Student Event Security Plans, Policies & Diagrams

Student Event Security Plans, Policies & Diagrams Staller Plaza Steps Student Activities Center Undergraduate College Centers USG Ticket Office Wang Center Version 17.0 Updated 8/30/2017

Table of Contents I. SECURITY PLAN POLICIES & PROCEDURES Event Levels 2 Event Types 3 Security Services for Events at Stony Brook University 4 Protocols for Events 8 Student Event Guest Policy and Procedures 10 Ticket Office Lines, Lists, and Sales Policy 12 Charitable/Suggested/Fundraiser Donation Policy 13 Security Procedures for High Profile Speakers/Subject 14 II. SECURITY PLANS USG Ticket Office 16 Student Activities Center Ballroom A 17 Ballroom B 19 Sidney Gelber Auditorium 20 Plaza Tent 22 Tabler Arts Center Black Box Theater 23 Cafe 23 Center for Global Studies and Human Development (GLS/HDV) 23 Center for Leadership and Service (LDS) 24 Center for Science and Society (SSO) 24 Wang Center Zodiac Lobby/Skylight Lobby 25 Theater 25 Theater Lobby 26 Main Lobby 26 Chapel 27 Staller Steps Plaza 28 III. SECURITY COST ESTIMATES FOR STUDENT EVENTS 29 IV. SECURITY DIAGRAMS Student Activities Center Ballroom A: Level 1 30 Sidney Gelber Auditorium: Level 1 31 Ticket Sales, Interior Line-Up 32 Tabler Arts Center 33 Center for Global Studies and Human Development (GLS/HDV) 34 Center for Leadership and Service (LDS) 35 1

I. SECURITY PLAN POLICIES & AND PROCEDURES Event Levels Event levels serve as a guideline for event organizers and scheduler/advisors when planning an event. Event levels are subject to change as an event progresses through the planning timeline. Level 1 (1a/1b): Highest Risk events requiring Ticket/Box Office, Line Control/Events Management, Security, University Police Department, and Student Life Pro Staff. 1a events include an added layer of heightened security measures including bag checks & pat downs. a. 1a Applies to events without fixed seating i. Parties, Outdoor Concerts (restricted to 1-to-1 guest policy) b. 1b Applies to events with fixed seating i. Comedy Shows Organizations hosting large events at the Island Federal Credit Union or LaValle Stadium will need to contract additional security to secure the area and buildings around those event centers (such as the CRC) Inside events with an anticipated headcount of 900 or more (ex. Staller Comedy Show) Celebrity status-vip/controversial Level 2 (2/2+): Events requiring presence of University Police, Student Life Pro Staff. 2+ events may not require University Police, but will require any staff to submit to a University background check to be approved to monitor minors. a. 2 Applies to events that require UPD presence or special security plan considerations b. 2+ Applies to events that will have the presence of minors and will require additional background checks for staff overseeing the events Rallies/Demonstrations Fundraising/Cash collection within programming/meeting venues or donations higher than $500 Outdoor events with an anticipated headcount of 600 or more (ex. SB Idol) Large programs on Homecoming game day (ex. Step Show) Day camps that invite minors to participate Level 3: Events requiring room capacity control through ticket office & events management Fashion Shows and Step Shows with non-stony Brook performers Non-Celebrity Concerts with external performers and an expected headcount of 201 & above Level 4: require special funding & room resources; general advisory for EMC Step show competition featuring only Stony Brook student performers Hypnotist/Variety Event Educational Programs-non VIP/controversial Lecturer Non-Celebrity Concerts with expected headcount 200 and lower Level 5: Lowest risk no staffing required General Business/meeting room use Literature Tables Fundraising/Cash collection at Lit Tables with expected donations less than $500 Off-Campus Trip: Event scheduled to take place outside of the Stony Brook University Campus. 1-A Trips requiring transportation and lodging (Air, Hotel, Rental Cars, Amtrak, etc.) 1-B Trips requiring transportation only (Buses, LIRR, Personal Cars) 2

