Campus Reservations Usage Policies
Usage Policies for Campus Events
Reservation Priority System
RESERVATION PRIORITY SYSTEM
Please note the following timeline indicating when groups can reserve space in and around the Tate Student Center, Memorial Hall, Scott Hall and certain other outdoor spaces on campus. Please see the Classroom Reservations page for a timeline to reserve instructional space on campus.
- President’s & Vice President’s Offices – no more than 1 year prior to the date of the event
- Student Affairs Departments – no more than 1 year prior to the date of the event
- Other UGA Departments – no more than 6 months prior to the date of the event
- Student Affairs Advised Registered Student Organizations – no more than 1 year prior to the date of the event
- Registered Student Organizations – no more than 6 months prior to the date of the event
- UGA Community-Sponsored Events – no more than 6 months prior to the date of the event
- Governmental Agencies and Recruitment Events – no more than 3 months prior to the date of the event
- Weddings – no more than 1 1/2 years prior to the date of the event
- Private Celebrations – no more than 1 year prior to the date of the event
Please allow 5 business days to process your request. Requests for meetings or events requiring personnel (security, early building opening, etc.) should be submitted at least 12 business days prior to the event. Requests submitted less than the indicated number of days prior to your requested reservation date may be declined.
THE UNIVERSITY AND ITS AFFILIATES
UGA events – Consists of events arranged by the University (including colleges, departments, units, or employees on behalf of the University) or registered student organizations for the primary benefit of the University community or an initiative of the University. Reservations for these groups must be requested by members of the registered student organization or University faculty or staff. Attendance is primarily for University faculty, staff, students, and/or Athens-Clarke County residents. Any group of University students seeking to form a registered student organization may make a maximum of three meeting room reservations under this category in the Tate Student Center, for the purpose of recruitment, prior to registering as a student organization. All charges related to a UGA event will be billed to and the responsibility of the requesting University college, department, unit, or registered student organization.
UGA-affiliated events – Consists of events arranged by the University (including colleges, departments, units or employees on behalf of the University) or registered student organizations, but attendance is not limited to University faculty, staff, students, and surrounding Athens-Clarke County residents. A UGA faculty or staff member, or a registered student organization must request the space and serve as the primary contact/planner for all event-related details. All charges related to a UGA-affiliated event will be the responsibility of the requesting University college, department, unit, or registered student organization.
UGA community-sponsored events – Consists of events arranged or sponsored by either (i) individual UGA students or groups of UGA students (other than registered student organizations), or (ii) faculty or staff of the University when not acting on behalf of the University. Attendance for such events is not limited to University faculty, staff, students, and surrounding Athens-Clarke County residents. The individual UGA student or faculty/staff member must request the space and serve as the primary contact/planner for all event-related details. All charges related to a UGA community-sponsored event will be the responsibility of the requesting UGA student or faculty/staff member and be paid prior to the date of the reservation. If you are an individual University faculty, staff, student, or department wishing to sponsor an event under this category, click on the “Make a Reservation” button below and fill out the “Non University-affiliated/UGA Community-Sponsored” request form on the next page.
NON-UNIVERSITY AFFILIATED GROUPS
Governmental events – Consists of events arranged by federal, state and local government agencies or organizations not affiliated with the University of Georgia.
Recruitment events – Consists of events arranged for the University’s students by commercial organizations not affiliated with the University of Georgia, and solely for the purpose of employee recruitment, training, or meetings. All commercial organizations must adhere to the University’s Solicitation Policy. Groups in this category must pay any associated charges prior to date of their reservation.
Weddings/Private Celebrations – Consists of wedding parties and comparable private celebrations. Groups in this category must pay any associated charges prior to date of their reservation.
Other Individuals or Organizations – Individuals or organizations not affiliated with the University or otherwise described in one of the above categories may not reserve campus facilities or space through the CRETS team. Individuals and organizations wishing to reserve space for an event at the University through the CRETS team should seek sponsorship by a University college, department, unit, a registered student organization, or a UGA student or faculty/staff member, therefore becoming a UGA Community-Sponsored event, governed by the relevant guidelines. No affiliate of the University has any obligation to sponsor an outside group or individual seeking to hold an event on the University’s campus.
