Student Engagement
Event Management
Event Registration
All events hosted on or off campus by a recognized student organization must be registered with the Student Affairs Office. The Campus Event Registration form is available online or in the Student Affairs Office. Event registration forms require the signature of the student organization adviser. Forms are due prior to each event.
Campus Event Registration Form
Scheduling Campus Events
Student organizations or persons employed by the College who wish to reserve a room on campus for a College activity should first consult the master calendar of events available online (my.westminster.edu) via the College homepage. Consulting this master calendar will lessen the chance of scheduling events that conflict with others. You may submit your event to be listed on the “Online Events Calendar” by going to www.westminster.edu/promote.
Given the special heritage of Westminster College and its continuing affirmation of the relevance of this tradition to its life and work, the College should avoid scheduling any meetings during Chapel. The College will also seek to avoid any scheduling of events during the times reserved for Catholic Mass on Saturday evenings and Vespers on Sunday evenings.
Social Event Responsibilities
Student Organizations are encouraged to host social events on campus, especially in Berlin Student Lounge, on the campus grounds, or in residence halls. Social events held in residence halls shall be limited to the lounge. Officers of the organization sponsoring the social event are responsible for the conduct of those in attendance and for the observance of College and/or residence hall policies when on campus and, where applicable, when off-campus. Officers of the organization are to ensure that the conduct of those attending the social event does not interfere with the rights and responsibilities of others. A minimum of two officers of the organization should be present during the event, from the start to the end. Officers may choose to share this responsibility. Fraternity parties are governed by social regulations that are approved by the College.
Policy Guidelines for Events Involving Animals
This policy is intended to serve as a guideline for Westminster College departments and recognized student organizations (“hosting organization”) desiring to host events involving animals on campus. This information is not intended to provide guidance related to research endeavors involving animals, service animals, emotional support animals and / or K9 Police dogs.
Events involving animals include but are not limited to petting / therapy events, stress-relief events, live demonstrations, animal related fundraisers, and animal shows. Animals participating in these types of events must be in good health, both physically and emotionally and enjoy the type of planned event. The animals should never be involved in such ways that their safety or comfort are jeopardized as determined by both the animal handlers and onsite personnel. Animals must not be overworked or overwhelmed.
In addition to the applicable policies and rules for events that departments and recognized student organizations must follow, those desiring to host events involving animals are expected to comply with the following:
For Canines and household pets:
Approval
The hosting organization shall submit their event for approval through the Campus Event Registration Form.
Health Certificates
The hosting organization shall obtain documentation that the animals are in good health and have been vaccinated against diseases.
Event Supervision
The entity providing the animals shall provide a sufficient number of trained and experienced handlers. A minimum of one (1) handler shall be present at all times to supervise. The handler must be familiar with the individual animal taking part in an event, have knowledge of the animals’ well-being needs, and be able to detect signs of discomfort and stress. Animals in outdoor spaces must be leashed, caged, harnessed, or in a carrier, and under the control of the owner. Such an animal may be excluded if it is out of control and effective action is not taken to control it; if it poses a threat to the health or safety of others; or if its presence alters the nature of a program, service, or activity.
Owner Responsibility
Westminster College is not responsible for the cost, care, and supervision of such animals, including keeping the animal under control and taking effective action when it is out of control; feeding and walking the animal; and disposing of waste appropriately. The owner must comply with all College rules regarding noise, safety, disruption, and cleanliness and is financially responsible for the actions of the animal, including any actions involving bodily injury and / or property damage.
Sanitation
Clean-up of animal waste shall occur immediately. If indoors, the space used shall not be carpeted unless prior approval is received.
Hygiene
An adequate supply of hand soap or a similar cleansing agent shall be provided for use by all persons handling the animals.
Prohibited Animals
Wild or exotic species of animals are generally prohibited.
College Regulations
Westminster College reserves the right to control the location of an event, limit the duration of an event and / or mandate levels of services to be present in the form of security, custodial, and other support staff.
For Events with Outside Vendors
Approval
The hosting organization shall submit their event for approval through the Campus Event Registration Form. The Area Coordinator: Student Life shall notify the Director of Compliance and Risk Management of any events involving animal species other than dogs or cats or outside vendors.
Health Certificates
The hosting organization shall obtain documentation that the animals are in good health and have been vaccinated against diseases.
Proof of Insurance
The hosting organization shall obtain a $1 million dollar certificate of general liability insurance from individuals or entities bringing animals onto campus. The certificate shall name Westminster College as an additional insured.
Liability Waivers
The hosting organization shall request waiver forms to reduce their liability and risk. Student organizations hosting animal events are responsible for obtaining the waiver from the Area Coordinator: Student Life.
Event Supervision
The entity providing the animals shall provide a sufficient number of trained and experienced handlers. A minimum of two (2) handlers shall be present at all times to supervise. The handlers must be familiar with the individual animal taking part in an event, have knowledge of the animals’ well-being needs, and be able to detect signs of discomfort and stress. Animals in outdoor spaces must be leashed, caged, harnessed, or in a carrier, and under the control of the owner. Such an animal may be excluded if it is out of control and effective action is not taken to control it; if it poses a threat to the health or safety of others; or if its presence alters the nature of a program, service, or activity.
Owner Responsibility
Westminster College is not responsible for the cost, care, and supervision of such animals, including keeping the animal under control and taking effective action when it is out of control; feeding and walking the animal; and disposing of waste appropriately. The owner must comply with all College rules regarding noise, safety, disruption, and cleanliness and is financially responsible for the actions of the animal, including any actions involving bodily injury and / or property damage.
Sanitation
Clean-up of animal waste shall occur immediately. If indoors, the space used shall not be carpeted unless prior approval is received.
Hygiene
An adequate supply of hand soap or a similar cleansing agent shall be provided for use by all persons handling the animals.
Prohibited Animals
Wild or exotic species of animals are generally prohibited.
College Regulations
Westminster College reserves the right to control the location of an event, limit the duration of an event and / or mandate levels of services to be present in the form of security, custodial, and other support staff.
Crafts and DIY at Campus Event Policy
When a student organization puts on an event on campus, scattering rice, birdseed, confetti, glitter, Mylar sprinkles, sand, silly string, or other items are not permitted inside or outside College facilities, except by permission from the Office of Student Affairs. Housekeeping charges will be applied for clean-up if this policy is violated.
At times, student organizations may wish to register an event that includes paint, whipped cream, or any other art creation. In order to register these types of events, organizations should prepare and present a Care of Facilities plan to the Office of Student Affairs alongside their event registration. This should be a comprehensive plan to ensure that college facilities are cared for before, during, and after an event. Events of this nature will not be approved until a care of facilities plan is created and shared with the Office of Student Life. Student Organizations are financially responsible for any damages caused by paint, whipped cream, shaving cream or other art creation materials as deemed necessary from the Physical Plant Office.
Additional approval of events with mess from the Physical Plant Office may be required for specific programs as deemed appropriate by the Office of Student Affairs. The Office of Student Affairs will coordinate with the Physical Plant Office.