Clubs Handbook

Everything that you need to know to organize and run your club.

Organizing Events

For certain events, University Police may recommend that professional security be needed. In these cases, the club is responsible for financing University Police Officer presence or outside security.

Off-Campus Events

Many clubs choose to hold events off campus such as pancake breakfasts, banquets, fundraising events, etc. Facilities often used include the Arcata Veterans Hall, the Bayside Grange, Celebration Hall and the Arcata Community Center. If a club wants to sponsor an event at an off-campus facility they will be asked by the facility for a “Statement of Insurance” from the University. To get this “Statement of Insurance” stop by the Clubs Office at least two weeks prior to the event to fill out the appropriate request. Insurance will not be given for events where alcohol will be present. Requests presented without one weeks’ notice will not be considered. Clubs are responsible to pay for Insurance.

It is critical that clubs understand that all campus policies apply to events sponsored off campus. Clubs and individual club members face possible university judicial action as well as criminal and civil actions for events that violate university policies and/or state/local/federal laws. An event does not have to be approved by or presented to the Clubs and Activities Office to be considered a club event or activity. The university considers an event to be the responsibility of a club if there has been any printed publicity including the club name or if there has been any verbal representation that a club is sponsoring an event. In addition, if a “reasonable participant” could consider the event to be sponsored by a club or organization, the university and/or a jury could also consider the event to be sponsored by that club.

The university assumes no responsibility for off-campus activities that have not gone through the approval process. If a club is interested in hosting an event off campus, members must get approval at least 5 business days prior to the date of the event if it is a standard event, such as a workshop, or film screening, and at least 14 days prior if it is a large scale event such as a dance or concert, exceptions may be made the first 2 weeks of each semester. Approval includes:

  1. Obtain a Student Events Application from the Clubs Website or the Clubs Office.
  2. Complete the Application and obtain signatures in the order they are listed on the application.
  3. Set up a meeting with the Clubs Coordinator to discuss Liability & Logistics. Additional stipulations may be required based on the type of event and/or risk assessment to be determined by the Clubs Coordinator.
  4. Turn in completed Event Application to the Clubs Office. The event cannot take place without a completed application turned in to the Clubs Office.
  5. The Clubs Office will notify everyone who has signed the application that the event has been “approved.”
  6. Statement of Insurance if required by off-campus facilities.

On-Campus Events

Many clubs choose to hold events on campus, such events could include: dances, concerts, workshops, lectures, film screenings, etc. The University has many facilities that may be reserved for little or no cost to clubs. (See “Reserving Facilities”)

Student Organizations must get approval at least 5 business days prior to the date of the event if it is a standard event, such as a workshop, or film screening, and at least 14 days prior if it is a large scale event such as a dance or concert, exceptions may be made the first 2 weeks of each semester. 


Approval includes:

  1. Obtain a Student Events Application from the Clubs Office or at: https://www.humboldt.edu/forms/node/280
  2. Complete the Application and obtain signatures in the order they are listed on the application.
  3. Set up a meeting with the Clubs Coordinator to discuss Liability & Logistics. Additional stipulations may be required based on the type of event and/or risk assessment to be determined by the Clubs Coordinator.
  4. Turn in completed Event Application to the Clubs Office. The event cannot take place without a completed application turned in to the Clubs Office.
  5. The Clubs office will notify everyone who has signed the application that the event has been “approved.”
  6. Student Organizations may coordinate an environmentally conscious Zero-Waste Event with the help of the Waste-Reduction & Resource Awareness Program (WRRAP). Contact the Zero-Waste Coordinator at .(JavaScript must be enabled to view this email address).

Reserving Facilities

Clubs may use on-campus facilities for tabling, meetings and events. We suggest you reserve them in advance. Possible facilities include, but are not limited to:

  • UC Quad, John Van Duzer Theater, Gist Theater
  • Classrooms, Jolly Giant Commons, Siemens Hall rooms
  • Nelson Hall East meeting rooms, Founders Hall rooms
  • UC Quad may be reserved through the UC Information Counter (826-4414).

Room Reservations: Room requests may be submitted to the UC Information Counter (826-4414) for upcoming events. In general, reservations for Fall Semester are scheduled beginning in mid-March of the previous semester. Spring Semester reservations are entered beginning mid-October. This schedule applies to both UC facilities and HSU classrooms.

