Policies and Procedures

Every member and guest of the KSU community is encouraged to review our alcohol and drug policy.

Alcohol and Drug Policy For university-approved events, alcohol is permitted in a number of locations

Please submit an Alcohol Request Form for approval. Requests must be submitted 3-4 weeks prior to the event date. Requests received at a later date may not be approved.

Alcohol Request Form 

For questions regarding alcohol service, contact the Department of Event and Venue Management at events@kennesaw.edu.

In accordance with the KSU Freedom of Expression Policy, amplified sound is prohibited on the Campus Green Zones 1-9 (最色导航 campus) and by the Globe between the Administration Building and the Joe Mack Wilson Student Center (Marietta campus), except for University-sponsored events. 

Amplified sound for University sponsored events is permitted in other KSU outdoor areas as follows:

• Student Canter Terrace: Amplified sound allowed ONLY between 12:30 pm and 1:45 pm, Monday - Sunday.
  
  
• Gazebo: Amplified sound allowed ONLY between 12:30 pm and 1:45 pm, Monday - Friday as well as Fridays between 5:00 pm and 10:00 pm; allowed between 8:00 pm and 10:00 pm, Monday - Thursday; between 12:00 pm and 10:00 pm, Saturday and Sunday.

Any outside areas on either the Marietta or 最色导航 Campus not listed above will be determined on a case-by-basis and approved by the Department of Event and Venue Management pending a reservation request.

Amplified sound is permitted in the following indoor areas of the campus:

• The Commons: Amplified sound is allowed at the Commons only between 12:30 pm and 1:45 pm, Monday through Friday.

• Carmichael Student Center: Amplified sound is permitted, both built-in systems and additional PA systems, in all locations in the building.
  
  
• Indoor Plaza (Prillaman Hall): The Indoor Plaza is approved for use of a small group PA system.  NO live music can be played in the space.
  
  
• Auditoriums: Additional PA systems are approved to be used in auditoriums.
  
  
• Social Sciences/Clendenin/Science Lab Atriums: A microphone and small PA system - only during off peak class time. Acceptable hours below.
  • Monday 鈥� Thursday from 7:00 pm to 10:00 pm
  • Friday from 4:00 pm to 8:00 pm
    
    
• Convocation Center Arena Floor: All non-athletic sound requests MUST be reviewed by the Department of Event and Venue Management for approval.
  
  
• Event Center: All sound requests MUST be reviewed by the Department of Event and Venue Management for approval.
  
  
• All Other Locations: All areas with built-in audio/visual equipment are approved for use of the built-in system at any time. Additional audio equipment is not permitted for these areas. 

Outdoor Amplified Sound Policy

ALL AMPLIFIED SOUND REQUESTS ARE SUBJECT FOR REVIEW AND APPROVAL.

If you need to make changes to your event, please notify the Department of Event and Venue Management immediately by emailing events@kennesaw.edu, as well as, your event coordinator.

Event and Venue Management must be notified of changes at least 7 business days prior to event start date, or change fees may apply. 

If your event needs to be canceled, it must be canceled at least 7 business days prior to event start date or cancellation fee will apply. Please submit cancellations via email to events@kennesaw.edu and contact, your event coordinator.  

In rare instances, confirmed reservations may be changed or canceled if they are found to conflict with another function or academic need. Event and Venue Management staff will work with the organization or department to provide alternative accommodations whenever possible. 

When the campus is closed due to inclement weather, your event will automatically be canceled. Due to the high demand for space, rain locations will not be available for events booked outdoors except for Presidential Events.

Co-sponsored events are organized, presented, or funded in whole or in part by a university department or college in collaboration with an external or non-affiliated entity.  

When an external organization is primarily responsible for planning the event and the university co-sponsor is only providing space, this will be considered an external event. In such cases, external rates and procedures will apply.

Co-Sponsored Events are considered external events for purposes of the Space Usage Prioritization Procedure. A request to co-sponsor an external event must first be submitted to the department or unit鈥檚 Vice President or Dean for review and approval. Once approved, the co-sponsor must upload the documented approval, along with a clear rationale or justification for sponsorship, when submitting the event request through the KSU Reservations Portal.

 

For Co-Sponsored Events, the University Co-Sponsor is responsible, individually and jointly with the Non-Affiliated Entity, for the following:

1. Being present throughout the event and have available for inspection the confirmation copy of the Event Request Form and applicable support documents and licenses;
2. While the Department of Event and Venue Management will coordinate event logistics directly with the Non-Affiliated or External Entity, the co-sponsor is expected to remain informed of all event details and discussions. Any breakdowns in communication between the University and the the Non-Affiliated or External Entity may need to be resolved by the sponsor;
3. Communicating any restrictions regarding the facility to the group and the participants; and
4. All charges levied for use of the facility, special services and equipment, repair of any damages to the facility, and any costs for cleaning above what is usual and customary.

 

Long-term or significant collaboration with a Non-Affiliated or External Entity does not transform an entity into an Affiliated Entity. Allowing a Non-Affiliated Entity to register under the guise of an Affiliated Entity is specifically forbidden and may result in the forfeiture of the event reservation or the associated funds.

Fronting is not allowed and refers to the act of allowing a Non-Affiliated Entity to register under the guise of an university departments, units, and divisions as well as registered student organizations, and cooperative agencies.

"Non-Affiliated Entity" includes groups that are not affiliated with the University and do not qualify for University sponsorship or hosting, but who may rent University facilities in accordance with this procedure. A non-affiliated entity may also be referred to as "external entity."

