Winthrop University: Cultural Events - Sponsors - Approval Process

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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, the following steps should be completed in order. For additional information about the application process, please contact the Cultural Events Coordinator.

STEP 1.

Review the approval criteria for Cultural Events.

STEP 2.

Find a University faculty or staff member to sponsor the event. This individual must agree to the following terms. [Note: If the event organizer is a University faculty or staff member, it is acceptable for them to sponsor their own event.]

STEP 3. If the event will be taking place on campus, make a space request through the campus space reservation system. [Note: A request should be made, though it is not necessary for it to be approved prior to submitting a Cultural Event application.]
STEP 4. Submit a Cultural Event applicationAll requests for approval 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.

Application Deadline

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.

    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
    • Friday, October 2nd 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 Cultural Events Coordinator will add it 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.
  2. 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).
  3. 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 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: 5/8/20