Campus Life Policies

Campus-Based Organizations:

All student organizations, academic and departmental offices, and individual faculty and staff who wish to advertise sanctioned events and programs on the Fredonia campus must obtain a posting stamp for their poster/flyer from the Campus Life Office before it is hung. With the exception of the promotion of alcohol, where a strict campus policy is enforced, it is not the intent or responsibility of the Campus Life staff to censor information, but to verify that the poster/flyer promotes a legitimate campus event. Campus event posters/flyers that receive the "Approved for Posting" stamp may be posted on any designated campus bulletin board. In order to allow space for groups to advertise their events, the college asks that promotions are limited to one flyer/poster per bulletin board. Posters and flyers should not be posted in a manner that covers or obstructs another organization's promotion.

Posters may not be displayed on faculty or staff office bulletin boards or next to resident assistant rooms without the permission of the faculty or staff member. Posters are not permitted on doors, windows, and walkways, in or on elevators, indoor cement columns that don't have bulletin boards, floors, signposts, parked cars, bus shelters, vending machines, or building exteriors. In addition, posters may not be posted on bulletin boards next to classroom entrances. These boards are intended for use by the instructors to post pertinent class information. The chalking or painting of sidewalks or cement columns is also prohibited.

All posters/flyers are to be in direct proportion to the bulletin boards and at no time exceed 19" x 32." Posters may be displayed for a maximum of two weeks prior to the event. It is the responsibility of event organizers to remove the posters immediately after the event has concluded. Both stipulations are intended to provide equal advertising space to other event organizers.

Use of Social Media: The Campus Posting Policy also applies to all offical campus social media outlets and online event pages.   

All postings are required to have the following information: the sponsoring organization's name, the event title, the time, location and date of the event. Posters/flyers that do not include the relevant information will not be approved for posting. All Student Association - recognized organizations are required to indicate on their posters that their event is sponsored/funded by the Student Association.

Stickers: Organizations are stricly prohibited from placing stickers on or in buildings, walkways, doors, stairways, railing, on any Fredonia property to promote events or specific organizations.

Business and other Commercial Enterprises:

Business and commercial vendors are permitted to advertise on campus, but with the following restrictions:

  1. All business and commercial postings will be limited to the general "open bulletin boards" in McEwen Hall.
  2. Business and commercial posters/flyers must receive the approval of, and receive an "Approved for Posting" stamp from the Campus Life office.
  3. Landlords wishing to rent their facilities to students are also required to include their name, address and phone number on the poster/flyer.
  4. Individuals looking to sell personal items such as cars, computers or other merchandise must list the seller's name and phone number on the poster/flyers.

Offensive Posters:

Persons taking offense to the language or nature of any poster, flyer or banner are encouraged to contact the event organizers. The Campus Life Office does not accept responsibility for any poster/flyer content that may be considered offensive.

Violations:

Violators of any of these guidelines, including the use of fraudulent approval stamps, will be referred to the campus judicial system for review

The Multipurpose Room:

  • Reservations must be made in advance with the Campus Life Office.
  • Event worksheets must be completed and submitted two weeks before the event date.
  • You cannot hold any singular event for more than three consecutive days in a row.
  • Event bookings will take priority over practices in the MPR. Campus Life will ensure that an alternate space is reserved if the practice is moved.
  • Food preparation and serving is the responsibility of the FSA. The FSA holds the catering license and is certified by the Chautauqua County Health Department. Therefore, outside caterers may be approved by FSA, but must be supervised by the FSA staff during the event. Please pick up and throw away any food, wrappers, or other trash into the waste baskets. If trash cans are filled to the brim, please set the trash can outside of the room if there are others that will be using the room. Fines will be assessed for all clean ups, starting at $75.
  • Decorations: All decorations must be approved in advance by the Campus Life Staff and indicated on the event worksheet.  Please note: Student Managers and weekend desk attendants do not have the authority to approve decorations.  It is, therefore, vital that you discuss your plans with the Campus Life staff at the time you complete the setup form.
  • No glitter, thumbtacks, nails, paint, duct tape, or masking tape may be used on the walls or areas of the MPR.
  • Candles are not permitted unless supervised by FSA.
  • Banners and streamers must be approved two weeks in advance by the Campus Life staff.
  • Sound system: The sound system may be used for announcements, lectures, banquets, movies, TV, and for a-capella and performances. The sound system cannot be used to reinforce bands. All adjustments to the sound system will be made by the Campus Life staff, only.

