BERKELEY CAMPUS POLICY GOVERNING STUDENT DANCES   

The Berkeley Campus Policy Governing Student Dances was developed to promote the efficient and orderly use of campus facilities.  Further, recognized student groups sponsoring dances with student attendees will be ensured equitable allocation of campus space for such dances. The Berkeley Campus recognizes the frequent use of its campus facilities by diverse student organizations and departmentally sponsored dances with students in attendance and, therefore, seeks to promote enjoyable dances for students in a safe environment.  Campus departments who sponsor dances will not be subject to this dance policy. Campus departmental sponsorship will be defined as departments primarily responsible for the funding of the event.

This general policy operates in conjunction with specific deadlines, policies, and regulations currently in effect within each campus facility. Campus facility reservation deadlines and other procedural details may vary; therefore, the facility manager must be consulted before the dance to obtain specific details concerning reservation procedures. Failure to comply with campus regulations and policies pertaining to dances may result in the cancellation of the dance by appropriate campus officials. 

The Chancellor or his designee has the authority to modify or cancel any provision set forth in this policy as it applies to the implementation of dance events on the Berkeley campus. In addition, the Chancellor or his designee reserves the right to cancel a dance at any time according to campus regulations and policies governing the safety and orderly operation of the campus. 

For the purpose of this policy, a "dance" is any social event sponsored by a University-recognized student group or organization, including the Associated Students of the University of California (ASUC), and departmentally sponsored dances with students in attendance whose primary purpose is the promotion of free movement to amplified music in an unobstructed area in a campus facility or area subject to reservation.

A. One student signatory of a currently registered or sponsored group or department staff representative seeking to use campus facilities to hold a dance must: 

1. Complete a "Dance Proposal Worksheet" obtainable from the Office of Student Life (OSL) or click the following link to download an Adobe Acrobat format of the worksheet to a local disk:

•    Download now  [28.0 KB, .pdf Adobe Acrobat Reader]

2. Tentatively reserve the facility where the dance will be held and obtain signature approval from the facility on the Dance Proposal Worksheet.  Facility policies may vary for dances; 

3. Obtain signature approval from UCPD on the Dance Proposal Worksheet verifying that all security arrangements have been made. This must be done no later than 20 working days in advance of the dance;           

4. Obtain signature approval from an adviser in the ASUC Office of Student Affairs, if the group is an ASUC sponsored group; 

5. Return the completed Dance Proposal Worksheet to OSL no later than 20 working days before the dance. Final confirmations and payment arrangements can be made with the facility and UCPD, and; 

6. Comply with all pre-dance requirements as established by OSL, UCPD and the facility manager. 

B. Organizers of the dance and the student group signatory or department representative who appear on the Dance Proposal Worksheet are required to meet with a dance coordination team. This "Dance Coordination Meeting" is required at least 10 working days before the dance. The Dance Coordination Team will consider other campus events occurring during the same time period.  Officials may convene an additional meeting from OSL and/or the Dance Coordination Team for the purpose of ensuring that all instructions agreed to at the Dance Coordination Meeting by the student organization are satisfied. 

 C. A communication process exists so that, fifteen business days before each dance, the UCPD police chief or designee shall inform a group that would include representatives from the Berkeley Police Department, the City Manager's office, the ASUC management, the Presidents of T.A.A. and T.P.B.I.D., or their designees, about the dance, expected attendance, security measures, etc.  The UCPD police chief or any member of this group may request that a meeting of the group be convened in advance of the dance to discuss related pertinent information. 

D.  Dances must end no later than 2:00a.m. 

 Any applicant who is denied a reservation for use of campus facilities may appeal the denial in accordance with the procedures outlined in the Berkeley Campus Regulations #251 "Any applicant who is denied a reservation for use of University facilities may appear in writing to the Vice Chancellor for Undergraduate Affairs or a designee. "

       A.  Only current UCB students with valid student identification cards and their accompanied guest(s)  may attend a dance held in a campus facility.  All dance attendees are required to show photo identification. Non-UCB students under 18 years of age will not be admitted.  There will be no in-and-out privileges.  A maximum of three guests, one may be a non-college student and all must accompany the UCB student. 

A.1.  For conferences held on the campus, only conference attendees and one guest may attend.  The conference organizers must distribute the sequentially numbered tickets in advance and the number of tickets cannot exceed the estimation of guests approved or room capacity.   

B. All dance entrants will be subject to search for contraband, weapons, drugs, alcohol, and other illegal or prohibited materials by an authorized staff member.  Participants shall be notified through clearly posted signs at the dance entrance that they are subject to a search. 

C. The maximum room capacity for all campus facilities shall be established by the Campus Fire Marshall. The facility manager may reduce capacity requirements in accordance with staff availability and other considerations.

No off-campus promotion of a dance, including radio, newspaper or television advertising, shall be permitted.  In addition, all promotional material shall be submitted at least 15 working days in advance for approval to the OSL Adviser before printing/duplication and distribution. No web site or internet advertising shall be allowed.  Flyers and posters shall clearly state that the dance is open to UCB students with valid identification cards and their college guests with photo identification showing proof of age 18 years or older.  Advertising must clearly indicate that the dance is not open to the public and that tickets will not be sold at the door. 

A.Advance ticketing is required for all dances at Pauley Ballroom.  Tickets can be sold up to 7:00 p.m. the night of the event at a designated box office.

B.The number of tickets sold or distributed cannot exceed the estimation of guests approved or room capacity.

C.Tickets will be sequentially numbered and note that tickets will not be sold at the site of the event.

D.Tickets will state that college identification is required for entrance to the dance.

Students who sign the Dance Proposal Worksheet and the other student group signatories registered with OSL are personally liable for all costs related to the dance.  Departments sponsoring dances with student attendees will be liable for all costs related to the dance.  This includes, but is not limited to facility fees, security costs, and any damages that may occur as a result of the event.

A.  A security needs assessment shall be conducted at least 20 working days prior to the scheduled date of the dance. The security assessment shall be conducted by UCPD at a meeting that may include, as necessary, the following: a student group adviser from OSL, the facility manager and or designee, and one or more student group signatories and other representatives from the sponsoring student organization. The student(s) serving as the "Dance Coordinator(s)" shall be made known to UCPD at this time and shall be present and available throughout the event.  

B. The authority to decide to end a dance due to safety concerns rests with the highest-ranking UCPD officer at the dance. 

C. The sponsoring group shall incur additional costs if UCPD determines that more security is needed at any time during the dance. 

A. The possession and/or consumption of alcohol at dances is prohibited unless the facility is licensed to sell alcohol or a campus alcohol service permit is issued through UCPD to a campus department that will sponsor the student group's dance. Under no circumstances will an individual under the age of 21 be served alcohol.   

B. If a department serves alcoholic beverages at a student group dance, career staff or faculty of the sponsoring department must attend the Dance Coordination Meeting before the event, be present at the event and assume responsibility for ensuring that no one under the age of 21 consumes alcohol. 

C. If alcohol is served, at least 20% of all beverages must be non-alcoholic and food must be provided throughout the dance. Non-alcoholic beverages must be prominently displayed and served in the same place as alcoholic drinks. 

D.  The use and/or possession of illegal drugs are prohibited.