Administrative Services

File code: PRES.EVENTWIURC.POL
Approval Date: 08/13/99
Approved By: President's Staff

Policy on Special Events -- WIU Quad Cities

Definitions

(For purposes of this article, the following words and phrases shall have the meanings respectively ascribed to them by this section:)

Assembly means any gathering of persons on University property which may affect the ordinary use of said property and shall include, but not be limited to group assemblies, parades, marches, pickets, and similar activities.

Special Event means any activity which occurs upon University property that may affect the ordinary use of said property. Such term as used herein shall include, but not be limited to the following activities:

  1. Fairs or festivals;
  2. Road races, foot runs, bicycle runs, walk-a-thons, bike-a-thons or similar events;
  3. Sidewalk sales or displays;
  4. Merchants markets or similar activities;
  5. Business promotions or similar events.

Affecting ordinary use means any activity on any University property, a right-of-way, sidewalk or adjoining property which temporarily necessitates interfering with or obstructing of any right-of-way or sidewalk, or part thereof, because of such activity.

Permit Required:

No person or organization shall conduct any special event or assembly as defined herein without having first obtained a permit from the Manager, WIU Quad Cities Campus.

Application

An application for an assembly or special event shall be submitted to the Manager, WIU Quad Cities on forms provided by the University. The application must be filed at least ten business days prior to the proposed event. The applicant shall provide the following information:

  1. Name, address and telephone number of the sponsoring organization or individual;
  2. Name, address and telephone number of contact person, if different from the sponsor;
  3. Purpose of the event or activity;
  4. Proposed date, location and hours of operation;
  5. Schedule for the proposed event, if applicable;
  6. Such other information as the Manager, WIU Quad Cities deems reasonably necessary to determine that the permit meets the requirements of this article.
  7. The Manager, WIU Quad Cities shall review all permit applications and shall be responsible to approve or deny such applications.

Standards for Denial of Permit

Reasons for denial of a special event permit shall include the following:

  1. The event or activity may create significant disruption of normal WIU Quad Cities operations;
  2. The event or activity will interfere with access to fire hydrants or will block one or more fire lanes;
  3. The location of the assembly or special event will disrupt adjacent residential facilities;
  4. The event will require the diversion of so many University employees that allowing the event would unreasonably deny public services to the remainder of the University;
  5. The application contains incomplete or false information or the applicant has failed or refused to provide reasonably necessary information as requested by the University;
  6. The applicant fails or refuses to comply with all the terms and conditions of this article;
  7. The event violates existing University policy.

Indemnity Agreement

Every permittee under this article shall execute and file with the University an indemnity agreement in a form acceptable to the University. The indemnity agreement shall provide that the permittee agrees to indemnify and hold the University, and all of the University's officials, officers, agents and employees harmless from any liability whatsoever from any and all claims, demands, actions or causes of action for personal injury, including death, or property damage arising from or in any way connected to the assembly or special event, excepting only any claims arising solely from the negligent acts of the University or its officials, agents and employees.

Limitation of Liability

This article shall not be construed as imposing upon the University or any of its officers, agents or employees any liability or responsibility for any injury or damage to any person in any way connected to the use for which any permit has been issued. The University and its officers, agents and employees shall not be deemed to have assumed any liability or responsibility by reason of inspections permitted, the issuance of any permit, or the approval of the use of any University property.

Public Notice Required

Permittee may also be required to specifically inform adjacent property users who might be inconvenienced during the event.

Sanitation and Clean-Up

A permit may be issued only after adequate waste disposal facilities have been identified and obtained by permittee. Permittee will clean the right-of-way of rubbish and debris, returning it to its pre-event condition, within two hours of the conclusion of the event. If the permittee fails to clean-up such refuse, such clean-up shall be arranged by the University and the costs charged to the permittee.

Other Permits Required

Permittee shall obtain any other permits that may be required by the University, or any other governmental entity for the assembly or special event.

Revocation of Permit

All permits issued pursuant to this article shall be temporary and do not vest any permanent rights. A permit may be revoked for cause including any of the following reasons:

  1. The application is incomplete or contains false information;
  2. The applicant fails to comply with all the terms and conditions of this article and the permit;
  3. Conditions of public emergency such as natural disaster, public calamity, riot, or similar emergencies which necessitate suspension of the permit.

Revocation of a permit may be appealed by the same process as an appeal which results from denial of a permit.

Appeal Procedure

Any applicant whose permit application has been denied or any permittee whose permit has been revoked may request a review of such decision by the Vice President for Administrative Services. This request must be in writing and received by the Vice President for Administrative Services within five business days of the notice of permit denial or revocation. Applicant may appeal the decision of the Vice President for Administrative Services to the President by filing written notice of such appeal with the President within five business days of notice of denial of the appeal by the Vice President. The President shall determine whether the denial or revocation of the permit is justified.