SELECT THE AREA OF CAMPUS YOU WISH TO RESERVE
Tate Student Center, Memorial Hall, non-wedding related UGA Chapel and Quarters A
Weddings
Policies
Reservation Guidelines
- All requests must be submitted online at least 5 business days in advance; at least 3 weeks in advance for large venues or If you have special needs.
- Requests are confirmed only upon receipt of an official email confirmation from the CRETS operation. Confirmations are sometimes contingent on a meeting with an event coordinator or additional detailed information that may be needed.
- Please note that requests made for academic spaces are only requests until your room is assigned. Once the room is assigned by an event coordinator, you will receive an official email confirmation.
- Campus Reservations, Events & Technical Services has the right to limit how long and how often any particular sponsor can make reservations.
- Weekly/bi-weekly meetings for small meeting spaces in the Tate Student Center and the MLC are limited to 2 hours/day. Longer meetings can be reserved in other academic locations across campus.
- Full day reservations are not permitted for weekly, bi-weekly, or monthly meetings.
- Organizations are not permitted to reserve spaces for overnight reservations, unless an exception is made through the CRETS operations in conjunction with the Director of the Tate Student Center, Division of Student Affairs, and UGA PD.
- Fronting is prohibited including but not limited to reserving space on behalf of others and/or transferring reservations to another organization. If the University determines in its discretion that a sponsor has participated in such prohibited activities including providing inaccurate or misleading information, any request or existing reservations will be canceled, including but not limited to suspension of reservation privileges.
- Table Space reservations are limited to Monday through Friday, 9am-4pm. Some tabling reservations can be accommodated outside of this timeline with approval from Campus Reservations, Events & Technical Services.
- Any changes to an existing reservation must be submitted by email. Phone or in person changes are not permitted. Changes can be made within the Mazevo reservation system 3-5 days in advance.
Changes & Cancellations
- Any sort of modifications must be made at least 3 business days before the event., but does not guarantee approval of requested changes.
- Cancellations must occur 3 days prior (1 day for table spaces); inclement weather exceptions may apply.
- Any event that is not canceled is subject to full reservation charges.
Fundraising & Solicitation
- Fundraising or solicitation activities include but are not limited to selling any item or service, promotion of a commercial product or service, charging admission to an event, and taking or collecting donations for charity.
- Fundraising requires prior approval from Engagement Leadership & Services (student orgs) or Vending & Solicitation Services (departments).
- Fundraising approval must be received prior to submitting a request through the CRETS office.
- Brand ambassador or activation events are not permitted on UGA campus.
Alcohol Policy
- Alcohol is not permitted at any student organization sponsored event through the CRETS operation.
- For the full Alcohol Policy, please see the drop-down list on the policy page.
Facilities Usage
- Set-up details for larger events are due 6–10 days in advance.
- Most small meeting rooms in the Tate Student Center have standard furniture setups. After your meeting or event, you must return the room to its standard setup. Failure to do so may result in additional fees.
- Each room has a projector or TV available. You will need to provide your own computer; an HDMI cable is supplied for connection. Mac users must bring their own adapters. Technical support is available during the weekdays, including evening support. Larger events will have a technician present.
- Damage, excessive trash, or unauthorized alterations to spaces could incur additional fees.
- Confetti, glitter, open flames, certain types of tape used on walls, unauthorized decorations, and any unsafe event set up is prohibited. (Please consult with an event coordinator prior to your event if you have questions).
- In an effort to be respectful of all meeting/events, sound, music or noise should be kept at a reasonable level in meeting rooms.
- Items may not be stored in any service hallway or common areas. All event related items must be removed at the conclusion of your event/meeting.
Food and Catering
- Catering is permitted at any event and any catering entity may be used. Additional cleaning fees may apply.
