Updates to the Facility Use & Event Policy have been approved by senior staff and include changes to how the university partners with external groups for events, how internal events are defined, how alcohol and raffles are handled at events, along with many other minor revisions throughout. Here’s a closer look at what’s different.
Cosponsorships and external groups
Chapman has updated its approach to cosponsorships to ensure fee discounts and cosponsorships reflect genuine, mission-aligned partnerships with the university. Cosponsorships now require EVP approval, and discount levels are reviewed case by case rather than defaulting to a set rate.
The process starts by submitting the event in 25Live, at least 45 days before the event date. That submission begins the review; it doesn’t guarantee a cosponsorship will be approved. Not every fee discount qualifies as a cosponsorship, not every cosponsorship qualifies for a discount, and no commitments about cosponsorship, discounts, or waivers should be made to an external organization until Event Operations and the appropriate EVP have signed off.
What counts as an event
The policy introduces a more thorough definition of what counts as an event on campus, covering things like lectures, workshops, performances, tabling, and film shoots. It also clarifies what doesn’t count, including informal study sessions, routine departmental meetings, and regularly scheduled classes.
Alcohol at events
Non-university events are now limited to two alcoholic beverages per guest, and Chapman-sponsored events are strongly encouraged to follow the same limit. Chapman administration has the right to deny alcohol service at events depending on the nature of the event.
Raffles and games of chance
Raffles or games of chance that require payment to enter now need advance approval from University Advancement and Financial Services. Promotional drawings that don’t require a purchase still need sign-off from Event Operations and Financial Services.
Tabling events
The revised policy introduces more specific parameters regarding reserved tabling by both Chapman organizations and external groups, including the size of the space reserved and the level of amplification permitted.
Minor changes throughout
There are a considerable number of minor changes throughout the entire policy, and all Chapman students, faculty and staff are encouraged to read it thoroughly and direct any questions to Tessa Jones, Vice President of Event Operations.