Section 3. Programming Policies
2012-2013 student guide
**This section is currently under construction. For the most up to date programming policies, please visit Student Programs Office**
The Student Programs Office (SPO) provides programming and leadership advisement for student clubs and organizations. The office is committed to providing opportunities for students to integrate the intellectual, social, and spiritual aspects of their collegiate experience. The office establishes policies and procedures for student clubs and organizations regarding event planning, meeting and event space allocation, use of facilities, club registration, postings and publicity, and financial guidelines. Additional information is available at www.bc.edu/spo.
All contracts for student-sponsored events must be signed by an associate or assistant dean of the Student Programs Office a minimum of one month prior to the event date. The policy includes any contract for goods, entertainment, or services. An SPO associate or assistant dean must be consulted prior to any verbal or written commitment by the sponsoring organization. SPO provides performance contracts for productions as needed. Contracts signed by students will not be considered binding by the University.
Boston College supports the development of learning opportunities for students that expand knowledge through experiential learning, promote the intellectual, social, and spiritual formation of students, and enhance the Jesuit, Catholic mission of the University. It encourages registered student groups to organize programs and events that pursue these goals. The principles and procedures outlined here are intended to assure that careful planning will result in programs that contribute to the common good of the University community and achieve the sponsoring organization's aims.
Role of Student Programs Office
The Student Programs Office (SPO) offers event advising and assistance to undergraduate students in approximately 135 registered clubs and organizations. The office facilitates policies, procedures, and consultative arrangements that help guide students in event planning, space reservation, audience development, public relations, and finances. The office's goal is to encourage and assist student leaders to develop and manage successful events that facilitate learning and enhances their lives as students, as contributors to the University community, and as public citizens.
Additional information on the office is available at www.bc.edu/spo.
Role of Student Clubs and Organizations
- Boston College student clubs and organizations, as well as their officers and members, are required to abide by local, state, and federal laws, and by University policies, procedures, and community standards.
- In the course of planning an event, student groups are encouraged to seek guidance from their adviser and, where appropriate, to consult with faculty and academic units. However, even with such involvement by advisers, faculty, or academic units, the final approval for or cancellation of events proposed and conducted by student groups rests with the Student Programs Office.
- Student groups may seek funding support and help in audience development for events from other student clubs and organizations.
- While student clubs and organizations may not seek funding support from academic units, they may seek support in the form of special expertise, helping with audience development, and mentoring.
- The approval and authorization process for student leaders is outlined on the Program Authorization Worksheet, which can be obtained from SPO. Approval deadlines are as follows:
- Requests for permission to hold an event must be reviewed by the SPO advising dean prior to booking space, arranging for presenters, or engaging in advertising or promotion.
- Upon approval of the SPO advising dean, students are advised to seek University space at least 30 days in advance of the planned date to be sure that appropriate facilities will be available.
- The final SPO approvals must be completed a minimum of one week prior to the planned date.
- Under special circumstances, a request for an event may be submitted on shorter notice with the permission of SPO.
- Should it turn out that reserved facilities will not be used, students are required to advise SPO immediately so that the space can be used by other community members. Space at Boston College is at a premium, and failure to give such notice may result in a future denial of space reservation privileges.
- Contracts relating to student-sponsored events must be signed by the club's advising dean within SPO. Contracts may be for goods, entertainment, or services. No verbal or written commitment should be made by a student leader prior to consultation with their SPO advising dean. Only contracts signed by a SPO dean will be held binding by the University. SPO deans will provide sample performance contracts, if needed, and will offer advice on contract development.
- Student events may be scheduled on weekends or on weekdays when classes are in session. Events may not be scheduled during study days, exam periods, or Senior Week. Events that take place Sunday through Thursday must conclude by midnight. Events that take place on Friday and Saturday must conclude by 1 a.m. unless authorized by the SPO deans to end later.
- Food service for spaces controlled by Boston College Dining Services must be provided by Boston College Dining Services (through the Bureau of Conferences) unless special arrangements have been authorized by SPO. Students should be aware that the Bureau of Conferences (BOC) requires a minimum of three weeks for food service. All food service orders must be confirmed with BOC three days prior to an event.