- Food preparation is not permitted onsite at any event. Homemade items must be prepared off sight. Any food item sold is subject to UGA’s Solicitation policy.
- Food trucks are not permitted without prior permission of Auxiliary Services. Trucks are only permitted at certain locations. (consult with an event coordinator in advance).
- Grilling is not permitted at events.
- Leftover food from an event/meeting, needs to be cleaned up by the Caterer or Customer. Food that is left in any space is subject to additional cleaning fees.
Prohibited Items
- Tobacco, microwaves, nails/glue/tape, confetti, glitter, candles, chalking on sidewalks/plazas are not permitted. Animals (except service animals) are not permitted at indoor events.
- Staking is not permitted for tents at any grass/lawn location on campus.
- Projections of any kind are not permitted on University buildings.
- Vandalization of any kind is not permitted.
- Helium balloons are not permitted in the Atrium or Concourse area of the Tate Student Center and at the UGA Chapel
Security & Licensing
- Requests for security must be made requested through the CRETS office at least 10 business days before the event. Any late requests are subject to a late fee.
- Media screenings (such as films, TV shows, documentaries, etc.) require proof of licensing. Proof of licensing must be provided to the CRETS office 10 business days prior to the event.
- Film rights/licensing can be purchased through Swank.com or other licensing companies. The UGA Library also has a list of certain films that can be used for events. An email from the UGA Library would be required showing proof of copyright.
- The use of streaming services does not fall under the federal copyright law and may not be used; This includes Netflix or other streaming services for public display.
Parking, Construction, Closures on Campus
- Parking at any parking lot is not guaranteed for any event. While parking is limited on campus, if special parking is required for your event, contact Parking Services at 706-542-7275 for special arrangements.
- Campus Reservations, Events & Technical Services is not responsible for any closed parking lots, streets, or access to event spaces due to construction in or around the University Campus.
- Campus Reservations, Events & Technical Services does not guarantee that any University locations, buildings, rooms, or structures will be open or operational due to construction or routine/unexpected maintenance.
Lawns and Plazas
- Reserving Outdoor Campus Spaces
- UGA Departments can make reservations for campus outdoor spaces not at the Tate Student Center 1 year in advance.
- Registered Student Organizations can make reservations for campus outdoor spaces not at the Tate Student Center 6 months in advance.
- Amplified Sound
- is prohibited at most outdoor locations with the exception of Tate Stage/Plaza and South Lawn.
- is not permitted at Table Space locations, including lawn spaces in and around the Tate Student Center.
- is allowed during certain hours on Legion Field, Herty Field, Jaworski Amphitheater, DW Brooks Mall, Parade Grounds, and Royar Square. (please consult with an event coordinator for exact hours and restrictions).
- Some locations lack access to power. (Consult with an event coordinator for more information)
- Access to restrooms is not included at outdoor event spaces, with the exception of Legion Field.
- Backup locations for inclement weather must be reserved separately and is limited. Additional costs for backup locations may be charged if not canceled 3 days in advance.
- Table Space locations include one table and two chairs. Reservations for Lawn or Plaza locations at the Tate Student Center do not include any furniture; you must request it through the CRETS office. Customers may not bring their own furniture to any event hosted at the Tate Student Center.
- Tents are permitted at lawns and plaza locations only.
- The UGA Fountain adjacent to Herty Field has times during the year when it is not running. In addition, the fountain can be shut down at any time for annual repairs or maintenance.
Tabling
- Tents are not permitted at any tabling space location.
- All tabling locations are available for reservations Monday through Friday, 9am-4pm for the Registered Student Organizations or UGA Departments only. All other entities are not permitted to reserve table spaces locations through the CRETS operations.
- All tabling reservations consist of one 4ft table and two folding chairs (please see pricing list). Other larger items are not permitted at table space locations and must not exceed the table space footprint. If a larger footprint is needed, reserve a Lawn or a Plaza space instead with the addition of furniture for your event.