Conference Rooms and Classrooms:

  • Reservations must be made in advance with the Campus Life Office.
  • Moving of furniture: In the event that furniture needs to be rearranged, it is expected that it will be put back in the way it was found. Failure to reset the room will result in a fee, beginning at $25.
  • Decorations: No glitter, thumbtacks, nails, paint, duct tape, or masking tape may be used on the walls or areas of the conference rooms.
  • No candles or open flames are permitted.  Evidence of wax in the room will result in the loss of campus facilities privileges. Battery operated candles are encouraged if illumination is needed.
  • White boards: White board markers are available for sign-out in the Campus Life Office. Please do not use markers that are not designated as white board markers as they will ruin the white boards.
  • Use of window covers must be approved by the Campus Life staff.
  • Food: Please pick up and throw away any food, wrappers, or other trash into the waste baskets. If trash cans are filled to the brim, please set the trash can outside the door if there are others that will be using the room. Fines will be assessed for all clean ups, starting at $50.
  • Use of AV Equipment: Request for the use of AV equipment must be received at the time of the room reservation in the Campus Life Office.

Reason for Policy

The purpose of this policy is to establish criteria, standards, and guidelines to be used in scheduling outdoor events. This policy should ensure a safe and positive experience for all parties involved.

Policy Statement

Approval

SUNY Fredonia requires all student organizations, academic departments, faculty, and staff sponsoring an outdoor event to register the event with the Office of Campus Life. A completed Outdoor Event form must be completed and signatures secured from designated campus offices two weeks prior to the event.

A. Events Involving Demonstrations or Picketing:

The college catalog, under the section of “Rules and Regulations for Maintenance of Public Order on Campus” ensures the following:

4. Freedom of Speech and Assembly: Picketing and Demonstrations.

(a) No student, faculty, or other staff member or authorized visitor shall be subject to any limitation or penalty solely for the expression of his/her views, nor for having assembled with others for such purpose. Peaceful picketing and other orderly demonstrations in public areas of ground and building will not be interfered with. Those involved in picketing and demonstrations may not, however, engage in specific conduct in violation of the provisions of the Rules for Maintenance of Order.

(b) In order to afford maximum protection to the participants and to the institutional community, each state-operated institution of the State University shall promptly adopt and promulgate, and thereafter continue in effect as revised from time to time, procedures appropriate to such institution for the giving of reasonable advance notice to such institution of any planned assembly, picketing, or demonstration upon the grounds of such institution, its proposed locale and intended purpose; provided, however, that the giving of such notice shall not be made a condition precedent to any such assembly, picketing, or demonstration and provided, further, that this provision shall not supersede nor preclude the procedures in effect at such institution for obtaining permission to use the facilities thereof.”

SUNY Fredonia reserves the right to determine the appropriate time, place, and location for all demonstrations. In addition, the university reserves the right to have a police presence at the event should they deem it necessary. All decisions on time, place and location, and the presence of police will be at the discretion of the Vice President for Student Affairs, in conjunction with the Chief of University Police.

B. Designated Public Forum Areas

The University designates the following locations for public forums: The area around the clock tower, and the Dods Hall Grove Picnic area. Demonstrators are not permitted to impede students from walking to class or from crossing through these areas. There are no designated indoor areas for demonstrations unless approval is granted by the Vice President for Student Affairs.

C. Third Party Speakers

Any person or persons not associated with or employed by the University (i.e., student, faculty or staff of the University) who desire to use public forum areas to exercise their First Amendment Right to Free Speech will be assigned for their use by the University one of the designated public forum locations for third-party representatives for the purpose of exercising their free speech.