Jolly Giant Commons: has several conference rooms reserved through the Office of Residential Life on the second floor of the JGC. These rooms are primarily for use by students living in the residence halls but non-residents may reserve for HSU related purposes.

John Van Duzer Theater: may be reserved through the Department of Theater, Film and Dance, 826-3566. This facility seats 750 people. Be prepared to pay for the use of this facility. The charges are: $15-20 per technician per hour (usually 2-3 people), you may also be charged an equipment rental fee. This facility is booked up to 2 years in advance and is extremely difficult to get access to.

Gist Theater: may be reserved through the Department of Theater, Film and Dance, 826-3566. Be prepared to pay for the use of this facility. The charges are: $15-20 per technician per hour (usually 2-3 people), you may also be charged an equipment rental fee. This facility can be difficult to book, so it is a good idea to call early.

East Gym: may be reserved through Kinesiology and Recreation Administration, (826-4537). Kinesiology and Recreation Administration reserves other facilities such as, the Lumberjack Arena, KA Building Lobbies, The Pool, Upper Playing Field, Dance Studio (KA202A) and the Redwood Bowl.

West Gym, Field House, West Gym 126 (dance studio) West Gym 125: may be reserved through the student Recreation Center, 826-4197

Residence Hall Facilities must be reserved through the Housing Office (x3451)

BSS Native Forum: must be reserved through the Center for Indian Community Development (X5250).

Art Quad: must be approved and reserved through the College of Arts, Humanities & Social Sciences, Gist Hall 210 (x4491).

Contact the Building Coordinators for reserving any other facility on campus.
http://www.humboldt.edu/facilityplan/Downloads/building_coordinator_list.pdf

Sound and Lighting:

Most of the local music stores will rent sound and lighting equipment to student groups.

We suggest you call around for the best deal.

Audio-Visual:

The Kate Buchanan Room has a built in PA system, LED projector, CD player, DVD and VCR available to groups. Goodwin Forum also has some media equipment in the room. Clubs need to contact HSU Media Services to arrange for an equipment orientation meeting in the KBR or in Goodwin Forum in order to be able to use the equipment.

Media Equipment

There are a variety of facilities on campus that come with audio and/or visual equipment (i.e. TV, projector, computer, speakers, etc.). For facilities that do not come with needed equipment media distribution services can provide equipment for a cost. Please follow the guidelines below:

  1. Reserve equipment at extension 3166 or visit Gist Hall 221.

  2. You will need your club’s trust account number.
*There may be a fee for using equipment.

*The sponsoring organization is responsible for any damaged or lost university equipment.

Attendance Policy
  1. The sponsoring organization is responsible for the behavior of its members and guests. Attendance for dances/concerts is limited to the following:
    1. HSU students, faculty and staff with proper university identification.
    2. Non-students, 18 years of age or older, with proper identification.
    3. Exceptions can be made (i.e. for family events) with permission from the Clubs Coordinator or the facility manager.
  2. Attendance must not exceed the maximum capacity of the room or field in which the event is taking place.
  3. Events must end by 12 midnight unless given special permission by the facilities manager.
Dance/ Concert Stipulations

All dances or concerts must have club members or designated individuals working security. Security jackets, t-shirts and hats can be reserved through the Clubs Office. The Club Adviser or other professional staff must be present for the entire event.

All dances or concerts taking money at the door must have a cash box in which to keep the money. Cash boxes are available through the Clubs Office. All money must be deposited into an on-campus account.

Festival Stipulations

Organizers may need to check with facility managers, Plant Operations and/or the Environmental Health and Safety Department. The Clubs Coordinator will give sponsoring organization general direction in how to appropriately execute campus events of this nature.

All festivals must have club members or designated individuals working security. Security jackets, t-shirts and hats can be reserved through the Clubs Office. Security must inspect bags for alcohol, other drugs and any inappropriate items such as weapons.

All festivals taking money at the door must have a cash box in which to keep the money. Cash boxes are available through the Clubs Office. All money must be deposited into an on-campus account.

All festivals must have a professional staff member or university representative accessible.

Show Stipulations

Organizers are required to obtain approval and facility reservation from facility managers.

All shows taking money at the door must have a cash box in which to keep the money. Cash boxes are available through the Clubs Office. All money must be deposited into an on-campus account.

A professional staff member must be present for at least one show rehearsal.

