Event Specific Policies

 

 

Blood Drives
Volunteer Kennesaw is the designated campus entity responsible for the coordination of blood drives. Their office is located in the Carmichael Student Center, Rm 264. They can be reached by phone at 770-423-6700.

More information can be found at VKSU

Cookouts and BBQ's
Information on KSU Environmental Health and Safety policies on cookouts can be found here.

Concerts
Due to the extensive planning and coordination involved in holding a concert, very specific guidelines have been established to ensure that all parties communicate and work together to host an event that is fun, safe, and will best showcase Kennesaw State University.

Designated Entities for Major Campus Concerts (>200 attendees)
College of the Arts is the designated academic entity that can sponsor major campus concerts.
KAB (Kennesaw Activities Board) is the designated student entity that can sponsor major campus concerts in the Legacy Gazebo (using the house setup).
RSO's can serve as co-sponsors for major campus concerts.

Smaller Concerts (<200 attendees)
Individual students, class projects, and RSO's cannot sponsor major campus concert or more than 200 attendees.
Small concerts can be sponsored by RSO's and held :
Carmichael Student Center University Rooms
Student Center Terrace.
Monday – Friday between 11AM –2PM
Saturday – Sunday 10AM – 9:45PM.

“Battle of the Bands” concerts are not appropriate for any KSU Venue and cannot be held on campus.

Faith-based Meetings
The Student Center is the most appropriate indoor venue for any group that wants to serve food or have amplified sound at its event. Classrooms may be used for meetings where food will not be served and where amplified sound will not be used.

Fundraising/Donations/Collections
Types of Fundraising
A CHARITABLE ORGANIZATION is defined as having a 501(C)3 tax -exempt status.

Operational Fundraising collects monies to be dispersed to cover operational costs such as trips, materials, t-shirts, food, etc.

Faculty & Staff
Faculty and staff must first contact their University Development Director prior to conducting any form of fundraising. University Development can be reached at x6027. Please visit the Office of Development for fundraising policies.

Registered Student Organizations (RSO)
Only registered student organizations may request permission to set up donation sites for items such as money, canned good, clothes, etc. in University venues. Fundraising events and charity events must be planned in cooperation with the Student Life Center and the Office of University Development. Please contact the Student Life Center (770/423-6280) for assistance, or come to the office (Student Center, room 274).

Gambling
Gambling with legal tender is not permitted in University venues.

Groundbreaking
Groundbreaking ceremonies are to celebrate the opening of a new building. This event may range from a photo opportunity to a formal speech. It is essential to notify both the President’s Office and University Relations of all VIPs attending ground¬breaking ceremonies. All Press Requests should be transacted through University Relations Media Services. The Office of University Relations Media Services Unit serves as the official spokesperson for the university, acts as the liaison when members of the press visit Kennesaw State and works to connect reporters with campus experts. For additional information, please call the Office of University Relations at 770-423-6203.

High Impact Event
A “High Impact Event” is an event that requires significant pre-planning and involvement from many University departments (detailed setups, custodial, security, catering, parking, audio visual, etc.). These events may include conferences, concerts, guest speakers, etc. Major events may include commencement activities, admissions events, orientation sessions, and conferences. University Departments may request reservations for major campus events up to two years in advance. Each request will be considered on a case-by-case basis. Major events must be approved by the Campus Events Planning Committee.

Gazebo-Multimedia Development Group (MDG)
MDG will offer technical support for concerts held at the Gazebo one Saturday a month. MDG will have a list of available dates. MDG will supply a sound technician and all necessary support equipment up to a 24 channel mixing console. This also includes two light trees with four lights each. If additional equipment is needed, MDG will rent said equipment from an approved vendor and the sponsoring group will be responsible for payment of rented equipment. The sponsoring group will be notified in advance of all cost incurred to determine if the event is feasible to have.

The sponsoring group will be responsible for contacting MDG at least one month in advance of the event. MDG will need to go over all riders, contracts, and band needs. MDG will also have the right to contact the performers if necessary.

MDG-Special Lectures/Performances:

With the recent addition of the New Commodity code and the updated procedures for obtaining outside lecturers and performers, we would like to remind you of the process that must be followed for Audio Visual rentals and/or procurement. 

1. MDG must be notified of any audio visual requirements for all special Lectures/Performances on campus prior to submission of any AGS requests.


2. Your lecture/performance must have an "AV Technical Events" sign-off in addition to the Campus Events Planning Committee (CEPC). MDG will assist you in developing an equipment list for submitting a bid and also create, review and/or revise any AV Rental Agreements/Riders from the performer/presenter prior to its submission to Legal Affairs.


As this entire process involves several departments and can be time consuming, MDG must be notified at least 6 weeks prior to the lecture/performance to ensure all steps are completed on time.

As one of the many services provided by MDG, we are committed to ensuring that every event is a technical success. Following these additional steps will allow MDG to provide the best possible technical support for our campus community.

MDG Technical Support includes but is not limited to:

• Technical support for event prep and day of event
• Necessary AV equipment
• Technical management of event
• Power

Political Campaigns
BOARD OF REGENTS POLICY MANUAL 910.06 IN POLITICAL CAMPAIGNS - The President of each institution may authorize the use of institution facilities for political speeches. However, such use shall be limited to meetings sponsored by recognized organizations of the institution and shall be held only at places designated by the President.

The use of System materials, supplies, equipment, machinery, or vehicles in political campaigns is forbidden. (BR Minutes, 1976-77, p. 257)

Ribbon Cutting
Ribbon cutting ceremonies are to celebrate milestones such as the opening of a new building or grand openings of institutions, and museums. Ribbon cuttings are not meant to be used for an office or department remodeling project. These ceremonies are usually reserved for publicizing and sharing with the campus and community.