Campus Life Event Policy

The Campus Life Event Policy is intended to reflect Campus Life’s responsibility and interest in promoting its mission in “play[ing] an integral role in the education of the whole person, a process through which students become aware of their interests, community, and purpose in the world. The policy is designed and intended to provide a fun, inclusive, and safe environment at which all students feel a sense of belonging. Additionally, Bates community standards as stated in the Bates College Code of Student Conduct of “honesty, respect for persons and property, and responsible use of freedom” are standards that apply on and off-campus, including at events supported by Campus Life. Students are responsible for reading and reviewing the Campus Life Event Policy and the Bates College Code of Student Conduct, and are expected to abide by them. Attendees may be asked to leave an event for violation of any of the below policies.

Event Policies

Policies starred below, when violated, will result in conduct documentation.

For clarity, “event space” refers to all aspects of an event that students may participate in, including the line into the event.

All Events

  • The Code of Student Conduct must be followed by all event attendees.*
  • Bates ID is required for entry. 
  • Attendees may only enter the event through the clearly marked entrance(s).
  • Due to Bates College COVID-19 policies, outside guests are currently not permitted at events.
  • Backpacks and other large bags are not permitted.
  • Smaller bags such as purses, fanny packs, etc. are permitted, but attendees may be asked to show the contents of the bag upon entry.
  • Smoking and vaping are not permitted in the event space.*
  • Alcohol and drugs are not permitted in the event space.*
  • Attendees are not permitted to bring beverages of any kind into the event space. They will be asked to dump out liquid in unmarked containers prior to entering the event space.
  • Attendees are not permitted in staff-only areas of the event space, including on stage and backstage, if applicable.

 

Alcohol Events

All of the above, plus:

  • Government-issued ID is required for entry.
  • Alcohol not served at the event is not permitted in the event space.*
  • Attendees over the age of 21 who have obtained a wristband permitting them to drink at the event may not transfer their wristband to another attendee.*

Violations and Documentation

When violations of non-starred event policies occur

  • The violation is addressed through conversation with staff on site at the event.
  • The attendee may be asked to leave to return an item back to their room (e.g., backpack, large bag, etc.).
  • Unless the violation is concurrent with disruptive behavior, the individual may still enter (or remain at) the event.

 

When violations of starred event policies occur

  • If the situation is emergent (e.g., a fight breaks out, a student needs medical attention, etc.), Campus Safety is contacted immediately. Otherwise:
  • A Bates Campus Safety officer or Campus Life Event Manager (depending on which is on site at the event; hereafter referred to as the responding staff member) is requested to document the violation.
  • If the event space is noisy, the responding staff member will ask the individuals involved to step to a place where everyone can speak at a normal volume.
  • The attendee will be asked for their Bates ID for the purpose of documenting an event policy violation. The responding staff member will explain that their actions or behaviors appear to have violated Campus Life Event Policy, and that we have this policy to ensure events are fun, inclusive, and safe for everyone in attendance.
  • The responding staff member will take a picture of the attendee’s Bates ID, and make brief notes about the violation.
  • The responding staff member will advise the attendee that they will receive a follow-up email early next week advising them of next steps in the conduct process.
  • Depending on the severity of the violation, the attendee may be asked to leave the event, at the discretion of the responding staff member.
  • If the attendee becomes belligerent and/or violent, Campus Safety will be contacted to respond.

Roles & Responsibilities

Campus Life Event Manager: The Campus Life event manager is the primary point person for staff and event coordination at Campus Life-supported events. The event manager leads the T-30 Meeting, engages with event attendees, and works closely with all staff on site to ensure the event/program is fun, inclusive, and safe for all who attend. The event manager has the responsibility to hold attendees accountable to the Campus Life Event Policy, including documenting apparent violations of the policy. Depending on the scale of the event, more than one event manager may be present. The event manager may be an Office of Campus Life professional staff member, or a specially designated Campus Life event staff member. You will be able to identify the event manager(s) on site by their event staff shirt and name tag.

Campus Life Event Staff: Event staff function as professional support for campus events. If assigned to an event, their scope of responsibilities may include, but is not limited to: attending and/or leading the T-30 Meeting prior to event start; being a point of contact for student leaders coordinating an event; assisting with serving of harm reduction food; taking event attendance; and alerting security personnel to attendees’ potentially problematic behavior and/or safety concerns. Event staff also have the responsibility to hold attendees accountable to the Campus Life Event Policy, and refer attendees who appear to have violated the policy to the Campus Life event manager. You will be able to identify the event staff on site by their event staff shirt and name tag.

