Aerial view of campus with Williamsport, the Susquehanna River and Bald Eagle Mountain as a backdrop

Social Events Policy

This social event policy has been created to ensure that your event is safe for all attendees and provides an environment that is positive and fun.

Definition of a Social Event

  1. The main purpose or any portion of the event is informal/unstructured socialization.
  2. The event characteristics is persons forming groups to socialize.
  3. It happens at a given place and time.
  4. Includes:
    1. Dance
    2. Parties
    3. Formals
    4. Celebrations
    5. Etc.

General Requirements

  1. A list of all event personnel, their cell phone number and their dedicated role at the event must be provided to the office of Student Engagement and to the Public Safety Office no later than 24 hours prior to the event. You are to email this list to studentengagement@lycoming.edu and security@lycoming.edu.
  2. A Risk Management Plan is required to be submitted for:
    1. any social event that concludes beyond 9PM
    2. any social event that concludes beyond the normal operating hours of the Keiper Recreation Center, Academic Center/Pennington Lounge, Wertz Student Center, East Hall Coffeehouse, and/or other College property/venues that can accommodate large attendance.
    3. any event identified by Student Engagement as a large format event with the intended outcome of being a social event for the student or alumni population
    4. any student event involving the potential of high risk or safety factors
    5. any student focused/student sponsored event that has had a risk management/safety issue within the past two years
  3. Every exec board member of the Club/Organization is required to obtain and use the app Rave Guardian. General members are highly encouraged to download the RAVE Guardian app. If a general member is working the event then they are required to have it on their phone.
  4. Event personnel are required to stay alert and report to Public Safety (570) 321-4911 or through the RAVE Guardian App:
    1. Violation(s) of the student code of conduct;
    2. Any suspicious or dangerous activity
    If you see something that isn’t right, you are required to report it.
  5. If there is an incident of any kind that you need to contact Public Safety for you are required to provide a statement from all event personnel that witnessed the behavior.
  6. Complete a Pre-event Facilities Check: Take pictures of any damage(s) or unclean areas. Send these picture(s) immediately to the Office of Student Engagement, studentengagement@lycoming.edu. 
  7. Required to clean the event space (including outside spaces if applicable).
    1. Paper/Trash must be placed in proper receptacles
    2. Bodily Fluids-must call Public Safety for help in dealing with these matters
    3. Spills/Food mess- attempt to clean, call Public Safety if it is too large to handle by yourselves. Stay until there is a resolution.
  8. Complete a Post-event Facilities Check: Take pictures of any new damage(s) or unclean areas. Send these picture(s) immediately to the Office of Student Engagement, studentengagement@lycoming.edu. 

Additional Requirements for Events Scheduled in Closed Areas

(e.g. Jane Schultz, FSL Lounges, East Hall Coffeehouse, Pennington (during nights/weekends), Keiper Rec Center, Honors Hall, the Clarke Chapel, classroom space).

  1. Required Event Personnel
    1. Door Monitor
      1. 2 per open entrance.
      2. Required to be sober for the duration of their duties
      3. Must be a current Lycoming College student
    2. Floor Monitor
      1. 1 per 25 people at the event with a minimum of 2 active Floor Monitors
      2. Required to be sober for the duration of their duties
      3. Must be a current Lycoming College student
  2. Door Monitor Duties
    1. Deny attendees from bringing into the space the following: large bags, liquid receptacles, and any paraphernalia.
    2. Request & require all attendees to provide either a Lycoming College student I.D. or guest pass.
    3. Provide a stamp or wristband (wristbands can be obtained in the Student Engagement Suite during normal operating hours) to the attendee to signify that they were checked at the door.
    4. Refuse entrance to attendees if they notice that the person cannot stand on their own, is falling all over the place, or showing other signs of intoxication or of being under the influence (slurred speech, aggressive behavior). To ensure that person remains safe, have them sit down and alert Public Safety either by the RAVE Guardian app or by calling (570) 321-4911.
  3. Floor Monitor Duties
    1. Completes checks of the room/space every 15 minutes
      1. Looking for anyone violating the no bottles no bags policy.
      2. Reports public drunkenness, sexual harassment/assault, suspicious or dangerous activity, and any other violations of Lycoming College’s Code of Conduct to Public Safety immediately. They are also required to tell the other members of the group that they have notified Public Safety and/or ask for help in controlling the situation.
      3. Responsible for making sure that all the doors remain closed except for the main entrance/exit.
      4. Responsible for regularly checking exits to prevent the improper use of exit doors.
      5. Completes checks of the perimeter and outside spaces of the event.
      6. Checks bathrooms to make sure that these spaces are free from unsafe or unhealthy behaviors as well as if anyone is in medical need (emergency situations).

Additional Expectations and Requirements for Hosting an Event at the East Hall Coffee House:

  1. Patio Rules
    1. The only time people should be on the patio or out front of East Hall is if they are smoking 50 feet from the building. If they are just standing around it is the Floor Monitor’s responsibility to direct them back inside or to have them leave the premises.
  2. Communication with Alpha Xi Delta
    1. Event coordinator(s) must contact the President and the House Manager of Alpha Xi Delta at least 48 hours prior to the event and inform them of the event time frame. You must also discuss with them and test out the sound system. You are also required to swap contact information in case of an issue during the event you have the ability to communicate with each other.
    2. It is also recommended that the Director of Fraternity and Sorority Life and Involvement is included in any contact with Alpha Xi Delta.

Events Scheduled in Open Areas:

(e.g. Burchfield, Jack’s, Pennington (during weekday) Quad/Other outside venues).

  1. Required Event Personnel
    1. Event Monitor
      1. 1 per 25 people at the event with a minimum of 4 active Floor Monitors
      2. Required to be sober for the duration of their duties
      3. Must be a current Lycoming College student
  2. Event Monitor Duties
    1. Stays alert for the following: large bags, liquid receptacles, and any paraphernalia. If you suspect this or see actual items, you are required to contact Public Safety.
    2. Contact Public Safety if any patron to the open space cannot stand on their own, is falling all over the place, or showing other signs of intoxication/being under the influence (slurred speech, aggressive behavior) or is presenting any medical need. To ensure that person remains safe, have them sit down and alert Public Safety either by the RAVE Guardian app or by calling (570) 321-4911.
    3. Completes checks of the event space every 15 minutes
      1. Reports public drunkenness, sexual harassment/assault, suspicious or dangerous activity, and any other violations of Lycoming College’s Code of Conduct to Public Safety immediately. They are also required to tell the other members of the group that they have notified Public Safety and/or ask for help in controlling the situation.
      2. Completes checks of the perimeter (outside if applicable) of the event to be included in the 15 minute room/space round
    4. Bathroom Checks (if applicable)
      1. Each bathroom will be checked every 15 minutes to make sure that these spaces are free from unsafe or unhealthy behaviors as well as if anyone is in medical need (emergency situations).