Promotional Spaces
- Banner Spaces
- Breezeway and Bridge banner reservations are available at minimum of one-week reservations. Additional weeks are available based on availability. All reservations are from Monday to the following Monday.
- Breezeway banner and Bridge banners must be professionally made; no cloth banners.
- Breezeway banners must be a minimum of 3 feet by 5 feet or a maximum of 4 feet by 22 feet.
- The Bridge banners must be a minimum of 3 feet by 15 feet or a maximum of 7 feet by 22 feet. Campus Reservations reserves the right to place your banner on either side of the bridge, based on current tree sightlines.
- Wooden Banner Boards are available for reservations Monday through Wednesday, Thursday through Sunday, or a combination of both for a full week.
- Wooden Banner Boards can be paper banners or professionally made.
- Wooden Banner Boards must be a minimum of 3H feet by 4W feet or a maximum of 6W feet by 4H feet.
- The Art Wall spaces is available for special projects or displays. Banners are not permitted at this location as this space is reserved for a large display project or advertisement only. The hanging of the display is managed by the Tate Facilities Staff. Hanging displays by certain type hanging materials must be approved by the Tate Facilities staff.
- Campus Reservations, Events & Technical Services is not responsible for any lost, stolen, or damage to any banner or display due to any reason, including weather.
- Hanging flyers in the Tate Student Center is managed and arranged by the Information Desk.
- Donation Boxes
- Reservations for donation boxes are permitted with a pre-approved fundraising approval through Engagement, Leadership & Service. Once fundraising approval has been given, email the CRETS office at reserve@uga.edu to secure your reservation dates and usage guidelines.
Specialty Locations
Adinkra Hall: This space is considered a self-service location. Seminar tables and chairs are located in the back closet for usage. The space may only be reserved no more than one semester in advance.
Chapel
- Food or beverage is not permitted.
- Event Staff is required at each event.
- Tap shoes are not permitted on the UGA Chapel stage.
- A grand piano is available for usage. The piano must remain on the stage.
- The ringing of the chapel bell could occur during any scheduled event.
Legion Field: Legion Field is a large outdoor multipurpose facility that can accommodate up to 3,200 people. The rental fee includes the use of the field, 4 access gates, access to power, and a 30′ x 50′ covered stage with sound wings. Additional costs may apply depending on the security and equipment needs of your event. *Legion Field does not come set with technical, sound or lighting equipment. You will need to meet with a technical event manager and can be outsourced for additional fees.
- A 2-month advance booking is required to allow time for a CRETS consultation; discuss potential technical needs/security plans, based on the nature of the event.
- A field manager is required to be present at any Legion Field Event.
- Driving or parking is not allowed on the grass section of the field. Driving on the field must be confined to the concrete path for loading and unloading. Vehicles must then be moved to an appropriate parking space.
- Amplified sound cannot begin before 4pm and must end by 11pm.
- Legion Field and Legion Pool are separate facilities. However, the shared restrooms are available during any Legion Field reservations. Porta-potties can be rented through the CRETS office and the rental price will be added to the invoice.
- Any event held after dark, is subject to the rental of tower lighting for safety egress reasons. The rental price will be added to the invoice.
- Additional guidelines for the usage of Legion Field are continent on the nature of the event, (see an Event Coordinator for more specific guidelines).
Quarters A
- A portable projection system is available for usage.
- Onsite cooking is not permitted inside of the house. The kitchen can be used for catering preparations.
- Event Staff is required at each event.
- Selective tables and chairs, including specific setups, are available. Please speak directly with an event coordinator for detials.
Terms & Conditions
By submitting a request or receiving confirmation for campus space, you agree to comply with all applicable terms and conditions, CRETS policies, University of Georgia (UGA) policies, Board of Regents policies, and all state, local, and federal laws. UGA reserves the right to deny, cancel, or modify any reservation at any time if the activity or program conflicts with the university’s educational mission. Failure to comply with university policies or applicable laws may result in the cancellation of current or future reservations and/or suspension of facility use privileges. Campus Reservations, Events & Technical Services is not responsible for any lost, stolen, or damaged items. Discrimination in the use of these facilities because of disability, race, religion, nationality, or sexual orientation is prohibited.