Co-Sponsored Events are levied the non-profit, external rates for facility rentals and the applicable rates of the Affiliated Entity for all AV/Technical services.

Exceptions to these guidelines can be made by a member of the President's Cabinet, provided that a written explanation of the decision, is provided to the Department of Event and Venue Management.

Hosted external activities may be scheduled during the academic year based on space availability and in accordance with the Space Usage Prioritization Procedure. These activities will not receive priority scheduling and may be subject to specific restrictions related to the facility.

During the Summer Conference Season, which begins the day after spring commencement and continues until the Sunday before the residence halls open for the fall semester, event space may be available for conferences. Organizations must arrange their rentals through the Department of Event and Venue Management.

No member of the university community has an obligation to sponsor an outside group or individual seeking to hold an event on the university鈥檚 campus.

Please review the full Co-Sponsored Event Guidelines here.

All decorations and materials must follow Environmental Health and Safety regulations. The Department of Event and Venue Management does not supply decorations to clients. If any damage occurs to surfaces and/or excessive cleaning is required, the client may be assessed a fee.

• Decorations must not block exits or fire safety equipment.
• Keep lighting equipment (especially high intensity) and other heat sources away from decorations.
• Only use materials that are Class "A" rated or UL listed for flame retardant in decorations, theatrical scenery.
• Decorations should be removed immediately after the event.

Security has the right to inspect any items at any time. For the purpose of safety. prohibited items must be returned to cars, or disposed of before entering the venue and will not be accepted by employees. There will be no place offer to store any of the items.

• Aerosol/pressurized cans
• Animals (except service animals in service and training)
• Articles artificial noisemakers including air horns, whistles and music instruments, etc.
• Banners, posters, and flags larger than 18" x 24"
• Flyers, handout, advertisements
• Glassware of any kind.
• Glitter
• Helium balloons
• Illegal substances, drugs, and chemicals of any kind.
• Inflatables
• Instruments of any kind
• Laser pointers
• Open flames
• Poles or staffs of any kind of (metal, plastic, wooden
• Weapons, flares, fireworks, and smoke devices.
• Use of e-cigarettes, vapes, Juuls, dip, chew, etc.
• Decoration that may pose a fire hazard
• Open flamed candles
• Please contact Event and Venue Management for additional information

If you are planning on providing any variation of the following types of entertainment, please review the information for the associated procedures.

• Guest speakers must fill out the "Lecture Agreement" form.
• All musical performances must fill out the "Performance Agreement" form.
• Musical performances may need to be reviewed before a confirmation can be provided.
• Musical performances can include but are not limited to singers, DJ's, or bands.
• The instructions for each of these forms are also listed on the form, as well as internation versions of both forms, if needed.

• All types of entertainment must adhere to the Amplified Sound Policy.
• This policy provides guidelines for amplified sound per venue space.

All tents must be approved by the Environmental Health and Safety Department (EHS). Please email firesafety@kennesaw.edu or visit their website for the required forms and approvals.

All tents must have a certificate of insurance, be flame resistant, and have a drawing to scale. Tents cannot be staked into the ground. Must be weighed down with sandbags or water barrels.

• All inflatables require a certificate of insurance.
• Waivers must be filled out and signed by participant or legal guardian if participant is a minor.
• Inflatables cannot be staked into the ground. Must be weighted down with sandbags or water barrels.
• Generators - If your event needs to have a portable generator for any reason, please fill out this form.

Failure to follow any of these guidelines may result in the cancellation of the event.

最色导航 is committed to the health and well-being of all members of the KSU community. A smoke/tobacco-free campus means that everyone, including guests, is free to travel and visit anywhere on campus without having to avoid potentially health-hazardous situations. 

View the complete KSU smoking policy  website for more information.

最色导航 is committed to providing facilities for programs that are consistent with educational goals and mission of the University. As a community partner, the University also supports the need for public service events.

Use of University facilities that are incongruent with the 最色导航 mission, may result in loss of privileges.

All individuals using 最色导航 facilities are expected to take reasonable steps to ensure proper care of the venue and equipment. Damage, repair, and replacement costs are the responsibility of the sponsoring organization/department. Intentional misuse, vandalism, defacing and/or destruction of University facilities, and/or equipment may result in legal action including replacement costs and revocation of the privilege to reserve 最色导航 venues. 最色导航 property (i.e. furniture, paintings, sculptures, displays, flags, etc.) may not be moved or removed from a venue without approval from The Department of Event and Venue Management.

Should an emergency occur at a 最色导航 venue, both on and off campus sponsors should contact the  at (770) 423-6666.

• Weddings/receptions
• Bridal/Baby Showers
• Birthday parties
• Non-Registered Student Organizations
• Family reunions
• Non-affiliated holiday parties
• Non-affiliated repetitive meetings/luncheons
• Solicitation seminars/programs
• Events deemed not in the best interest of the University

• Non-technical support for load-in/load-out* and event control
• Securing all dates, times, performers
• Obtaining all necessary approvals from campus support departments
• Accepting financial responsibility for any needed rental equipment, fees, and security

*Delivery, set-up, break-down and removal and returning the facility to its original configuration.

Event sponsors are required to obtain waivers for off campus visitors when applicable. Waivers can be obtained by contacting . For example, a waiver is needed for 5K run participants. If you are unsure if your event will require a waiver, please contact Legal Affairs.