POLICY
RHATIGAN STUDENT CENTER
STUDENT ORGANIZATION EVENTS
SCHEDULED IN THE CAC THEATER
Purpose
The Rhatigan Student Center, in an attempt to provide the necessary safeguards which will contribute to a safe and successful event, wish to establish the following policies and procedures.
Programming Certification Workshop
Any student organization in good standing with Wichita State University's Division of Student Affairs is eligible to sponsor student events.
The Division of Student Affairs will sponsor a Programming Certification Workshop for student organizations. Any member of a student organization who will be responsible for planning and facilitating an event in the CAC Theater must attend the workshop. Upon successful completion of the Programming Certification Workshop, those members are eligible to schedule an event with the University Reservations Office, and are eligible to serve as the organization's on-site representative for events scheduled in the Rhatigan Student Center or its environs.
Scheduling, Confirmation, Fee Payment
Student organizations are encouraged to reserve the CAC Theater for events. Each organization is allowed two scheduled activities per month during the fall and spring semester. No student events will be scheduled during the summer session.
An event must be scheduled a minimum of two weeks prior to the event. Scheduling, confirmation, and fee payment are handled through the University Reservations Office located on the first floor of the Rhatigan Student Center, or by calling 978-3475. To confirm your reservation a deposit is required. The confirmation deposit will be applied towards Theater usage fees and charges.
Contract and Fee Payment Schedule
The signed Event contract along with all applicable fees must be received by the Reservations Manager a minimum of five (5) working days prior to the scheduled event. Failure to meet the deadline will constitute cancellation of the event.
Click here to obtain a copy of the contract
Cancellation Procedures
A group's deposit is refundable if the reservation is cancelled a minimum of five (5) working days prior to the scheduled event. Any cancellation after five (5) working days up to twenty-four (24) hours prior to the scheduled event will constitute loss of deposit.
Any cancellation within twenty-four (24) hours of the scheduled event will constitute a minimum of a fifty percent charge of the contract fees.
Ticket Sales and Admissions Procedures
The CAC Theater is limited to a capacity crowd of 490 persons. The student organization will be responsible for ensuring that sales not exceed the capacity limit of 490 tickets. Once 490 tickets have been sold the event will be deemed a sell out. To ensure maximum coordination between the organization and the Reservations Manager, a plan on how ticket sales or distribution of tickets will be handled or controlled must be approved by the Reservations Manager. Upon achieving a sell out, the organization must announce and post on any advertisements, a notice that the event is sold out.
The Rhatigan Student Center's Event Manager will monitor activities throughout the event. If a violation should occur in the presence of the Event Manager, he will inform the sponsoring organization, who in turn will be expected to handle the problem. Continued violations can result in revocation of scheduling privileges.
Security
The Wichita State University Police Department will coordinate the hiring of security officers for your safety at the event held in the CAC Theater. The number of security officers needed will be determined by the University Police Chief based upon the nature of the event.
Officers hired for the event will assist in all medical emergencies, provide assistance to the Event Manager and sponsoring organization, as well as enforce policies and procedures of the Rhatigan Student Center and Wichita State University.
The sponsoring organization will incur the costs for up to five officers as determined by the Chief of Police. Wichita State University will incur any further security costs including additional officers in most cases.
The student organization will provide ushers, and Theater attendants as determined by the Reservations Manager.
Magnetometers
Loitering is prohibited on Rhatigan Student Center premises and in the parking lot.
Events will end no later than 1:00 A.M. The Theater, surrounding environs, and parking lot must be vacated within thirty (30) minutes of the event's scheduled ending time.
Due to security reasons the student organization will not permit a person who leaves the CAC Theater to return to the event.
The student organization is responsible for handling and security of its funds.
The student organization is responsible for controlling its members and guests during the event. Security officers will provide assistance as needed.
All policies and procedures not covered herein will be covered by the Event Manager at an Event Briefing one hour prior to the event.
Advertisement
Advertisement of your events is encouraged, however, it is required that groups obtain approval from the Reservations Manager prior to advertising. The following information on all advertisements is required:
A. Name of the sponsoring organization
B. Specifically state who is eligible to attend event
C. Identify the start and end times for the event
Food and Beverage/Alcoholic Beverage Service
University Dining Services retains all rights to sell and/or serve food and beverages within all Rhatigan Student Center facilities. Organizations requiring food and/or beverage service for an event must contract for the service through the University Dining Services Office, located on the first floor of the Rhatigan Student Center, 978-3477.
Cereal malt beverage and/or alcoholic liquor service must be in compliance with established University policy.
Event Briefing
One hour prior to the event's scheduled starting time, the Rhatigan Student Center's Event Manager will conduct a mandatory briefing for representatives of the sponsoring organization and all security officers. Introductions, policies and procedures, and individual assignments will be made. We strongly suggest the sponsoring organization's faculty/graduate advisor be present as well. The sponsoring organization's certified representative who signed the contract and any persons assigned a duty such as ID checkers, ushers, attendants, and admission personnel are required to attend, NO exceptions.
The event briefing will begin in the CAC Theater lobby. If the required personnel from the sponsoring organization are not present, the Event Manager is authorized to cancel the event.
Ending Times
In order to ensure a safe and casual exit, thirty (30) minutes will be allowed for the exiting of the environs and parking lot.
Policy and Procedure Violations
The Reservations Manager or the Event Manager may cancel any event if the sponsoring organization fails to comply with the Rhatigan Student Center Event Policy or fulfill its responsibilities either prior to or during the event.
Any safety or security issue that arises during an event which are not corrected on the spot can result in the immediate termination of the event.
Event policy violations can result in the suspension of the student organization's privilege to reserve the Rhatigan Student Center environs for further events. A Division of Student Affairs review panel hears and resolves all grievances.
Liability
The sponsoring organization will be held responsible for the actions of the persons attending the event regardless of whether those persons are members of their organization. The organization is responsible for any physical damage to the premises and/or equipment.
Effective: 7/1994
Revised: 1/2003
(metal detectors) for security screening at events are encouraged by the Rhatigan Student Center. Safety is the foremost concern of the Rhatigan Student Center. If used, security officers will operate the magnetometers.