- Events planned by BC student clubs and organizations should offer attendance priority to members of the BC community, with invited guests attending if additional space is available.
- Depending on the type or size of a student event, the Chief of the Boston College Police Department or other university officials may require that a student organization arrange for and provide funding for the hiring of a Boston College Police officer or security detail.
Please go to the Registered Student Organizations (RSO) website for information on the following topics:
- Posting Policy for Student Organizations
- Space Reservation Policy for Student Organizations
- Event Planning
Procedures for Prominent Events
A prominent event is one likely to attract large numbers of non-University attendees and/or significant public attention.
Student clubs and organizations holding such an event will need to pay particular attention to issues of safety, security, and logistics for such matters as parking, crowd accommodation, and media.
Plans for such an event should be brought to the attention of SPO at least 45 days prior to the proposed date. Consultations with SPO must take place prior to extending an invitation to speakers or performers, reserving space, or advertising/promoting the event.
The Director of SPO may also independently determine that an event should be deemed "prominent" and organized and conducted with appropriate care.
The Director of SPO is authorized to determine whether a prominent event will be approved for scheduling. Such determination will be based on considerations regarding safety, crowd accommodation, and the potential value of the event for students and the Boston College community.
Following approval of a prominent event by the Director of SPO, the sponsoring organization may be required to appoint a representative who will work on logistics with an advising dean, Boston College Police Department, Office of News and Public Affairs, Bureau of Conferences, co-sponsors and club advisor, and other offices and departments as deemed necessary by SPO.
SPO may require that prominent events only be advertised to, and open to, members of the Boston College campus community.
Members of the Boston College community will be authorized to set up information tables when contact (e.g., petitions, sign-up sheets) with the University community is needed. Registered clubs and organizations, faculty, and administrators should visit or call SPO (Maloney Hall, Suite 242, 617-552-3480) to book a table. A minimum of one month's advance notice is recommended due to limited space availability. Organizations may reserve a table a maximum six times per semester. Tables are assigned on a first-come, first-served basis.
If approved, the table may be staffed from 10 a.m. to 4 p.m. in the McElroy Lobby. Please do not set up the table in front of the newspaper and information distribution bins. On the day of the reservation, "check in" at the Bookstore Customer Service Desk to receive a table. A Boston College ID will be collected and returned at the end of the day provided that the table is returned to the Bookstore. Information tables should have a sign identifying the sponsoring group.
The Student Programs Office assists student leaders with the planning and coordination of events and functions. University offices and non-University groups should contact the Bureau of Conferences for room reservations.
All events or programs sponsored by student organizations must be consistent with the values and principles espoused by Boston College as a Jesuit and Catholic University.
Any student organization registered by SPO, the Office of the Dean of Students, or Campus Ministry that wishes to reserve space for meetings or functions should refer to the event planning and space reservation information at RSO Resources. The officer will receive an email confirming or denying the space request. Requests should be submitted well in advance of the time periods recommended below.
Requests for meeting space should be submitted at least two weeks prior to the date of the event. NOTE: Space is allotted on a first-come, first-served basis within the priorities stated in the "University Policy" section.
When planning an event that requires the coordination of University services or rentals such as chairs, tables, platforms, food service, audiovisual equipment, or security, requests for space should be submitted at least three to four weeks in advance.
Once the space is approved, the student club officer should meet with an SPO advising dean to receive the Program Authorization Worksheet. The student club officer must then set up meetings with the necessary offices that will assist in planning the details (such as arranging for services) and budgeting. Additional advance planning will be required for large-scale events.
Boston College upholds the laws of Massachusetts, which prohibit use of alcohol by persons under 21 years of age. Therefore, an alcohol authorization must be obtained before serving alcohol at any event. Contact SPO for additional information about alcohol authorizations; also see "Student Social Functions Involving Alcohol" in Section 4. Community Standards and Policies.
All food service is provided by Boston College Dining Services unless special arrangements are authorized by SPO. Applicants should arrange food service with the Bureau of Conferences (BOC) at least three weeks prior to the event. A guaranteed number of meals must be submitted to BOC three business days prior to the event.
A Boston College Police officer or detail may be required depending on the event type or size.