Event Types Event Types provide a descriptive label for events reviewed by EMC without being prescriptive about the event services or security staffing required. Event Types can be assigned a default Event Level, but after being reviewed by the committee may be raised or lowered to a different event level, depending on the logistics of the event. This flexible system allows for event types to reflect the program specifications without requiring a prohibitive amount of event staffing, and still maintain the proper levels of staffing and event security to ensure a successful, safe event. Event Types/Levels Level 1 (a/b) Level 1(-A/-B) Level 2(+) Level 3 Level 4 Level 5 Party Off Campus Trip Large-scale Outdoor Event Showcase/Dance Competition (External) Showcase/Dance Competition (Student) General Body Meeting Large Concert/Performer Large-scale Indoor Event Event with minors present Small Concerts/Performers (External) Small Concert/Performer (Student) Block Booking Fashion Show Play Lobby Table Pageant Ceremony Info Session/Fair Training Workshop Blood Drive Social Coming Out Show Food Show/Event Fundraising Event Festival Celebration Rally Walk Vigil Game Banquet Tournament Practice Rehearsal Audition 3

Security Services for Events at Stony Brook University Student Clubs and Organizations which are recognized and registered by the Department of Student Engagement & Activities will provide security services for major events, banquets, talent shows, concerts, parties, and other public assemblies to ensure the safety and well-being of every student and their guests at Stony Brook University. All events at Stony Brook University are held to provide a social outlet for Stony Brook students, and should never make a student feel unsafe or endangered. The security services will consist of the following: University Police Department (UPD) The University Police will be on site at events to maintain security for all students and respond to any individual who requires assistance. The University Police, as members of our campus community, provide friendly and consistent service while maintaining order and protecting the student body. University Police will attend a pre-event meeting to review event logistics. University Police has the authority to shut down an event if they deem it has become unsafe. University Police will monitor the entrance(s) to the venue to deter violations of University policy and provide a feeling of security to patrons. University Police will also monitor the interior and exterior areas around the building. University Police will identify, and refuse admission to, any students who are under the influence of alcohol or drugs; and confiscate any weapons, drugs, or alcohol brought to any event. If necessary, University Police will make arrests, and will refer any patrons who violate University policy to Student Affairs for disciplinary action. University Police will assist with clearing of the venue after an event, or during an emergency evacuation. University Police will monitor and clear the Student Activities Center Bus Loop, receiving area, and other areas, of any unauthorized or illegally parked vehicles throughout the event. Squad officers will patrol the parking lots and roadways of the venue as availability permits and as directed by shift supervisors. Shift supervisor will determine if the event requires UPD to clear the Engineering Drive parking lot for performer & staff parking. To provide a safe and comfortable environment for all students, University Police will establish a minimum light setting in the venue, and will communicate to Facility Managers if exterior lighting is out of order. University Police is the only authorized agency to make changes to an existing security plan of Level 1 events within a week of the event. In general, University Police uses its Community Relations Team (CRT) to secure student events free-of-charge as a service to the community. When staffing levels are short, or the volume of events exceeds UPD s ability to cover, event organizers will need to refer to the Security Cost Estimates tables (pg. ) when determining costs. Event organizers are advised to plan on covering 100% of all UPD staffing charges. UPD will send a final invoice after the event for the actual charges based on CRT availability. SPECIAL CONSIDERIATONS: Officers on over-time generally arrive 1 hour prior to doors opening and stay until ½ hour after doors close Special events held elsewhere on campus or circumstances may further reduce CRT availability Additional services may be necessary based upon a performer s specific contract requirements Security Officers The student clubs and organizations pay for all security service fees related to their event. Security Officers are hired in order to provide a safe and comfortable environment for all students, the Department of Student Engagement & Activities sets forth policies and procedures in order to help University students and organizations plan and implement events on campus. Higher risk events, as determined by the Events Management Committee (EMC), are required to provide professionally licensed security services. Contracted Security Services (CSS) is used in all other campus venues. Campus Building Managers, UPD, and Student Life are the only authorized staff to contact security vendors. 4