Academic Classrooms for Meetings & Evengs
(including the Miller Learning Center)
In October 2015, a new policy on centralized classroom and event scheduling was implemented. Click here to review the policy.
See below for guidance on who to contact for your specific space needs.
The Registrar’s Office:
- Schedules instructional space for courses after the exclusivity period which is defined in the reference policy
- Schedules instructional space for course-related events such as review sessions, final exams.
Campus Reservations, Events & Technical Services:
- Schedules space for events unrelated to specific courses.
The following groups may reserve academic classrooms for meetings and events provided the event does not conflict with the schedule of academic activities:
- University Departments may request reservations for a particular semester based on the Centralized Scheduling priority system. Click here for dates.
- Registered student organizations may request reservations for a particular semester one month prior to the first day of classes for that semester. In order to be eligible to reserve space, the student organization must be registered for the semester in which it is requesting space. Regular meetings (ie: weekly or bi-weekly meetings) held in the Miller Learning Center will be limited to 2 hours in duration. Meetings held in other academic classrooms may exceed 2 hours.
- Governmental agencies may request reservations one month prior to the date of their event. Consists of events arranged by federal, state and local government agencies or organizations not affiliated with the University of Georgia.
- UGA community-sponsored events, Weddings/Private Celebrations, Recruitment events, Other Individuals or Organizations are not permitted to reserve classroom facilities.
Academic classrooms are not available for individual study sessions, commercial solicitation, or private events (with the exception of MLC 205).
The University of Georgia reserves the right to prohibit the use of academic classrooms for any activity or program conflicting with the educational mission of the institution.
RESERVING MLC 205
This room is intended for the development and practice of academic class presentations. Failure to use the room for its intended purpose may result in the cancellation of your reservation and/or the charge of a usage fee for the use of the equipment. The person who completes the reservation request form assumes responsibility for assuring the appropriate use of the room and equipment.
The room may be reserved in Campus Reservations up to 4 weeks in advance.
Reservations may be scheduled for 2-hour time slots, limited to a total of 4 hours per calendar week (Sunday – Saturday). Groups or individuals may continue to use the room if another group does not have the room reserved afterward.
Please cancel your reservation in Campus Reservations if you do not need to use the room. This will allow other students to use it. Failing to cancel a reservation may result in your inability to reserve the room in the future.
The Center for Teaching & Learning will schedule a technician to provide access to and instruction on the use of the audio-visual equipment. Because the technician will meet you in the room at the time of your reservation, please be prompt in arriving to use the room.
AV EQUIPMENT USAGE
Please specify in your request if you will be needing access to A/V. Audio-visual equipment is not available for use in all academic classrooms. For details on equipment availability please contact the Campus Reservations, Events & Technical Services staff.
AV CANCELLATION
Groups requesting to cancel the usage of AV equipment and all associated charges with AV usage, must be cancelled in advance of the event date via email. Groups that do not cancel and request AV usage are subject to applicable charges.
RESERVATION LIMITATIONS
Most buildings are closed on federal or state holidays, weekends, and during UGA football home games. Requests to open a building at these times are subject to approval and may not be approved. Any approved requests will be subject to additional fees.
The primary building open on most weekends is the MLC and is subject to the operational hours of the building. Other buildings may be opened on the weekends for an additional fee, excluding holidays and UGA home football game days.
