Registration of Events
Any event meeting one or more of the following criteria must be registered
with the SAO through the Use of University Property (UUP) form:
- The event is held outdoors.
- The event involves sales or fund-raising.
- The event is held in a venue with capacity of 200 or more people.
- The event involves the consumption of alcoholic beverages or food.
The UUP form, along with guidelines for completing the form, is available on-line
at www.activities.cornell.edu/EventReg.
Alcohol at Events*
All events at which alcohol is served must be registered with the Student
Activities Office at least twenty-one (21) days prior to the event. A university-approved
caterer must be used, and organizations must obtain the permits necessary
for the service of alcoholic beverages on campus when any of the following
conditions are met:
- Admission is charged or a ticket sold.
- Food is sold or provided by a caterer.
- Anything of value is exchanged for alcohol.
- The group includes more than twenty (20) people.
Sponsors of events at which alcohol is served must adhere to the Cornell University
Alcohol Policy (<www.univco.cornell.edu/policy/alc.html>), and all local,
state, and federal laws.
When planning an event at which alcohol will be served, be aware of the following:
- Alcohol may not be served at concerts or intercollegiate athletic events.
- “All-you-can-drink” events and drinking contests are prohibited.
- Substantial nonalcoholic beverages and food must be available and clearly
labeled.
- Inducements to alcohol consumption must not be included in event promotion.
- An authorized representative of the sponsoring group, who is 21 years of
age or older and is designated as “person in charge,” will remain
free from intoxicating substances during the event, and be formally responsible
for the event.
- Advertisements and promotion of events should highlight the availability
of nonalcoholic refreshments. No reference is to be made to the amount or
brand names of beverages being served.
Please be advised that Cornell Catering holds the license to serve alcohol
in Robert Purcell Community Center and the Big Red Barn; the Department of Athletics
and Physical Education holds the license for Kegglers Pub and Moakley House,
and the Statler Hotel holds the license for the Statler Hotel. No other caterers
are authorized to provide alcoholic beverage service in these facilities.
* For graduate student organizations only. Undergraduate organizations
are generally not permitted to serve alcohol on campus without special permission.
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Film and Video Use
Cornell University is fortunate to have an outstanding cinema program. Cornell
Cinema presents films daily throughout the academic year, in three theatres
on the university campus. Any registered organization, academic department,
or nonprofit community organization may seek cosponsorship with Cornell Cinema.
As a cosponsor, Cornell Cinema will act as a resource and event-planning facilitator.
Cornell Cinema is not a funding agency. Cosponsorship proposal forms can be
obtained from the cinema office on the first floor of WSH. Proposals for fall-semester
events are due the previous May 1, and spring-semester proposals are due October
15.
Any group wishing to show a film on campus without Cornell Cinema cosponsorship/sponsorship
must contact the Cornell Cinema office. This avoids duplication of services.
Cornell Cinema is the only organization on campus permitted to charge admission
for film screenings.
Federal copyright law restricts public showings of videocassette tapes. Videos
obtained from a local rental store are for home use only. If a group plans
to show a videotape in a campus building and/or to the general public, the
group must contact Cornell Cinema, not charge admission, rent the video from
a distributor who can grant rights to a public showing, and indicate on all
promotion that the screening is on videotape.
When planning to show a film or videotape, some things to consider are:
- What are the terms of the rental contract?
- What equipment is needed for the screening?
- Has the film/video been shown on campus in the past year?
- Is the film/video scheduled by another group for screening in the next
year?
- Are other films scheduled on that date?
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Use of University Property (UUP) Form
The UUP is the event-registration tool of Cornell University. The entire event
registration process takes place on-line through use of e-mail and the Internet.
Once an organization or department representative has completed the on-line
form, university officials are notified (via e-mail) and are asked to approve
the event through an automated process. Officials may contact the event planner
if they have any questions, or if they require any additional information.
If a meeting is required to discuss the proposed event, the contact person
will be notified. Once all university officials have approved the event, the
contact person will be notified (via e-mail) that their event has received
final approval.
Failure to file the UUP form three (3) weeks prior to an event can result
in the event being canceled or postponed. When possible, university officials
permit some flexibility on the three-week processing period but are not required
to do so. Fines and penalties may apply for registered organizations that
fail to submit a UUP form prior to the event. Copies of the “Penalties
for Late Filing or Lack of Filing the Use of University Property Form”
are available in 520 Willard Straight Hall, or at www.sao.cornell.edu/SO/uup.php.
By completing this form, event planners will not only notify key university
personnel of events, but will also gain insight into event planning. Each
person listed on the UUP form should be considered as a partner who will consult
with you and your organization to plan an event that will be enjoyed by all.
The event-registration Web site, including the on-line form and guidelines
for event registration, is located at www.activities.cornell.edu/EventReg.
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Food Service and Catering
Many events at Cornell include food service. Whether a pizza party,
continental breakfast, reception, or full-course meal, event planners must
adhere to university policies and local and state health regulations for catered
events. Organizers of events considered “dish-to-pass” or organizations
preparing their own food must speak with the Food Safety Administrator at
255-5338 at least fifteen days prior to the event. The Food Safety Administrator
will review the menu and speak with event planners regarding food preparation
and storage.
If a caterer’s services are required, the event must be reviewed by
the Food Safety Administrator and the Department of Risk Management and Insurance.