Per state contract, security officers will: 1. Attend a pre-event meeting to review event logistics. 2. Oversee metal detector procedures and conduct pat-down searches of all students entering the party in order to provide maximal assurance of student safety. Female security officers conduct searches of female students. If illegal or dangerous items are discovered, the University Police must be contacted. 3. Assist in managing the line outside of the event, and monitor entrance procedures, to make sure that patrons enter the venue safely and without incident. Security officers will verify that all patrons in line already have a valid ticket. ALL SECURITY SERVICES ARE REQUIRED TO BE SECURED IN WRITING CSS SECURITY STONY BROOK STANDARD OPERATING PROCEDURES CSS Security, Inc. is a security corporation that provides additional security at parties at Stony Brook paid for by the student organizations. CSS Supervisor will attend pre-event meetings to review logistics of the event each night. CSS will conduct pat down searches of all students entering the event and oversee metal detector procedures for student safety. Female CSS security officers will conduct all searches of female students. If illegal or dangerous items are discovered, University Police must be contacted. CSS will monitor entrance to venue as well as lobby. CSS will monitor inside event area as well as backstage area. CSS will intervene if a problematic or dangerous situation occurs. If there is a fight CSS will break up fight and both parties will be ejected. They will be handed over to University Police if deemed necessary. CSS will enforce the tobacco free policy. CSS will not allow people who appear to be under the influence of alcohol or drugs into the party. If a patron is intoxicated to the point that they cannot stand up or are being a nuisance to other patrons CSS supervisor will notify University Police. Medical assistance will be called if deemed necessary. CSS will assist in clearing the venue after an event or during an evacuation. CSS supervisor will consult with University Police when deemed necessary. CSS will contact University Police for medical assistance if a patron is sick or hurt. CSS will quickly intervene to stop moshing, unauthorized strolling, or crowd surfing. Security guards will enter crowd as deemed necessary to stop these behaviors. If unsafe conditions persist, CSS may cancel the remainder of the event. Any students discovered with contraband items will be removed from the event. Undergraduate Student Government Events Management Staff (USG EM) USG Events Management is an agency within the Undergraduate Student Government that assists with event logistics and line control. Events Management staff will work collaboratively with UPD, building staff, and program advisors to achieve an overall safe environment. USG Events Management staff will provide the following services at events. Events Management Supervisor will attend the pre-event meeting. The Events Management staff is responsible for the implementation of security features for any given event. Events Management is required to have a laptop, card-readers, camera and metal detectors available for any event they are working. For any contracted event the Events Management staff will consist of 1 supervisor with up to 10 staff, the supervisor will be the overall lead for all staff unless otherwise instructed. The Events Management staff will perform a security check of the venue prior to the event, clearing all persons from the venue space and will then begin the event with supervisory consent. Events Management will monitor the entrance line with CSS (if contracted) and will be positioned strategically by all emergency exits as well as any points needed in compliance to security and safety procedures. 5