Third party representatives will complete a Third Party Forum application one week prior to their scheduled arrival. Applications received after 3 pm will be considered as having been received on the morning of the following day. The applicant assumes responsibility for proper and timely delivery of an application to the Office of Campus Life. The Campus Life Office, located in the Williams Center, is open Monday through Friday from 8:30 am to 5 pm during the academic year, and from 8:00 am to 4:00 pm, Monday through Friday during the summer, except for holidays.

The University shall review the application and respond to the applicant no later than the close of business on the fifth day.

If the application is completed fully and the appropriate signatures affixed, and the date and time, and a designated location are available for use, the University shall inform the applicant of its approval.

If the application is not complete and/or it is not signed, the University shall return the application to the applicant for completion. The one-week application time frame will commence once the application is received in the Campus Life Office.

If space is not available for the date and time requested, or if it falls within the restricted times, as defined in this policy statement, the University shall inform the applicant of the same and offer an alternative date and time.

The applicant/Third Party representative will:

Clean and remove any or all materials, posters, signs and banner that they may have brought to the forum. Failure to do so may result in fines and the denial of future event dates

Not be able to use megaphones or other sound reinforcement equipment to amplify their speech that they may have brought to campus. Likewise, the University is under no obligation to provide microphones or sound systems for use by third party representatives.

University reserves the right to terminate the demonstration or public forum in the event either the speaker or a member(s) of an audience engages in conduct that violates the SUNY Rules for the Maintenance of Public Order, adopted in accordance with Education Law Sections 6430 and 8 NYCRR 535, in order to secure the orderly and operation of the safety and welfare of the entire campus community.


Restricted days: The University has designated certain days during the academic calendar where the use of campus facilities, including outdoor locations, are reserved exclusively for campus-related activities. No third party events are permitted during these restricted days:

  • Opening Weekend for fall and spring semesters, dead week and exam week
  • During campus-wide celebrations such as, but not limited to, Homecoming, Family Weekends, and Commencement
  • All Admissions open houses
  • During Academic Convocations, statewide conferences, and University Foundations celebrations and dinners
  • During energy conservation shut down of academic, administrative and non-essential buildings as defined on its calendar and official website
  • Cancellation of the event may also be necessary during a campus-wide emergency incident

F. Performance Events

Small performance events that anticipate a crowd under 300 are permitted in such areas as the outdoor amphitheater, Dods Hall Picnic Grove, and the area between Gregory Hall and Grissom/Kasling Halls. Music must conclude at 9pm and not begin any earlier than 12 noon. The need for fencing in the event and the presence of University Police will be determined by the Chief of University Police and the Director of Campus Life.


Organizations wishing to produce larger performance event that anticipate an attendance of 500 or more people and the event involves a performance by a band or single performer, will be required to follow the Campus Policy for Large Performance Events and are limited to the Dods Hall Picnic Grove.  The Campus Policy for Large Performances can be found on the Campus Life website or by contacting the Campus Life Office. Gatherings of 800 or more will require the use of Crowd Managers. Please contact Environmental Health and Safety (673-3796) for additional information on the use of Crowd Managers.

G. Fairs and Festivals

Campus organizations or third party organizations wishing to hold fairs or festivals will be limited to the Dods Hall Grove, the areas between the Williams Center and the Residence Halls, open areas between Gregory Hall and Grissom Hall. Those wishing to use Athletic areas must seek permission from the Athletic Director or their designee. The use of other areas will be at the discretion of the University President or her designee. A completed Revocable Permit will also need to be completed prior to the event for all third-party organizations.

Selling of Merchandise

Fairs and festivals in which merchandise is sold are required to follow all New York State Guidelines for the collection of sales tax. Third-party vendors are required to show proof of their sales tax identification number prior to the event. It is the responsibility of the vendor to collect and to report all sales tax collected to New York State. Student organizations fundraising for their club are not required to collect sales tax. Student Organizations are required to follow all campus policies for the collection of funds as directed by the Student Association.