Effective Fall 2025, Student Organizations are limited to the following buildings only for events/meetings after hours during the week. (See list below).
| Primary List | Secondary List (more restrictions) |
|---|---|
| MLC | LeConte Hall |
| Journalism Building | Geography/Geology Building |
| Psychology Building | Physics Building |
| Park Hall | Cedar Street A |
| Sanford Hall | Cedar Street B |
| Caldwell Hall | Cedar Street C |
| Baldwin Hall | Cedar Street B |
| Aderhold Hall | Boyd |
| Miller Plant Sciences Building | Forest Resources 1 |
| Dawson Hall | Science Learning Center |
| Ramsey | Wilson Pharmacy Building |
| Forest Resources 2 | Life Sciences Building |
| North PJ Auditorium | HSC Russell Hall |
| South PJ Auditorium | |
| George Hall |
ADDITIONAL POLICIES
For all other policies, please read through and familiarize yourself with all Campus Reservations, Events & Technical Services policies regarding reservations for space on campus.
Miller Learning Center Study Room
“NO RESERVATION” PURPOSE AND POLICY
The primary purpose of the Miller Learning Center (MLC) group study rooms is to provide students with a private space for small group collaboration, research and study. When designing the MLC, the UGA Libraries, EITS, and CTL made a conscious decision to have a “no reservations”, “first come, first-served” policy for group study rooms. The main consideration behind this policy is to make the study rooms as accessible as possible for all students. Any reservations policy would inevitably get bogged down in ‘no shows’, ‘late shows’ and ‘extended stays’. Our limited staff would be hard put to monitor ninety six (96) rooms while fulfilling their primary duty to provide research and computer assistance to patrons.
The “no reservations” policy for the group study rooms has one exception. At the specific request of the Office of the Vice President for Instruction, group study rooms can be reserved during classroom hours specifically for the purpose of providing classroom “breakout session” space. A classroom breakout session is defined as a teaching model whereby students in a large class are divided into smaller groups during the scheduled class to work on a specific class activity. Twenty (20) of the Miller Learning Center’s group study rooms have been designated for this purpose during classroom hours.
With such a wonderful academic learning space for our campus it is not surprising that we have received requests to reserve the MLC group study rooms for such activities as student/faculty review sessions, classroom study groups, small committee meetings, and informal “office hours” for faculty to meet with small groups of students. Although we can’t reserve space for these activities, we still invite you to use the MLC for such purposes. Many people indicate a space or wing where students or colleagues can find them and then look for an available group study room in which to meet. During normal business hours it is rare to find all the group study rooms in use.
PROCEDURES FOR RESERVING GROUP STUDENT ROOMS FOR CLASSROOM BREAKOUT SESSIONS
Campus Reservations has responsibility for scheduling group study rooms following the usual general classroom reservation process. Requests to reserve a group study room (s) may be made at the beginning of each semester or anytime during the semester up to 24 hours before the time the room is needed.
The group study rooms will not be locked. Each group study room has a prominent sign explaining the reservation policy for class breakout sessions. The reserving instructor or designee has the responsibility to ask the occupants of the room to vacate.
Group Study Rooms Designated for Breakout Sessions
Room Number | Number of seats |
|
204 | 10 | East Wing |
278 | 10 | West Wing |
341 | 10 | Rotunda |
343 | 10 | Rotunda |
345 | 10 | Rotunda |
351 | 10 | Rotunda |
353 | 10 | Rotunda |
355 | 10 | Rotunda |
441 | 10 | Rotunda |
442 | 8 | Rotunda |
443 | 10 | Rotunda |
444 | 8 | Rotunda |
445 | 10 | Rotunda |
446 | 8 | Rotunda |
451 | 10 | Rotunda |
452 | 8 | Rotunda |
453 | 10 | Rotunda |
454 | 8 | Rotunda |
455 | 10 | Rotunda |
456 | 8 | Rotunda |
Failure to comply with University of Georgia policies or federal, state and local law may result in the cancellation of future existing reservations and/or restriction from the use of University facilities. Discrimination in the use of these facilities because of disability, race, religion, nationality, or sexual orientation is prohibited.