In order to ensure the safety of Stony Brook students, Events Management will monitor the event line by completing the following steps: collecting IDs at the door, verifying that they are valid, swiping them to verify that an individual is part of the campus community, and checking identification and taking pictures of non- Stony Brook student guests at parties and concerts. Events Management staff will accept only the current (unexpired) versions of the following forms of identification: Stony Brook University ID card, Driver s License, Lerner s Permit, Passport, or College ID cards. All Events Management staff must be in current uniforms (shirt). Events Management will make announcements to guests standing in line, notifying them that they are responsible for their guests and that they should have proper ID and a valid ticket ready. Events Management staff should make announcements to patrons entering the venue that they must have a valid ticket before entering the line will be responsible for verifying that every participant is accounted for and has paid for any given event. Events Management staff will coordinate the camera used to take pictures of the person and identification for non-stony Brook student guests. This is for the protection of every student in the event. Events Management staff will also collect tickets, stamp/wristband entering individuals, indicating whether they are Stony Brook students or guests. Wristbands will be used in the following situations: o o When a group has multiple spaces (within the same or multiple venues) for events. When multiple groups are having events where tickets are sold and Events Management is needed for each event. In this situation the groups will split the cost of the wrist bands for the smaller capacity event. Such cost sharing will be coordinated by USG and/or SE&A o If there are multiple shows during the same time frame within a venue then wrist bands will be required for one of the events (to be determined by Events Management Committee). o For single events at the discretion of Events Management. Events Management staff will assist in monitoring the event area, restrooms, and all doors; and will ensure that no food or drinks are brought into the venue (where prohibited). In an event of an emergency the Events Management staff will contact University Police as well as the SE&A advisor and will act accordingly. o If any participant(s) demonstrates a threat or danger in any manner, behavior will be reported to University Police and proper action will be taken in removing the participant(s) from the event. o In the event of a fire, Events Management Staff will assist in directing participants in an orderly manner to the nearest exit, upon clearance from the fire marshal. o In the event that a patron is sick, Events Management is responsible for contacting University Police. o If drugs, alcohol, or weapons are present at the party, Events Management staff will contact University Police immediately. Events Management will assist in clearing out the venue after an event and/or during an evacuation. The lights will be turned on in any dangerous situation to protect the well-being of the other students in the venue. Department of Student Engagement & Activities Staff The Department of Student Engagement & Activities advises clubs and organizations on all areas of programming. The program advisors meet with clubs and organizations to assist them with reserving space for their event, discuss logistics, marketing of the event, budgetary items, and overall management of the event. Professional Staff are on-site for higher risk events, which by default includes all Level 1 & 2 events, and provide the following services: Professional Staff will attend the pre-event planning meeting and lead these meetings for Level 1 & 2 events. The program advisors act as liaison for the club/organization to University Police, Facility Managers, Event Managers, CSS, USG Events Management, Agents, A/V. Program Advisors and Facility Managers ensure that all University policies and procedures are being followed, and may intervene to resolve any problems. Program Advisors ensure that program/event is being followed as discussed in initial meetings. Program Advisors provide support for the club/organization sponsoring the event. Program Advisors will assist other personnel with event management and monitoring. 6

Facilities Managers Facilities Managers, a role which may refer to either professional staff or graduate support staff, are on site for all higher risk events (level 1-3) to provide the following services: Facilities Managers will facilitate the pre-event planning meeting and lead these meetings for Level 3 events. The Facility Managers act as liaison to the Director of Facilities Operations to University Police, Program Advisors, CSS, USG Events Management, Agents, A/V, and are the contact people if an emergency arises. Facility Managers ensure that all University policies and procedures are being followed, and may intervene to resolve any problems. Facility Managers ensure that program/event logistics are being followed as discussed in initial meetings. Facility Managers monitor attendance capacities. Facility Managers need to approve of security plan prior to the event. A Facility Manager is the only authorized person to make changes to an existing security plan of a level 2 or 3 event within a week of the event. 7