Fairs and Festivals in which food will be served must contract with the Faculty Student Associations for services. Outside food vendors selling food to students and guests may be permitted with the approval of FSA. Food vendors will need to show proof that they are licensed caterers and may be subject to inspections by the Chautauqua County Health Department on the day of the event.

H. Cross-Country Races and Walks for Charity

Organizations wishing to sponsor charity events involving cross-country races and walks will need to map out the intended route as part of the approval process. Cross-country races and walks that take participants off-campus will also need approval from the Village of Fredonia. The Chief of University Police can assist with securing the necessary approval from the Village of Fredonia.


I. Setup for Events

Setup for events may need to include a variety of on-campus offices. If fencing is required for security, the Facilities Management department is responsible for erecting and removing the fence. The setup of tables and chairs will be coordinated by the Office of Campus Life. Fees for setup and tear down may be charged to the sponsoring organization for services.

J. Cleanup after the Event

All Organizations (campus or third party) sponsoring outdoor events on the SUNY Fredonia campus are responsible for all cleanups that are not within the purview of Facilities Management (fence), the Faculty Student Association (food buffet), Campus Life (tables and chairs, or custodial service, immediately following the conclusion of the event. Cleanup means that all garbage is placed in trash cans and all equipment removed.

  • Fredonia maintains a strict campus policy of not permitting advertising that promotes the indiscriminate use of alcohol to students.  Events that are held at bars will be not approved for posters, FREDconnect/Localist events or for TV bulletins. 
  • Student organizations that sponsor events at a local establishment where alcohol is sold may not use the University's name in any advertisement.

Reason for Policy

The purpose of this policy is to establish criteria, standards, and guidelines to be used in scheduling and producing performance events (including, but not limited to entertainers, bands, D.Js, comedians, etc.) of non-Fredonia affiliated artists sponsored by a student organization at Fredonia that anticipates an attendance of 300 or more people. This policy should ensure a safe and positive experience for all parties involved. The Campus Policy for Large Performance Events does not apply to academic department/university sponsored events held in Rockefeller Arts Center, the School of Music, or lecture halls.

1. Policy Statement

Approval

Fredonia requires all student organizations intending to sponsor a performance of 300 or more attendees to seek appropriate approvals from the Student Association, Campus Life Office, University Police, and other designated departments included on the Campus Life Special Event Checklist. All approvals are to be completedat least six weeks in advance of the performance date. Approvals will confirm the proof of sufficient organizational funds, the availability of an adequate campus venue, a review of venue checks of the artist’s most recent concerts by a representative of University Police, and the availability of additional campus support staff or resources (i.e. electricians, generators, ticketing, etc.). The Campus Life Special Event Checklist is available in the Campus Life Office.

No event is to be advertised or promoted until all contracts are signed and university approvals granted.

Contracts

Student organization representatives are not permitted to enter into contractual agreements with an agent or artist. Only the Student Association General Manager can enter into contractual agreements on behalf of the Student Organization. The Director of Campus Life may act as purchaser for performance agreements not sponsored by the Student Association. It is important to remember that the process of negotiating a performance contract may take up to eight weeks to complete. This process includes the development and acceptance of a bid letter, the completion of the Campus Life Special Event Checklist for Large Performances, the ratification of the performance contract and performer’s technical rider, and the completion and submission of an Entertainment Promoter Certificate to the NYS Tax Department for events. The Entertainment Promoters Certificate is to be completed when attendance numbers are expected to reach a 1,000 or more, and/or the artist intends to sell promotional items (Cd’s and T-shirts, etc.) during the concert. Both the Campus Life staff and the Student Association General Manager can assist with the development of a bid letter, as well as with all contract negotiations and the planning process for your event. The Student Association yellow contract approval form must be attached to all performance contracts and technical riders.