Student Programming Advisor (SPA): Every club has an assigned SPA that acts as their programming advisor during the academic year. SPAs work to help you plan and coordinate all logistics of your event or program, from the time you have the idea to its actual execution. They help with identifying and arranging for space needs such as chairs and tables, staffing needs such as Event Staff, logistical needs such as whether Facility Services should be on site during your event or program, and can also assist with developing a marketing plan. Depending on the scale of your event, attending at least one 30-minute meeting with them may be a requirement for space approval.

Student Event/Program Planner: While Campus Life and other partners come together and provide resources to support student events/programs, its vision and execution largely depend on student input. In addition to generating ideas for the event and working closely with their SPA, student event/program planners and other members of their club/org are responsible for set up, attending the T-30 meeting, and assisting Facility Services with clean-up at the conclusion of the event.

Bates Campus Safety: Late-night events will sometimes have Bates Campus Safety staffing, depending on the scale of the event. Their scope of responsibilities may include, but is not limited to: supervising and coordinating with on site third party security personnel; engaging with attendees to establish rapport; assessing and addressing problematic behavior and/or safety concerns, including but not limited to: drinking, smoking, or drug use in the event space, students appearing to be unwell or unresponsive, and students exhibiting destructive behaviors to themselves or others; advising the lead Campus Life staff member on site, and making recommendations for logistical changes as needed.

Third Party Security Personnel: Due to Bates Campus Safety’s 24-hour duties across campus, at some events that require security, third party security personnel are hired. When staffing an event at Bates College, the scope of their responsibilities is identical to that of Bates Campus Safety. Taylor Made Security Services is our local partner for such situations.

Facility Services Staff: Facility Services staff most late-night events. The scope of their responsibilities may include, but is not limited to: ensuring restrooms remain in presentable condition for the duration of the event; ensuring event space remains safe for attendees from the Facility Services perspective for the duration of the event, spot cleaning if necessary; and cleaning the event space after conclusion of the event. Even if your event has Facility Services staffing at it, it is always a courteous and welcome gesture to assist with as much clean up as possible after your event concludes.

Staffing Models

Campus Life, in conjunction and consultation with a wide variety of campus partners, has identified four templates for event staffing. Please note that these should be considered a spectrum or scale, and that an event’s staffing model may vary from those outlined below due to anticipated logistical needs.

Model 1: Large-Scale Events
Criteria: More than 300 students anticipated to attend.

  • Campus Life Event Manager always on site; depending on the scale of the event, there may be more than one event manager present.
  • 2-4 event staff on site, based on anticipated attendance.
  • Bates Campus Safety is always on site. Number to be determined by the Director of Campus Safety.
  • Numerous third party security personnel on site. Final number to be determined by Bates Director of Campus Life in consultation with Campus Life staff.
  • 2-4 Facility Services staff on site.
  • Bates Emergency Medical Services typically on site with a triage station.
  • Event/program planner on site to set up, attend the T-30 meeting, and assist Facility Services with clean up.
  • If the event is open to the public, Lewiston Police may also be on site.

Model 2: Weekend Late-Night Social Events
Criteria: Events occurring Thursday through Saturday after 9:00pm; 50 to 300 students anticipated to attend. No alcohol being served.

  • Campus Life Event Manager always on site; depending on the scale of the event, there may be more than one event manager present.
  • Campus Life Event Staff on site.
  • Potentially student programming advisors on site.
  • Bates Campus Safety not typically on site at these events, but may engage with the Campus Life Event Manager during pre-scheduled check-ins.  
  • 4+ third party security personnel on site to provide basic security services and secure areas with one entry point (regardless of attendance – multiple points of entry in these venues need to be secured).
  • Facility Services staff on site.
  • Event/program planner on site to set up, attend the T-30 meeting, and assist Facility Services with clean up..

Model 3: Wind Down Weekends (21+) Events at which alcohol is served
Criteria: Events occurring Friday and Saturday after 10:00pm; Up to 200 students anticipated to attend.

  • Campus Life Event Manager always on site.
  • Typically 2-3 Event Staff on site.
  • Campus Safety is always on sitenumber to be determined by the Director of Campus Safety. 
  • 2-6 third party security personnel on site.
  • Facility Services staff on site.
  • Event/program planner on site to set up, attend the T-30 meeting, and clean up.

Model 4: Small Scale, Student-Led Events (no alcohol served)
Criteria: Events that occur after 9pm; 50 or fewer students anticipated to attend. 

  • Typically 2-4 event/program planners on site.
  • Bates Campus Safety will conduct planned check-ins at these events, and will be available as a resource as needed on an on-call basis.
    • For example, the event/program planners will know to expect Campus Safety to check in at 11pm and 1:30am. They also know to call Campus Safety if an issue arises that requires assistance.