Winthrop University: Cultural Events - Sponsors - Approval Process

Don't miss out on Admissions virtual and in-person events we have to offer this Fall including Weekday and Saturday Visits, Major Knowledge Sessions with Winthrop Faculty, Transfer Information Sessions, and SO MANY MORE HERE!

Check out our Monthly Admissions Newsletter and Digital Viewbook

Cultural Events

Sponsors - Approval Process

Each semester, event organizers who wish to have their events considered for approval as Cultural Events must submit a request to the Cultural Events Committee. The committee is responsible for approving on and off campus Cultural Events and determining whether they meet the criteria for Cultural Events and Global Learning Initiative (GLI) Events.

Note: Approval of all events sponsored by the College of Visual and Performing Arts (CVPA) and its various divisions is automatic. A calendar of these events is provided by the CVPA Dean’s Office each semester. To learn more about CVPA sponsorship for events, please contact the Office of Communications and Community Engagement.


How to Submit a Cultural Event Application

When requesting Cultural Event status for an event, please complete the following steps. For additional information about the application process or for assistance submitting a proposal, please contact the Cultural Events Coordinator. 

STEP 1.

Review the approval criteria for Cultural Events and the University Events resources and guidelines.

STEP 2. 

Select an approved format for your event.

    Option 1. Live virtual events as Zoom Meetings

    Live virtual events may be streamed as Zoom Meetings. Zoom is supported by the Office of Computing and Information Technology. Tutorials and resources for Zoom can be found here.

    Scheduling for Zoom Meetings

    Winthrop faculty/staff members and students may host Zoom Meetings using either Winthrop's Zoom account or their personal account.

    Sign In - Zoom (Students/Faculty/Staff only) 

    Winthrop's Zoom license allows for the following numbers of participants at Zoom Meetings:

    Participant Limit: Level of Access:
    300 participants Standard access
    500 participants For access to this level of Winthrop's license, please send a request to the Service Desk in advance at servicedesk@winthrop.edu
    500 or 1,000 participants For large Zoom Meetings, please contact University Events in advance at universityevents@winthrop.edu

    Registration for Zoom Meetings

    When scheduling their Zoom Meeting, event organizers must enable the registration feature. This will allow students to register for the event with their Winthrop e-mail addresses. Once the event is approved as a Cultural Event, the registration link will be posted on the Cultural Events calendar.

    • Note: Zoom Meetings do not have registrant limits. Therefore, meeting hosts will need to monitor registration lists and disable the Automatic Approval feature (if enabled) once the participant limit has been reached.

    Attendance Protocol for Zoom Meetings

    Students must enable their web cameras and remain at their monitors for the entire duration of the Zoom Meeting in order to receive credit for their attendance. Event organizers will be responsible for monitoring attendance during the event, making note of any participants whose cameras are disabled or whose attendance is otherwise unable to be verified.

    At the end of the Zoom Meeting, the event organizer will generate a Zoom Meeting usage report and send it to the Cultural Events Coordinator (at culturalevents@winthrop.edu) along with the names of any participants whose attendance could not be verified.

    Option 2. Modified in-person events

    Events may be held in-person if they meet all University health and safety guidelines. For more information, please refer to the Office of University Events page. Event organizers who elect this option will be assigned the following additional responsibilities:

    1. They will complete any pre-event planning paperwork required by the University.

    2. They will make a space request using the campus space reservation system. Please review the social distance capacities for campus spaces prior to submitting a space request.

STEP 3.  

Find a University faculty or staff member to sponsor the event. This individual must agree to the following terms.

STEP 4.  

Submit a Cultural Event applicationAll approval requests for in-person events must be made at least 4-6 weeks prior to the date of the event. These are reviewed by the Cultural Events Committee on a bi-weekly basis during the fall and spring semesters. The schedule of meetings can be found below.


Application Deadline

In order to be reviewed at the next committee meeting, all proposals must be submitted by the upcoming deadline. All submission deadlines for Fall 2020 can be found below.