All artists are required to sign and agree to a “Code of Conduct,” provided by the Student Association or Campus Life Office ensuring that all performers will not encourage inappropriate or dangerous behavior among the crowd. Failure to abide by the “Code of Conduct” (i.e., the promotion of moshing, crowd surfing, and the promotion of alcohol beverages, etc.) gives the Student Association or the Campus Life Office the right to refuse payment to the artist and the authority to shut down the concert.

Security

The University Police department is responsible for campus security for all large-scale events. The Chief of University Police, or her/his designee, will enforce all contractual agreements that encompass security needs. The University Police Chief will determine the amount of security personnel required for each event in consultation with the event managers and university administrators. The number of security personnel will be determined on estimated attendance numbers and the completion of venue checks of the artist’s past performances. The cost for security is the responsibility of the student organization and may include the hiring of additional police from local and state law enforcement agencies.

Procedures for the inspection of purses and backpacks, and the pat-down of all attendees are the responsibility of University Police. Likewise, law enforcement personnel will remain vigilant throughout the event in order to prevent inappropriate behaviors by the artist or attendees that may endanger the welfare of students, guests and university property, and actions that are not consistent with the signed Code of Conduct.

University Police has the authority to shut down a performance should they determine that to continue the event would place the welfare and/or safety of attendees, performers, or other persons at immediate risk of serious injury or death, or the risk of significant damage to university property. The officer in charge shall take into account the totality of the circumstances and whenever possible notify the University Chief prior to taking action. Prior notification to the student organization or the artist, or the artist’s management staff, is not required when an imminent threat exists and further delay would jeopardize the health and safety of students and guests.

In cooperation with University Police, the student organization is required to develop a security plan and provide copies of the plan to the artist’s production manager and all designated university personnel.

Student Security

The use of student security is permitted, providing that adequate measures are established to limit students’ exposure to harm. If student security is used in front of the stage, a significant barrier must be erected to prevent the crowd from rushing or crowding the stage. The barricade should meet the requirements listed in the performer’s technical rider, and be consistent with industry standards. Student security volunteers must receive, in writing, a list of expectations, sign a volunteer contract, and attend a safety meeting with University Police prior to the event. Student volunteers must wear visible clothing that designates them as student security. In addition, sound deadening devices, such as ear plugs, must also be made available.

Hospitality

The Faculty Student Association (FSA) is the university caterer and has exclusive rights to provide food and beverage service for all campus facilities and outdoor areas. In the Special Event Checklist, an FSA representative may give permission for an outside caterer when special dietary needs are required by the performer’s contract and technical rider, with the understanding that such caterer must provide documentation of insurance and a Chautauqua County Catering License. Performers may also have the option to take a “buy-out” for some or all of their hospitality needs.

Alcohol and Drugs

Student organizations are not permitted to purchase alcohol for performers. Any request on behalf of the artist in a contract or technical rider will be refused and eliminated. Any alcohol brought into the venue by an artist will be immediately removed from the premises and may cause a delay or cancellation of the performance. In such a case, the Student Association General Manger or Director of Campus Life may exercise the right to refuse payment to the artist. In addition, all illegal drugs are strictly prohibited.

No alcohol will be permitted at major events in which students under the age of 21 are in attendance.

Ticketing

All large performances must be ticketed using the Fredonia Ticket Office. Performances funded by the Student Association in which a revenue line is mandated are subject to Student Association polices and statues for developing ticket prices (SA Statue F-9). Performances may be free to attendees, but the university still requires a ticket for admittance to ensure that the performance venue does not exceed fire code capacity. The student organization promoting the performance is responsible for all costs incurred for the ticketing of the event.

Advertising

As part of the planning process, an advertising campaign is to be developed and approved by the Director of Campus Life or his/her designee, or the Student Association General Manager, prior to the sale of tickets.