An event not limited to the Boston College community constitutes an event open to the general public and is subject to special limitations. Consult with SPO before planning such an event. If the event is approved, SPO must also give prior approval for any advertising directed to the general public. Failure to comply with either requirement may result in the loss of privileges.
There is no charge for a cancellation except where expenses have been incurred for special layouts or procurement of equipment. However, full utilization of Boston College facilities requires that every effort be made to notify SPO as soon as it is known that a facility will not be used. Willful failure to cancel a reservation may result in a future denial of space and the loss of privileges.
Boston College is an academic institution dedicated to the principles of higher learning. Within the rules and regulations set out below, any person seeking to use the space and facilities of Boston College will be awarded that right to be exercised for purposes conducive to the life of an academic institution. Utilization of the resources of Boston College requires that all persons applying for use of the facilities understand and comply with the basic requirement of respect for the right of the whole community to have the facilities maintained for everyone to use.
Priority in reserving space will be given to applications in order of their relationship to the academic function of the University. Therefore, space will be assigned first to applications for University-wide events such as Convocations and University Orientations. Second priority will be given to official Boston College student, faculty, and administrative organizations. Third priority will be given to events sponsored by a school within the University. Applications sponsored by groups not affiliated with the University will be considered for space allocation only upon application in writing to the Boston College Bureau of Conferences.
No grant or overhead fee for the use of facilities will be charged for a registered University student activity. However, by signing an application, the individual signing and the group he or she represents agree to pay any expenses incurred by the University. The types of non-routine expenses that will be charged are: additional custodial expenses required to open buildings normally closed on nights and weekends; overtime necessitated by an event; equipment or services not customarily supplied by the University; additional security personnel; any special clean-up necessitated by the event; and any property damage caused by the event.
The individuals and the sponsoring organization using a University facility are responsible for leaving it in a neat and orderly state. If any part of the facility is rearranged for the event, it is the group's responsibility to return the facility to its normal arrangement at the end of the event, except where a request has been filed for a special layout on the Program Authorization Worksheet and approved by SPO.
Boston College students interested in establishing a club while at the University are encouraged to do so provided the club and its purpose promote the personal development of students and are consistent with the values and principles espoused by Boston College as a Jesuit and Catholic University. The registration process for new clubs is facilitated by an assistant dean for student programs.
Benefits offered by the University to registered clubs include: use of University facilities; eligibility to apply for funding from University student activity fees; use of student organization office space when available; use of the Boston College name; budgetary administrative support through the University financial accounting system; publicity in on-campus media; administrative consultation and advice on programs and projects; and participation in Student Activities Day.
The first step in the process of applying for club registration is to attend a new club information session, where the registration process is discussed in great depth and all necessary information is provided. The sessions are held in the SPO office, Maloney Hall, Suite 242, during the fall and winter semesters. For the 2009-2010 academic year, new club information sessions will be held from September 21 through October 30, 2009, and from January 25 through March 12, 2010. Please call SPO at 617-552-3480 for the dates of upcoming new club information sessions. Only freshmen, sophomores, and first semester juniors are eligible to start a new club.
SPO encourages responsible student programs of all kinds that are in keeping with the goals and traditions of Boston College. As a private institution of higher education informed by the high ideals of Jesuit education, Boston College reserves the right to refuse to register clubs that are not compatible with its educational goals or institutional tradition.
Boston College student clubs and organizations, as well as their officers and members, are expected to abide by all University policies, procedures, and community standards and all local, state, and federal laws. Violations will be referred to the Student Programs Office and the Office of the Dean of Students for review and, if appropriate, adjudication.
Source: Robsham Theater Arts Center
Ticket booth operations are located in the Robsham Theater Arts Center. The ticket booth provides a central distribution point for all tickets for events that are not Athletic Department activities, and offers accurate, safe, and reliable record keeping procedures. For ticket booth hours and additional information, see www.bc.edu/robshaminfo or contact Robsham Theater at 617-552-4002.
For information about ticket sales procedures for registered student organizations, see the Student Programs Office website at www.bc.edu/spo, or contact the Student Programs Office at 617-552-3480 or the Student Affairs Business Service Center at 617-552-1586.