Protocols for Events CHAIN OF COMMAND The Individual/Group who is responsible for the final say in the following matters should try to have a discussion with all of the following counterparts if possible at the time of the incident. (Program Advisor (PA), Operations Staff (OP), University Police (UP), Club Representative, CSS, USG Events Management Staff Supervisor/s) Who determines the following? Entrance/no entrance to events due to intoxicated/drugs/disruptive/unauthorized/other? University Police. Upon site to notify staff working the event about the occurrence. When an event should be cancelled for Safety reasons? University Police When an event should be cancelled (other than safety reasons)? PA/Student Event Coordinator: PA to notify staff working event about the cancellation. Make changes to security plan the night of an event? University Police. This would be done in collaboration and communication with PA, OP & OP DIR. NOTIFICATION Once the following occurrences are under control, who should be notified for the following situations? Who makes the calls? Guest taken to hospital by ambulance Once incident is under control, the Professional Staff from SE&A should immediately call the Director of Student Engagement & Activities. The Facility Manager should also immediately call the Director of Facilities Operations for SAC & SB Union. If student is conscious at time of transport an email should promptly go to the Dean of Students, Assistant Dean of Students, and Assistant Director of Student Support Services with summary of incident and student contact information. If student is unconscious at time of transport the Dean of Students must be called either by the Director of Facilities, Director of Student Engagement & Activities, Interim Associate Dean or (in the absence of contact with these individuals) by the Facilities Manager of SE&A Professional Staff. An incident communication form must be completed before the end of shift. Weapon Discovery/Security Breach Once incident is under control, the Professional Staff from SE&A should immediately call the Director of Student Engagement & Activities. The Facility Manager should also immediately call the Director of Facilities Operations for SAC & SB Union. An email should promptly go to the Dean of Students, Assistant Dean of Students, and Assistant Director of Student Support Services with summary of incident and student contact information. An incident communication form must be completed before the end of shift. Counterfeit Tickets Contact University Police staff on site immediately. The Professional Staff Member email an incident report to the Director of Student Engagement & Activities, The Administrative Director of USG, the USG Ticket Office Manager & the Director of Facilities Operations for SAC & SB Union within 24 hours of the event. Payment of DJ Performer SE&A Professional Staff works collaboratively with the performer. The SE&A Professional Staff will send information to the USG Accounting and the USG Administrative Director of USG (if USG funded). DJ/Performer Late or No Show If the DJ/Performer is late, the SE&A Professional Staff sends email notification to USG Accounting immediately (if funded). If the DJ/Performer does not show up, the SE&A Professional Staff follows up with an incident report to the 8

Director of Facilities Operations for SAC & SB Union, the Director of Student Engagement & Activities and the USG Administrative Director (if USG funded) within 24 hours. Security Staff No Show or Shortage The SE&A Professional Staff should call the Facility Manager immediately and the USG Administrative Director immediately. Altercation Once incident is under control, SE&A Professional Staff completes an incident communication form and if an arrest is made emails the Dean of Students, Interim Associate Dean of Students, Director of Facilities Operations for the SAC & SB Union, and Director of Student Engagement & Activities. Altercation with Injuries Once incident is under control, a call needs to be placed immediately to the Director of Student Engagement & Activities by the SE&A Professional Staff and from the Facility Manager to the Director of Facilities Operations for SAC & SB Union. An email should promptly go out to the Dean of Students, Interim Associate Dean of Students, Assistant Dean of Students, Assistant Director of Student Support Services, Director of Student Engagement & Activities, and Director of Facilities Operations with summary of incident and student contact information. Last Minute Event Cancellation SE&A Professional Staff emails an incident report to the Director of Facilities Operations for SAC & SB Union, the Director of Student Engagement & Activities and the USG Administrative Director within 24 hours of the cancelled event. Fire Once incident is under control, Facility Manager calls the Director of Facilities Operations for SAC & SB Union immediately. Within 24 hours of the event, the Facility Manager should email an incident report to the Director of Facilities Operations for SAC & SB Union. Facility/Broken Equipment Problems In regards to building concerns, the Facility Manager would email this information to the appropriate Facilities or Audio & Visual areas within 24 hours of the event. Crowd Surfing Crowd surfing is unsafe and is prohibited at all Stony Brook University events for the well-being of all patrons and performers. Anyone caught crowd surfing will be removed from the event without refund and may be subject to violations of the Student Conduct Code. Event organizers are required to ensure performers are aware of this policy and advertise this policy at any event where crowd surfing is likely to occur. Stony Brook University reserves the right to cancel an event if unsafe conditions persist. 9