Guests

Likewise, a guest policy will be developed for each event or concert. This would include a decision about the number of tickets available for students, non-students, and the method of distribution. For example, the group may decide to allow each student to purchase or reserve one or two guest tickets per student. The guest policy will also stipulate plans to advertise the event, keeping in mind that student program funds are provided to benefit Fredonia students and the campus community as the first priority. The guest policy must also include the minimum age of guests permitted to attend the event. Some events are inappropriate for young people under the age of 16. The guest policy will dictate security needs.

The Campus LIfe Staff is not responsible for lost items. Every attempt possible will be made to return lost items to an owner if proper identification can be determined.

Items of value such as phones, wallets, and electronic devices will be turned over to University Police in Gregory Hall if not claimed within 24 hours.

Other Lost and Found items such as:

  • Fredonia IDs: Campus Life will email you and ask you to claim your card in the Campus Life Office. If not claimed within 24 hours, the card will be sent to FSA

  • Residence Hall keys will be returned to the Residence Life Office in Gregory Hall.

Clothing, books, and other items will be logged and stored in our Lost and Found cabinets for the remainder of the semester and then donated to charity if not claimed.

Items such as masks, mugs, water bottles, retainers, or mouth guards, and other personal hygiene items considered unclean WILL NOT be kept and properly disposed of.

Anyone wishing to file a report regarding a lost item is welcome to do so at the Campus Life Office during normal business hours.

Fundraising 

  • Before Campus Life approval, the Campus Life Fundraiser online form must be completed through FREDconnect by a member of the student organization. The group’s advisor must also approve the fundraiser.  The fundraiser permit is embedded here - https://fredconnect.fredonia.edu/Forms/Events/Fund-Raising
  • Fundraiser advertisements are permitted only after the fundraiser permit is completed through Blue News and approved by a Campus Life representative. 
  • On-campus fundraisers will take place Monday through Friday from 9:00 am to 5:00 pm. Fundraiser tables can be reserved through Campus Life and are available in McEwen Hall and the Williams Center. 
  • Student organizations are entitled to three consecutive days of tabling for each fundraiser.  
  • Fundraisers that are held at bars will not be permitted. 
  • In order to collect funds, student organizations must secure a cash box from the SUNY Fredonia Ticket Office. The ticket office will approve the fundraiser permit once a member of the student group visits the ticket office to reserve a cash box.   The Ticket Office requires a minimum of one week notice to reserve a cashbox. The cashbox and all funds collected must be returned to the ticket office at the end of the sale. The SUNY Fredonia Ticket Office will issue a check for the total amount of the fundraiser, minus the startup money that was issued in the cash box, to the Student Association for deposit into the student organization’s financial account. 
  • Use of Social Media and on-line fundraising:  To use social media for fundraisers, please consult with a member of the Campus Life Office for assistance in establishing a Marketplace Store Front.  The Marketplace Store Front is managed by SUNY Fredonia and all funds collected will be deposited in the Group’s Student Association account. The use of websites such a “GOFUNDME” is not permitted. The downside of using these sites is evident because the person responsible for setting up the account will be required to pay IRS taxes on the amount of income collected.

Events in which merchandise is sold are required to follow all New York State Guidelines for the collection of sales tax.  Individual students are not allowed to sell merchandise or services for personal monetary gain.

Third-party vendors must be sponsored by a student club in order to sell merchandise on campus.  Vendors are also required to show proof of their sales tax identification number prior to the event. A sales permit must be filled out by the vendor, which can be found in the Campus Life Office. It is the responsibility of the vendor to collect and to report all sales tax collected to New York State. Student organizations fundraising for their club are not required to collect sales tax. 

Vendors are required to share a percentage of their sales with the student club that sponsors their visit. It is recommended that 15-20 percent of the vendors gross sales be donated to the sponsoring student club. Student Organizations are required to follow all campus policies for the collection of funds as directed by the Student Association. 

The vendor fee is $25 per day and $5 per table. Vendors are limited to two days per semester. Checks for vendor fees can be made payable to SUNY Fredonia - Campus Life Office. For a sales permit, please call the Campus Life Office at 716.673.3143 or email at Campus.Life@fredonia.edu

 

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