17.08 / Ballroom

Dance Workshop:
Any student organization in good standing with Wichita State University Division of Student Affairs is eligible to sponsor student dances.  The Division of Campus Life and University Relations will sponsor a Programming Certification Workshop for student organizations.  Any member of a student organization who will be responsible for planning and hosting a dance in the Ballroom or Duffy's must attend the workshop.  Upon successful completion of the workshop and certification, those members are eligible to schedule a dance through the University Reservations Office and are eligible to serve as the organizations on-site representatives for events scheduled in the Rhatigan Student Center or its environs.

Scheduling, Confirmation, Fee Payment:
Student organizations are encouraged to reserve the Rhatigan Student Center for events.  Each organization is allowed two scheduled activities per month during the Fall and Spring Semesters.  No student dances will be scheduled during the summer session.

A dance must be scheduled a minimum of two weeks prior to the event.  Scheduling, confirmation, and fee payment are handled through the University Reservations Office located on the first floor of the Rhatigan Student Center or by calling 978-3475.  To confirm a reservation, a deposit is required.  The confirmation deposit will be applied toward the Ballroom/Duffy's usage fees and charges.

Contract and Fee Payment Schedule:
The signed event contract, along with all applicable fees, must be received by the Reservations Manager a minimum of five working days prior to the scheduled event.  Failure to meet the deadline will constitute cancellation of the event.

Cancellation Procedures:
The confirmation deposit is refundable if a reservation is canceled five working days prior to the scheduled event.  Any cancellation after five working days up to 24 hours prior to the scheduled event will constitute loss of deposit.  Any cancellation within 24 hours of the scheduled event will constitute a minimum of 50 percent charge of the contract fees.

Eligibility and Admittance Procedures for Student Dances:
The sponsoring organization will control admittance to student dances under the following guidelines and with supervision of the Rhatigan Student Center Event Manager.  The following categories of persons with valid picture identification are eligible to attend a student dance:
 

	Category 1:	A WSU or other college student with a current student identification card.
	Category 2:	A graduate/alumni with either graduate, alumni, or Greek ID.
	Category 3:	Active members of the Armed Forces of the United States with a current military ID.

To ensure the safety of persons attending the dance, everyone in attendance must produce a picture ID that establishes his/her eligibility to attend the dance.  Each eligible person attending the dance may sponsor a guest if the guest has a picture ID.  An eligible person must accompany his/her guest to the event and register with the organization in charge.  Eligible persons without a guest are not required to register.

The sponsoring organization will check ID's throughout the event and must ensure all persons attending the event meet the established attendance criteria.  The Reservations Manager and the sponsoring organization's representative will determine a location to check ID's and collect admission.  The Rhatigan Student Center Event Manger will monitor activities throughout the evening.  If a violation should occur, the Event Manager will inform the sponsoring organization who, in turn, will be expected to handle the problem.

Security:
The Rhatigan Student Center and Wichita State University Police Department will coordinate the hiring of security officers for the safety of all attendees during the event held in the Rhatigan Student Center Ballroom/Duffy's.  The number of security officers needed will be determined by the University Chief of Police based upon the nature of the event.

Officers hired for the event will assist in all medical emergencies, provide assistance to the Event Manager and sponsoring organization, as well as enforce policies and procedures of the Rhatigan Student Center and Wichita State University.

The sponsoring organization will incur the costs for four officers at dances where alcohol is served or three officers at dances where alcohol is not served.  Wichita State University will incur any further security costs in most cases including additional officers as determined by the University Chief of Police.

Magnetometers (metal detectors) for security screening at events are available upon request from the Rhatigan Student Center.  If used, security officers will operate the magnetometers.  The sponsoring organization is responsible for providing ID checkers, ushers, and attendants as needed and determined by the Reservations Manager.  Loitering is prohibited on Rhatigan Student Center premises and in the parking lot.  Dances will end no later than 1:00 a.m.  The Ballroom/Duffy's, surrounding environs, and parking lot must be vacated within 30 minutes of the dance's scheduled ending time.  Due to security reasons, the sponsoring organization will not permit a person who leaves the Rhatigan Student Center Ballroom/Duffy's to return to the dance.  The sponsoring organization is responsible for handling and security of its funds.  The sponsoring organization is responsible for controlling its members and guests during the event.  Security officers will provide assistance as needed.  All policies and procedures not covered herein will be covered by the Event Manager at an event briefing one hour prior to the event.

Advertising:
Advertising of all events is encouraged; we do, however, require you to obtain approval of the Reservations Manager prior to advertising.  We also require the following information on all advertisements:

1. Name of sponsoring organization.
2. State specifically who is eligible to attend event.
3. Identify the start and end times for the event.

All federal and state laws will be followed including, but not limited to:

1. A person must be 21 years of age or older to purchase, consume, or possess an alcoholic beverage.  A valid driver's license will be the only form of ID accepted for validation.
2. Any individual who appears to be under the influence will be refused service.
3. Consumption of beer will be restricted to the area scheduled by the sponsoring organization for the event.

Ending Times:
The sponsoring organization will make an announcement 15 minutes prior to the end of the event, advising all persons in attendance of the scheduled end time.  Music will stop precisely at the scheduled end time.  In order to ensure a safe and casual exit, 30 minutes will be allowed for the exiting of the environs and parking lot.

Policy and Procedure Violations:
The Reservations Manager or the Event Manager may cancel any event if the sponsoring organization fails to correct or comply with the Rhatigan Student Center Event Policy or fulfill its responsibilities either prior to or during the event.  Any safety or security issue that may arise during an event which is not corrected on the spot can result in the immediate termination of the dance.  Event policy violations can result in the suspension of the student organization's privilege to reserve the Rhatigan Student Center environs for further events.  The Division of Student Affairs hears and resolves all grievances.

Liability:
The sponsoring organization will be held responsible for the actions of the persons attending the event regardless of whether those persons are members of their organization.  The organization is responsible for any physical damage to the premises and/or equipment.

Revision Date:
May 10, 2001