Student Event Guest Policy and Procedures The goals of these policies are: To help University students and organizations plan and implement events on campus. To uphold the mission of the university through support of co-curricular activities for the students of the Stony Brook University. To help create and maintain a safe and healthy environment for our students, faculty, staff and guests of the University. ADMITTANCE TO EVENTS: A valid picture ID (Stony Brook University ID, Current Driver s License or Learners Permit/Passport/Military ID) is required for admittance to all parties and concerts. The Department of Student Engagement & Activities must approve the Guest Policy for any event. The Department of Student Engagement & Activities is located in the Student Activities Center, Suite 218. After consultation with a Program Advisor, it will be determined which category of the Guest Policy the event will be sanctioned. Stony Brook students must present their valid University ID at the point of ticket purchase and at the door. All other guests must present a valid ID at the point of ticket purchase and at the door. All guests must be at least 17 years old or have a valid college ID Stony Brook students must sign in their guest(s) at the ticket office All persons attending the event will have their ID cards photographed for University documentation All guests of the University are subject to the Guest Policy NON-ADMITTANCE TO EVENTS/EXPULSION: The following behaviors may be cause for denying entrance to an event or grounds for dismissal or expulsion from an event. These behaviors may also warrant University judicial action and/or police arrest depending on the severity of the infraction(s). These conditions include, but are not limited to: Public intoxication or under the influence of other controlled substances. Fighting, threatening or abusive behavior. Possession of any firearms or weapons (concealed or not) Possession of alcohol or controlled substances Smoking in a public facility Stage Diving, moshing or body surfing Unauthorized Strolling GUEST POLICY FOR EVENTS: Stony Brook students and/or organizations will be held accountable for the actions of their guests. The event organizer with the guidance and advice from his/her assigned Program Advisor will determine the number of guests allowed per student for each event. The following options are to be used to make this determination: Stony Brook University students only Stony Brook University student plus one [1] guest (in the case of Level 1a events) Stony Brook University student plus two [2] guests Open guest policy (students, faculty/staff, community members) COMPLIMENTARY TICKET POLICY: All complimentary ticket holders are subject to the Guest Policy. These persons must abide by the regular Guest Policy. GUEST LIST: In order to accommodate student organizations who are affiliated with social fraternity and sorority organizations (local, regional or national), the sponsoring organization may host a maximum of THIRTY (30) FRATERNITY or SORORITY AFFILIATE GUESTS at their event. An authorized representative, who must be a currently enrolled and matriculated Stony Brook student, must sign in all guests on the guest list at the entrance of the program. The represented student and organization will be held responsible and accountable for the actions of all guests that are signed in. Guests must still abide by all policies and procedures regarding admittance to the event. 10

ENTRANCE AND EXIT PROCEDURES FOR PARTIES/CONCERTS: The following steps need to be done in sequence before entrance into venues: Identify type of ticket (On campus/off campus) Collect tickets Swipe ID / Pictures (On campus students swipe their ID s and off campus guests get their picture taken) Metal detectors Pat downs (2 lines: Male & Female) The following steps need to be done in sequence for exit procedures: 12 a.m. All exit are final (DJ should make announcement) 12 a.m. Building doors close 1 a.m. Ticket Office closes (exceptions do apply on a case by case basis) 2:30 a.m. DJ announces that party/concert is ending 2:35 a.m. Lights go on 2:45 a.m. Music turned off 3:00 a.m. Venue is cleared Stony Brook University Guest Policy and Procedures will be posted, in plain view, at all doors, ticket office, and entrances leading to the event. The Office of Student Engagement & Activities encourages anyone with questions about these measures to contact our office. We hope that students and their guests enjoy all events at Stony Brook University in a safe and welcoming atmosphere. 11

