Lectures and Performances
- Usher and Volunteer Management
How will you orient your ushers for their duties and event logistics?
How will guests be able to identify ushers/volunteers?
What are ushers' duties? Provide additional ushers to ensure that aisles are not blocked for big events.
What time will doors open and close? Please provide ample time for people to be seated between doors opening and the start of the program.
Do you expect a line outside? Why or why not? If there is a line, how will you manage and organize it?
Ushers must remain at the doors at all times before and during the event. Even after entry to the event closes, ushers must be available in the event of latecomers or other questions.
What is the usher's role with assisting in the exit plan at the end of the event?
For some events, (well-known or controversial speakers), you will need to include a plan that ensures that no large bags or backpacks will be allowed in or near the venue (i.e., don't have these bags lying in the hall). You will want to include this information on your advertisements.
- Fire Safety and Capacity Management
Event coordinator(s) must announce the location of fire exits.
Maintaining capacity and keeping aisles and egresses clear are important matters.
Be sure to count how many people in your organization will be in the event and subtract this from the total capacity. The total maximum capacity includes the people managing the event.
Provide details of how you will ensure capacity is not exceeded. Will you use a tally counter or tickets? If you use tickets, what is the plan for distribution?
- News Media
Will there be news media? You will want to work with the Office of Communications and Marketing to help you manage any media. Its office is located in 23 Samford Hall, and its phone number is (334) 844-9999.
News media, if there are any, will need to have an area reserved for reporters, photographers, and/or videographers. They must be told in advance that they should remain there and not block aisles. They cannot be set up in aisles or egresses. Media may require additional audio/visual support, i.e., patch into sound system or audio feed from microphone.
Ensure your speaker or performer allows media or even cameras (video, digital, or cell phones) to be at the event. This should be negotiated when booking talent.
- Other Logistical & Security Aspects
Be sure that your plan for the entrance and exit of the event ensures that you won't interrupt classes or other venues.
Will you use tables at the entrance of the event? If so, how? Ensure that they will not cause fire-egress concerns.
What will be the speaker's route into the building?
For large venues and/or controversial speakers, no large bags or backpacks are allowed in or near the venue (i.e., don't have them lying in the hall.) For large venues and/or controversial speakers, promotional materials need to read "no bags or backpacks allowed."
Typically, you will want a room with easy access to the stage to serve as a green room. Some speakers or performers may require certain items to be placed in their green room (food, water, towels, etc.). This list is typically provided by the speaker or his/her agent and is called a rider.
If there will be a reception, book signing, etc. associated with the event (before, during, or after), please provide the relevant information and any implications for management.
- Outdoor Concerts and Similar Events
We encourage appropriately notifying neighbors before any event that may cause noise disruptions. It is the responsibility of event organizers to make sure all university policies on amplified sound are followed.
Event organizers should make sure responsible volume levels are maintained. Amplified sound is allowed Monday through Thursday from 5pm-9pm; Friday from 5pm-Midnight; Saturday from 8am-midnight, and Sunday from 8am-9pm with no decibel limit. Amplified Sound Permits are required.
Permission is required for outdoor entertainment events with amplified sound. Include any outdoor sound requests in the Event Request Form. Requests must be submitted at least 14 days in advance and must include a list of required information for the request to be approved. The outdoor entertainment permit will specify the location and other requirements to ensure that the event is conducted in a safe manner.
Amplified sound may not disrupt scheduled instructional or other academic activities. Events deemed disruptive will not be approved.
No musical instrument or sound-amplification equipment of any kind, including stereo speakers and stationary or mobile public address systems, is allowed on the concourses, streets, in areas adjacent to academic buildings, or in the Open Air Forum at any time.
*Questions regarding noise permits should be directed to (334) 844-9447 or (334) 844-8584.
The Outdoor Sound Policy regulates and provides guidance for outdoor sound, including, but not limited to, the use of electrical speakers, radios, DJ equipment, bullhorns, and musical instruments. Outdoor sound may only occur during the hours described below.
Organizations or individuals that would like to include sound in their outdoor event must apply for an Outdoor Sound Permit through the Division of Student Affairs. Permits are required for all outdoor sound and will be provided on a first come, first serve basis. Only one permit will be provided per space, per day.
For events with outdoor sound occurring 8am-5pm, Monday-Friday, permits are provided with restrictions on the decibel level of the sound (see below). When a permit is approved, decibel meters can be checked out from the Student Center Reservations Office. The individual listed on the permit as the contact person must be present for the duration of the event. Permits will be granted with the stipulation that sound will be monitored by the event coordinator. Any language that is considered obscene must be terminated by the event coordinator or the permit will be revoked immediately.
Decibel Sound Level Restrictions Monday-Friday, 8am-5pm:
Student Center Green Space
Location: Speakers/sound instrument must be placed on the Student Center side of the Green Space facing the Parking Deck OR on the transportation hub side facing Owen Hall.
Decibel Level: 80 decibels measured at 50 feet from the sound source. Weighting A should be used for voice. Weighting C should be used for music.
Location:Speakers/sound source must be placed on the concourse within the footprint of the Student Center, facing the Student Center.
Decibel Level:80 decibels measured at 30 feet from the sound source. Weighting A should be used for voice. Weighting C should be used for music.
Location:Speakers/sound source must be placed on the Cater Lawn grass, in front of Foy Hall.
Decibel Level:75 decibels measured at 35 feet from the sound source. Weighting A should be used for voice. Weighting C should be used for music.
The Division of Student Affairs and Campus Safety have the authority to revoke a permit during the event, if event coordinators do not abide by set decibel levels. Violations of the Outdoor Sound Policy will be referred to the Office of Student Conduct.
- Games of Chance
Game tournaments involving games of skill, such as chess, are permitted; however, games of chance cannot be played if money will be involved in any way, such as poker. Raffles are not allowed at the university.
Last Updated: September 18, 2015