Speaker and Discussion Stipulations

Organizers are required to obtain approval and facility reservation from facility managers.

All speaker/discussion events taking money at the door must have a lock box in which to keep the money. Lock boxes are available through the Clubs Office. All money must be deposited into an on-campus account.

For events involving politicians, potentially controversial speakers or those that involve an unusual request, it may be necessary to hire security personnel to maintain a safe environment or require an unbiased moderator. The Clubs Coordinator, in association with the Student Life Office will make this determination. 


Physical Activities Stipulations

Due to their high risk nature, certain activities are not permitted to occur at Humboldt State University Club events. HSU will determine, through the Clubs Coordinator and the Office of Student Life, on a case by case basis, whether an event or activity is deemed too risky to occur. The university assumes no responsibility for club members engaged in physical activities off campus and as part of a campus recognized club (unless prior approval is arranged through the Clubs Coordinator and the Office of Student Life).

Participation in physical activities on campus is completely voluntary. Humboldt State does not provide accident/medical insurance for club members. If an individual is injured at a club event, he/she is personally responsible for related medical expenses. When clubs sponsor activities, with the potential for injuries, participants are required to complete a Release of Liability form (liability forms are available through the Clubs Office or on the Clubs website).

The Release of Liability form serves two important purposes – it notifies the participant that accident/medical insurance is not provided for the activity and it clarifies the responsibility of the individual, the university and the club in situations when injuries may occur. Release of Liability forms can be filled out at the event site but must be completed prior to the individual participating in the activity.

The Release of Liability form does not release clubs from the responsibility of providing a safe environment for the activity. The Clubs Coordinator is available to provide risk management consultation during the event planning process.

Low Risk

  • Club Meeting/Workshop
  • Movie Showing/ Art Exhibit
  • Discussion/Forum
  • On-Campus
  • Attendance Under 50

Medium Risk

  • Dance/Concert or Show
  • Food Served
  • Light Physical Activity
  • Off Campus/ In California
  • Attendance Over 50

High Risk

  • Audience Precautions
  • Alcohol Served
  • Heavy Physical Activity
  • Off Campus/ Outside of California
  • Attendance over 200

Viewing Copyrighted Material Stipulations

Events that include the viewing of media (i.e. DVD’s, videos and Blue Ray) that are copy- righted must adhere to the following guidelines. It is a violation of copyright law to charge admission to view copyrighted material in this manner.

  1. There can be no charge for admission.
  2. There must be an educational objective and discussion before or following the viewing.
Alcohol Stipulations for Events

An officially recognized campus organization (student, staff, faculty, administrative) may sponsor a function on campus at which alcoholic beverages might be served. In sponsoring such a function, the organization and its officers accept the following:

  1. Provision of non-alcoholic beverages and snacks;
  2. Acceptance of all damages incurred during the activity;
  3. Any clean-up necessary to restore the facility to its original condition;
  4. Maintenance of decorum appropriate to the University setting;
  5. Approval of the Building/Facility Coordinator;
  6. Proof of age as determined by valid identification (driver’s license, etc);
  7. The use of a licensed server employed by an organization which has a minimum of $1,000,000.00 of liquor liability insurance (for example, Lumberjack Enterprises, Inc.)

This policy is designed for use only on special occasions by the sponsoring group. Alcohol permits are issued for only one day.

The above functions are to be open only to the membership of the sponsoring entity and others who can reasonably be considered guests. This policy is not intended to apply to events that are open to the public, such as cultural events, athletic events, concerts, or dances.

Requests to serve alcohol at a University event shall be submitted for approval to the President or his designee (as follows) not later than five days prior to the event. Permits may be obtained in the office of the Vice President for Student Affairs.

  1. Requests for the serving of alcoholic beverages at events involving student participation and for events occurring in the University Center, including the first floor of Nelson Hall East, shall be submitted for approval to the Vice President for Student Affairs.

NOTE: Permits for student clubs and/or organizations will only be issued to staff/faculty advisors, not students.

Failure to abide by the Use of Alcoholic Beverages Policy can result in club suspension, civil action, criminal action and/or University judicial action being brought against the club, individual members and/or the advisor. Please direct any questions about the alcohol policy to the Clubs Coordinator in advance of the event.

To view the Alcohol policy please visit the Student Affairs Website at: http://studentaffairs.humboldt.edu/vpoffice/alcoholic_beverages.php