MLC Project Development & Presentation Practice Room
There has been a growing need for a space equipped with audio-visual equipment in which students can rehearse presentations or develop group projects for their classes. The UGA Libraries, the Center for Teaching & Learning, and Campus Reservations, Events & Technical Services have partnered to offer this service to students. When not in use by scheduled classes, room 205 in the Miller Learning Center may be reserved by individual students or groups of students for this purpose.
POLICIES & PROCEDURES
This room is intended for the development and practice of academic class presentations. Failure to use the room for its intended purpose may result in the cancellation of your reservation and/or the charge of a usage fee for the use of the equipment. The person who completes the reservation request form assumes responsibility for assuring the appropriate use of the room and equipment.
The room may be reserved in Campus Reservations, Events & Technical Services up to 4 weeks in advance. Walk-in requests are discouraged.
Reservations may be scheduled for 2 hour time slots, limited to a total of 4 hours per calendar week (Sunday – Saturday). Groups or individuals may continue to use the room if another group does not have the room reserved afterwards.
Please cancel your reservation in Campus Reservations, Events & Technical Services if you do not need to use the room. This will allow other students to use it. Failing to cancel a reservation may result in your inability to reserve the room in the future.
The Center for Teaching & Learning will schedule a technician to provide access to and instruction on the use of the audio-visual equipment. Because the technician will meet you in the room at the time of your reservation, please be prompt in arriving to use the room.
Failure to comply with University of Georgia policies or federal, state and local law may result in the cancellation of future existing reservations and/or restriction from the use of University facilities. Discrimination in the use of these facilities because of disability, race, religion, nationality, or sexual orientation is prohibited.
Minors on Campus
Programs and Activities Serving Minors
1. Institutional Policy. If Permit Holder operates a program or activity that provides for the care, custody, or control of minors, Permit Holder shall be governed by and comply with all requirements of the Institution’s Policy for Programs and Activities Serving Minors. Such requirements include but are not necessarily limited to those listed below.
2. Duty of Care. Permit Holder shall operate such program/activity in a reasonably safe manner.
3. Forms. Permit Holder shall use all appropriate forms related the operation of the program/activity, which may include but are not necessarily limited to the following forms: parental consent, participant conduct agreement, medical information and release, medical treatment authorization, medical authorization to administer medication, media release, pickup authorization, and others.
4. Code of Conduct. Permit Holder shall require program/activity staff, including volunteers, to abide by a staff code of conduct.
5. Criminal Background Checks. Permit Holder shall properly screen and conduct criminal history background checks, including screening via the National Sex Offender Registry, on all employees, volunteers, counselors, chaperones and others who are reasonably anticipated to have direct contact or interaction minor participants. Permit Holder shall certify that that the background checks will, at a minimum, satisfy the requirements of the Institution’s Human Resources Administrative Practice Manual (HRAP). Permit Holder shall notify and require all individuals who have undergone a background check to self-report any arrest, charge, or criminal conviction occurring after the date of the background check to the Permit Holder prior to returning to a Program/Activity. Personnel in charge of screening volunteers should be aware of the inherent limitations of background checks and should seek to utilize other screening methods, when possible, in addition to background checks to include in-person interviews and reference checks. Permit Holder shall, prior to the beginning of the Time of Use, provide to the Institution a certification that it has performed background checks in a manner consistent with the requirements above.
6. Supervision. Every minor participant must be properly supervised at all times while participating in the program/activity. Permit Holder certifies that there will be appropriate supervision and that there will be an appropriate participant-to-supervisor ratio, which may vary depending on the age of the participants, the nature of the activity, and whether the program has an overnight component. Please refer to the American Camp Association guidelines for supervision ratios (www.acacamps.org).
7. Training. Permit Holder shall provide training to all program/activity staff and volunteers assisting with the program/activity that addresses mandatory reporting requirements, appropriate contact with minors, safety and security procedures, and response protocols for injury / illness, staff misconduct, and participant misconduct.