Staff members in the Department of Risk Management and Insurance (254-1575)
must review the certificate of insurance issued by the caterer’s insurance
agent for the event. This document must show:
- worker’s compensation coverage for all of the caterer’s employees
- insurance coverage in the amount of $1,000,000 for general liability per
occurrence, which includes product liability
- designation of Cornell University as “additional named insured”
for the event
When planning your event, be aware that some buildings have specific requirements
regarding food service. Ask about this when making reservations for your event.
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Fund-Raising and Sales Activities
Occasional, limited on-campus fund-raising or sales activities may
be conducted by university departments, registered organizations, and individuals
involved in course-related entrepreneurial sales activities. Applicants who
wish to engage in occasional fund-raising or retail sales activities are subject
to the following conditions:
- A completed on-line UUP form must be submitted to the SAO at least fifteen
days prior to the proposed sale or fund-raising activity.
- The activities must be approved by the Office of Community Relations.
- Applicable municipal and state permit requirements must be observed.
- Products or services offered for sale should preferably be obtained from
suppliers located in Tompkins County or as the result of a request-for-proposals
process open to local merchants.
- All participating fund-raising or sales personnel must be members of the
Cornell community.
- Use of net proceeds from such sales will be limited to the support of:
(1) programs and services of a registered organization, university department,
or unit; (2) charitable organizations shown to have approved the activity
at the time the appropriate forms were submitted (proposals for fund-raising
must include an original letter from the charitable organization stating that
they are aware of and approve the fund-raising endeavor on their behalf);
or (3) individuals whose sales activities are part of a defined academic program.
Fund-raising and sales proposals must include either actual samples or detailed
descriptions of all products and services to be offered for retail sale. The
university reserves the right to withhold approval of the sale of any product
or service, and to terminate the fund-raising activity or sale of products not
submitted for advance approval.
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Events and Risk
Even the most simple event can become the scene of a serious incident. The
university urges all organizations to consider the risk associated with their
events during the early planning stages. It is advisable to have a management
plan in place to address the risks associated with your organization’s
activity. This plan should include a site diagram of the event and a plan
for handling emergencies.
Students and other members of registered organizations may be held personally
liable for incidents, injuries, and damages that occur during events sponsored
by their organization. Thus, everyone concerned should be aware of and try
to identify potential risks.
Additional information on managing risk may be obtained from the SAO or the
Department of Risk Management and Insurance, 254-1575.
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Club Insurance
All independent registered graduate and undergraduate student clubs
are covered by the student club insurance policy, which is purchased via a
nominal portion of the Student Activity fee. To keep the coverage affordable,
it is strongly recommended that clubs properly manage their events to keep
them as safe as possible. The program* provides the following limits:
- $1 million per occurrence for general liability
- $2 million general aggregate for general liability
- $1 million liquor liability with special conditions for graduate organizations
only
- $10,000 medical expense excluding athletic participants
The policy provides coverage for participant legal liability, product/completed
operations, non-owned auto, and bodily injury or property damage. Please call
Risk Management and Insurance (254-1575) with coverage questions or to request
a Certificate of Insurance.
* This information is meant as a summary and as such does not
represent the complete terms and conditions of the policy. In the event of conflicting
terms with the policy, the policy shall be the authoritative document regarding
coverage.
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Noise Ordinance*
Because many classes and university administrative functions are scheduled
during the week, amplified sound is not permitted anywhere on campus Monday
through Friday, except in front of WSH between noon and 1 p.m. (with appropriate
approval). The noise levels at those times must be within reasonable limits
as determined by WSH staff members.
Amplified sound is permitted on Saturday and Sunday, but a noise permit must
be obtained from the City of Ithaca mayor’s office for all outdoor events
with amplified sound except rallies (see Rallies below) where only a microphone
or megaphone is provided for individual speakers. Applications for noise permits
may be obtained from the SAO (521 WSH). Plan ahead! It may take at least three
weeks for the city to review your request.
* Cornell University may choose to require time and location
requirements.
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Open Fires
Events involving open fires require the completion of a University
Open Burning Permit (available in 521 WSH) and may require a permit or approval
from the local fire department. A UUP form is also required for the event.
Regulations and guidelines for the use of open fires on campus are available
from the SAO or Environmental Health and Safety (255-8200). The use of barbecue
grills and other outdoor portable cooking equipment does not require an open
burning permit. Barbecue grills may only be used outside and away from structures
and vehicles.
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Rallies
Many organizations use rallies on campus as forums to present views
on campus, national, and world issues. Title V of the Campus Code of Conduct
outlines the university policy on responsible speech and expression (Policy
Notebook). Rally organizers are expected to be familiar with this section
of the campus code, assure each speaker’s right to free speech, and
take reasonable steps to ensure the safety of speakers and participants. The
rally space is located on Ho Plaza between WSH and the Campus Store. To reserve
this space, organizations must contact WSH reservations (255-3513) and complete
the UUP form. In accordance with the campus noise ordinance, and to minimize
the potential for disruption of classes, amplified sound is permitted on campus
only between the hours of noon and 1 p.m. on weekdays. This is the only time
organizations may use a microphone or megaphone at rallies. Emergency regulations
forbid crowds on and in front of the WSH steps.
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Fraternities and Sororities
Events organized by fraternities and sororities must be approved
by Fraternity and Sorority Affairs (541 WSH). Fraternity and sorority events
held on the Cornell campus fall under the same guidelines as events planned
by other registered organizations. Events held in fraternity or sorority living
units must be registered with Fraternity and Sorority Affairs.
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