources, the sponsoring department will be responsible for outsourced contracted labor. The department sponsoring the event must have a representative attend the weekly Regis Events Meeting (REM) a minimum of four weeks preceding the event to assure coordination of support services.

  3. Private Events are those scheduled by faculty, staff, students, or alumni for personal purposes (e.g., weddings, reunions) or for individual business ventures. They also include external groups hosting conferences, meetings, or activities that are not sponsored by a University department. For external groups, such events normally must be net positive contributors to the University, which means that revenues exceed related expenses. Unless a request has been made to the University Budget Committee, and advanced approval secured, the University will not subsidize these types of events. Such events are scheduled through Event Services.

    Physical Plant staff is assigned to support such events at the request of Event Services. The individual sponsoring the event must attend weekly REM meetings a minimum of four weeks preceding the scheduled event. The CFO may authorize the waiver of room charges for events in the private and University-related categories.

D. Policy

Physical Plant Support Request

To ensure scheduling of appropriate staff, a request for event support must be submitted by the sponsoring department or Events Services at least four weeks prior to the event to the Physical Plant through the current work order system. Regularly scheduled annual events must be coordinated with the Physical Plant controlled and deferred maintenance schedule. Work orders should include a clear description of the general support services needed as well as any specific modifications to the environment (e.g., tent set-up, need for additional power, sprinkler system shut-down, and blind removal). Note: Due to limitations on power availability and irrigation issues, temporary facilities on the Boettcher Commons are restricted to locations. For more information, contact Physical Plant.

Fiscal Responsibilities

  • For Official University Events, there is no charge to a sponsoring department for support provided by Physical Plant staff. Overtime for Physical Plant staff, as well as other University staff, necessary to support Official University Events will be charged to the University general fund rather than to individual departments. Expanded cleaning services for such events are normally anticipated in the annual service contract with the University and are not charged to the sponsoring department.
  • For University Business Related or Private Events, a standard hourly rate for Physical Plant staff support, established annually by Physical Plant, is charged to the sponsoring department (Events Services for external groups or private individuals). This cost should be built into the event budget by the sponsoring department. In addition, contracted cleaning service charges incurred as a result of protective coverings on the Fieldhouse or Ranger Dome floors will be billed to the sponsoring department. The budget number for such charges must be submitted to the Physical Plant with the work order.
  • Sponsoring departments of all events, regardless of category, are charged for equipment rentals, contracted services, infrastructure alterations, replacement or repair of damage to property resulting from that event, and charges incurred as a result of the sponsoring department’s failure to honor the responsibilities delineated below.

Responsibilities of Event Sponsors

  • Event sponsors normally arrange for media needs through the Media Services. In such cases, equipment is set-up and torn down by Media Services staff. If the sponsor contracts with an external agency for media services, the sponsor is responsible for removal of the media equipment immediately following the event.
  • Event sponsors normally have events catered through the University’s food service contractor, Bon Appetit. In such cases, the food service provider is responsible for catering clean-up immediately following the event, including all trash removal. If the sponsor uses an outside caterer, the sponsor is responsible for catering clean-up immediately following the event. An outside caterer must remove all trash from campus and may not use campus refuse dumpsters.
  • For all events involving 50 or more participants, the Physical Plant, in cooperation with the sponsoring department, arranges for rental of tables, chairs, and other equipment through an external agency. For events of 50 or fewer participants, the sponsoring department may make such arrangements independently. In such cases, the sponsoring department is responsible for removing such equipment immediately following the event.
  • Sponsors are responsible for re-setting rooms if the original setup has been changed. (Often, the original setup will be needed by another group immediately following an event.)
  • Sponsors are responsible for removing decorations, meeting materials, and related promotional materials and for placing all trash in proper receptacles immediately following an event.

This policy pertains to the Lowell Campus only. A discovery process for the satellite campuses is beginning and will be attached as an addendum to this policy.