8. Safety and Security. Permit Holder agrees to ensure the safety and protection of program participants and to establish protocols for reporting injuries, staff misconduct, participant misconduct, and procedures for secure pickup and drop-off of program participants. Permit Holder agrees to establish security measures (e.g., where to meet and where to go if lost, responses and protocols for weather alerts, accidents, missing persons, etc.), and to communicate those measures to program participants and parents/guardians.
9. Reporting Obligations. Criminal activity should be reported immediately to the University of Georgia Police Department (UGAPD): 911(emergency) or 706-542-2200. Campus law enforcement professionals can assess the situation and determine what other notifications or actions, if any, is necessary.
10. Known or Suspected Abuse or Neglect of Minors. If Permit Holder and/or any of its employees, volunteers, or other agents or any other authorized adult present at the program/activity know, suspect, or receive information providing reasonable cause to believe that a minor has been abused or neglected, or if Permit Holder or such other individuals have other concerns regarding a minor’s safety, Permit Holder or such other individual must report the situation immediately to the UGAPD and to the Georgia Department of Human Services (and/or the Division of Children and Family Services) by calling 911(emergency) or 706-542-2200, and 1-855-GACHILD (422-4453), as required by Georgia law. Permit Holder hereby acknowledges its understanding of this reporting requirement for known or suspected abuse or neglect of minors.
11. Registration. Permit Holder shall register its program/activity at: programsforminors.uga.edu .
12. Responsibility. Permit Holder is responsible for reviewing and understanding all of the requirements of the Policy for Programs and Activities Serving Minors. Failure to abide by Institution’s Policy may result in revocation of the Permit and/or a potential barring from future use of Institution’s facilities as determined by Institution in its sole discretion.
The full policy is available here.
Tate Student Center Alcoholic Beverage Policy
The following guidelines have been adopted to govern events where alcoholic beverages are served or provided on University of Georgia property. These guidelines apply to all events at the Tate Student Center regardless of whether the event is sponsored by a University unit, external entity, or private individual. Strict adherence to these guidelines is required.
These guidelines are in compliance with the University of Georgia policy regarding alcoholic beverages. Further information regarding these policy guidelines concerning the serving or providing of alcohol on campus can be found on the Provost’s website.
Check Identification. Alcoholic beverages must not be provided or served to persons below the legal drinking age. The legal drinking age in Georgia is 21. Therefore, the sponsoring University unit or University official, agent, or employee must check for proper identification before serving any alcoholic beverage, and must reject any questionable forms of identification.
Refuse to Serve Intoxicated Guests. If a participant or guest appears intoxicated, the sponsoring University unit or University official, agent, or employee must not serve any additional alcohol to that person. Furthermore, a reasonable effort should be made to arrange a safe trip home.
Provide Non-Alcoholic Beverages. The sponsoring University unit or University official, agents, or employee should provide plenty of non-alcoholic beverages so as to avoid the problem of “forcing” guests to drink alcoholic beverages because there is nothing else to drink. There needs to be parity between the quantity and variety of nonalcoholic beverages.
Serve Food. When alcohol is served or provided at a lunch, dinner, or reception, there needs to be plenty of food available.
Do Not Permit Self-Service of Alcoholic Beverages. The sponsoring University unit or University official, agent, or employee should use staff members or hired bartenders to serve alcoholic beverages in order to limit the size and number of drinks being served and to spot those who may be intoxicated. Where the function involves a sit-down meal at which alcohol is served, waiters and waitresses should be instructed to ask before automatically refilling wine or liquor glasses.
Restrict Alcoholic Beverages to a Controlled Area. The sponsoring University unit or University official, agent, or employee must take adequate steps to ensure that alcoholic beverages are not brought outside the predetermined boundaries for the event. All alcoholic beverages should be consumed or disposed of by all guests or participants before they leave the premises.
Limit or Eliminate References to Alcoholic Beverages in Advertisements. Advertisements or invitations to University events where alcoholic beverages are being served should emphasize the nature of the event, and not the alcoholic beverages. Keep references to the type and quantity of alcoholic beverages to be served out of promotional material.
revised August 13, 2014
