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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.
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.
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.
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.
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.
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 application. All 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.
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.
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.
The Cultural Events Coordinator will add then the event to theCultural Events calendar. This page is regularly updated during the fall and spring semesters. Event organizers
and sponsors cancontact us to request edits to this page.
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).
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.
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.
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.
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.
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.
They will handle any discipline problems which arise during the event.
They will supervise the limiting of crowd size to prevent overcrowding.
Sponsors will verify that the information listed on the Cultural Event application
is accurate.
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.
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]
