Pre-Event and Security Meetings

This following policy is subject to change by Auxiliary Services in collaboration with Student Activities and Leadership Programs and Campus Public Safety. Last updated July 2008.

Pre-Event Meetings

A pre-event meeting is a chance to meet in to go over set-up, logistics, staffing, and equipment needs. It is the responsibility of the SMSU Scheduling Staff to call the meeting two weeks in advance of the scheduled event. However, any person associated with the event may request a pre-event meeting. The people in attendance at that meeting need to be: SMSU Scheduling Staff, SALP Advisor, student organization representative, and catering (if applicable).

A pre-event meeting may be called if any of the following is true about the event:

  1. Large event (100+ people)
  2. Complex set-up
  3. Large equipment needs
  4. Runs beyond normal building hours
  5. Numerous concerns or questions about the event from any party

Security Meetings

A security meeting is a chance to go over all security needs for the event. It may happen at the same time as the pre-event meeting. It is the responsibility of the SMSU Scheduling Staff to call the meeting three weeks in advance of the scheduled event. However, any person associated with the event may request a security meeting. The people in attendance at that meeting need to be the SMSU Scheduling Staff, SALP Advisor, student organization representative, and Campus Public Safety.

A security meeting may be called if any of the following is true about the event:

    1. Dance
    2. Large concert (100+ people)
    3. Large outdoor events with amplification
    4. Student events where alcohol will be served
    5. The event has had higher than normal security needs in the past.

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Additional security for the event may be, but is not limited to: appointing staff or volunteers to provide security, Campus Public Safety Officer(s) at the event, or metal detectors. Per Campus Public Safety policy, Campus Public Safety has the right to first refusal in contracting with outside security agencies. The use of a metal detector will be required if there is sufficient reason to believe that illegal weapons may be brought on campus. Sufficient reason includes information from the Portland Police Department or past history with an event on campus or upon request from the student organization.

In the event that the group cannot reach agreement on the need or extent of dedicated security, the Vice-President in charge of Campus Public Safety shall have the final authority to decide. If the Vice-President decides that dedicated security is necessary for a given activity or event, the following guidelines shall apply:

  1. The University may require only such additional security as is reasonably necessary under the totality of the circumstances to protect the public from danger and protect property from immediate or threatened harm.
  2. The event or activity sponsor shall be responsible for the cost of additional security. If the student organization or group requests additional security, they must do so at least six days prior to the scheduled event.
  3. If the sponsor elects to cancel the event or activity as the result of the University requiring additional security, the sponsor shall be entitled to a complete refund of any deposits or fees paid to the University for the use of facilities and services associated with the canceled event or activity.
  4. The Campus Public Safety Office shall provide one dedicated officer without charge to recognized student organizations and activities for approved events scheduled within the Smith Memorial Student Union. Additional required public safety personnel shall be charged to the sponsoring organization. For other campus facilities, any required campus public safety personnel charges shall be charged to the sponsoring organization.

Emergency at an Event

In a situation in which an emergency arises at a sponsored event, the student in charge of the event should call Campus Public Safety. Campus Public Safety will determine whether or not the event needs to be ended, whether or not to call the Portland Police or medical emergency response agencies. Whenever possible a collaborative decision between the SALP representative and the Public Safety Office will be made in regard to terminating an event. However, the Office of Public Safety is charged with maintaining a safe environment and will therefore; have the final authority regarding events.

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