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Facilities and Operations
How do you differentiate between internal and external events on your campus?
We have had some instances where a campus departments(department head, university official, etc.) hosts an event but the attendees are from off-campus and the event is not open to the campus community. Often times the space is booked by said person and then the details are handed off to a contact in the off campus group (or we get basic details and then at the last minute someone for the outside group takes over.)
Some examples are religious groups, local school systems, charter schools, arts or cultural groups, etc. with a loose tie to the university (University person is on their board, is an Advisor to the group, is an active or executive member...)
They book the space so that the group either doesn't pay or pays a greatly reduced fee to use the space.
Do you require event insurance for this type of event? How do you ask for proof that the event is a "university" event?
How does this change if the event is for minors? (High school age or younger?)
Thanks for any information you can share.
Feel free to contact me at the following:
Associate Director, Scheduling & Events
We've run into this problem recently at CSU. We primarily seperate the by looking at the audience that the event serves. For example, if it is a student group reserving the space for a program geared at other students and is free, they can use our space free within the posted hours of the building. If they charge other students, are targeting (primarily) an external audience, or extend our hours they get charged. The same goes for departments.
I guess, I would advise you to ask the reserving group who or what their audience is. That should help you determine their intent.
Clayton State University
We fortunately don't have too much trouble with this. We don't allow a university individual to host an event. We require that there is an actual campus department or recognized student organization hosting the event. Requiring an individual to put something under their department name makes them think twice about trying to cheat the system. For us, it's all about costs and making sure that external groups get charged external prices.