    Submission Deadlines

    Committee Meeting Dates

    • Friday, August 7th at 11:59 p.m.
    • Tuesday, August 11th
    • Friday, August 21st at 11:59 p.m.
    • Tuesday, August 25th
    • Friday, September 4th at 11:59 p.m.
    • Tuesday, September 8th
    • Friday, September 18th at 11:59 p.m.
    • Tuesday, September 22nd
    • Sunday, October 4th at 11:59 p.m.
    • Tuesday, October 6th
    • Friday, October 16th at 11:59 p.m.
    • Tuesday, October 20th
    • Friday, October 23rd at 11:59 p.m.
    • Tuesday, October 27th
    • Friday, November 13th at 11:59 p.m.
    • Tuesday, November 17th
    • Friday, November 27th at 11:59 p.m.
    • Tuesday, December 1st
    • Tuesday, December 15th at 11:59 p.m.
    • Thursday, December 17th

Notification of Decision

Following committee review, the event organizer and sponsor will receive a notification from the Cultural Events Coordinator of the decision of the Cultural Events Committee. If the request is denied, this will include a written rationale for the denial. In some cases, the denial may include suggested revisions. 

In order to be reviewed at the next committee meeting, applications must be received by the upcoming deadline. All submission deadlines and committee meeting dates for Fall 2020 can be found below.


Approved Cultural Events

  1. Once an event is approved, the event organizer will be prompted to set up a registration system using Eventbrite, Zoom, RSVPify, or another means by which students may RSVP.
  2. The Cultural Events Coordinator will add then the event to the Cultural Events calendar. This page is regularly updated during the fall and spring semesters. Event organizers and sponsors can contact us to request edits to this page.
  3. Organizers and sponsors of on-campus events must add their events to the University Calendar through the campus space reservation system. Once an approved event is added, the Cultural Events Coordinator will mark it on this calendar as a Cultural Event and GLI Event (if applicable).
  4. A record of students present at each Cultural Event must be made. At on-campus events, this will be done by the Cultural Event Monitors who will electronically scan student IDs before and after each event. At off-campus Cultural Events, the event sponsor will be responsible for maintaining an attendance list according to the attendance policy and guidelines for credit and sending it to the Cultural Events Coordinator for processing.

Announcements, Changes, and Cancellations of Cultural Events

  1. If a change is made to the time, date, location, or duration of the event, or if the event is canceled, the event organizer and sponsor must notify the Cultural Events Coordinator immediately. The event calendars will be updated accordingly. In the event of a last-minute cancellation, the event organizer and sponsor must also post a notice sign outside of the event area. This is especially important at times when it is unlikely that this news of the cancellation will reach students by any other means.
  2. If a change is made to the event program (e.g., a new topic will be discussed or a different speaker will be presenting), the event organizer and sponsor must notify the Cultural Events Coordinator immediately as this change may require re-approval by the Cultural Events Committee.
  3. The sponsor of a Cultural Event is encouraged to contact fellow faculty and staff members who might be interested in the event and those who teach courses related to the event, as well as relevant student organizations, to inform them of the event. It is hoped that such information may be used by the faculty to inform their students, and may be of use in enhancing course curricula, thus making the event a more enriching experience for the students.

Responsibilities of Cultural Event Organizers

  1. They will be in attendance for the event.
  2. They will notify the Cultural Events Coordinator immediately of any changes to the event, such as change in time, date, location, or duration as well as cancellation.
  3. They will handle any discipline problems which arise during the event.
  4. They will supervise the limiting of crowd size to prevent overcrowding.

Responsibilities of Cultural Event Sponsors

  1. Sponsors will verify that the information listed on the Cultural Event application is accurate.
  2. Sponsors of events which take place off campus will make a record of all students in attendance in accordance with the attendance policy and guidelines for credit.
  3. Sponsors are encouraged, but not required, to read the code of conduct aloud at the beginning of their events. The following statement was developed by University faculty and student leadership:

    Code of Conduct: At Winthrop, we seek to cultivate a sense of responsibility grounded in our respect for one another, as both students and members of our larger communities. To that end, we ask all audience members to show their respect to the performers, presenters, and fellow audience members at this event by avoiding disruptive behavior, including the use of personal electronic devices during the performance, presentation, or discussion portions of this event. Any audience member unwilling to follow these expectations may be asked to leave the event. Students asked to leave an event will not receive Cultural Event credit for attending the event. [April 2019]

 

 

 

 

 

 

 

 

Last Updated: 10/16/20