Ticket Office Lines, Lists, and Sales Policy OVERVIEW: As a result of line control concerns that emerged from previous events and parties that occurred in 2010, an Events Management sub-committee convened to review operating procedures for ticket office sales and lines and lists policy. EMC will continue to recognize three standard lists: Performer Comp Guest Exceptions and/or additions to the above lists must be approved in advance through EMC. Changes will not be accepted on the day of the event. TICKET SALES: General Admission Tickets have no pre-set limit on advance sales (i.e. no holding general admission tickets for day-of). Security of Ticket Office Lines: Level 1 Ticket Sales require coordination between University Police, Ticket Office Manager, Director of SAC & SB Union Facilities Operations and Student Engagement & Activities Program Advisor for date and time Level 1 ticket sales may require additional crowd control. All ticket office sales are managed through a single entry line designated by USG Events Management. Changes to the security plan for ticket sales and room occupancies must be approved in advance through EMC. If concerns emerge onsite during an event, USG EM will seek direction from onsite staff in the following order: UPD, CSS, and Facilities Manager/Advisor. 12

Charitable/Suggested/Fundraiser Donation Policy OVERVIEW: All clubs projected to collect approximately $500.00 or above in cash and/or above their Program Advisors discretion must complete and submit a Ticket Office Contract prior to the event date. The Ticket Office Manager and the Event Coordinator will determine collection options that may or may not include a fee. Either by: Opening the SAC Ticket Office during the event to collect money Hand deliver cash revenue to the Ticket Office during operating Hours Utilizing the drop safe located in the SAC, requiring the SAC Facilities Manager Events that are located in venues other than the SAC will require University Police Money-Run by making arrangements with their Program Advisor or by calling 2-3333 after collection. University Police will escort Event Coordinator to the SAC Facilities Manager on duty and they will secure the cash in the drop safe. All revenue will be secured the night of collection in a drop safe located in the Student Activities Center. The Ticket Office Manager will either deposit the revenue via courier in to their USG Account, T&A account (non-usg funded), or hand it over to a Faculty/Staff Advisor the next business day. Instructions to set up a T&A Account with the USG Accounting Office (SAC 229): Group will have to meet with the USG Accounting Office prior to the event to set up a T&A account. (This account will be active for one (1) Academic year) There is no fee associated with a T&A Account. All funds must be utilized by the end of the Academic year. Once revenue is deposited in T&A Account, the club can go to the Accounting Office and request payment through the voucher process (no more than two (2) per event). Checks are cut on Tuesdays and Thursdays. 13

Security Plan for High Profile Guest Speakers/Subject OVERVIEW: The security plan for high profile guest speakers requires both Contracted Security Services (CSS) and Undergraduate Student Government Event Management staff. (USG). Additional USG Events management staff will be required to cover the ticket office lines. Refer to the ticket office security plan for more details. The contract with USG must be completed at least three weeks prior to your event. The contract must be submitted to the USG Events Management Supervisor located in the Student Activities Center Suite 202. Additional security may be required based on level of guest speaker. If you have any questions, please contact your Program Advisor at 631-632-9392. University Police have the final resolution in all security matters. The security plan for High Profile Guest Speakers will be determined at an incremental level on the number of tickets the organization wants to sell and the profile of the guest speaker. The CSS Supervisor/ is scheduled to arrive 1 hour prior to the event start. The CSS Officers/ should arrive ½ hour prior to the event start. ENTRANCE LOGISTICS: All patrons enter the line with a valid ticket. CSS officers confirm everyone in line has a ticket. The proper ticket color is verified with proper Stony Brook ID card is patron is a student. All others require proper ticket (non-student) are required for entry. All patrons go through the metal detector station. All patrons go through the pat-down station. SECURITY COVERAGE: University Police Coverage Contracted Security Services (CSS) Coverage Security Level will be determined by EMC and appropriate timeline to prevail. The following procedures are necessary when planning and implementing programs/activities for high profile speakers & entertainers. Security checks can be requested by the Student Engagement & Activities Program Advisor, Facilities Scheduler, or University Police at the beginning stages of event planning. A security check can be requested for any type of talent (speaker, performer, etc) that a student club/organization is thinking of inviting to perform oncampus. At times, student talent can be subject to a security check. All security checks are due eight (8) weeks before an event date. Allow four (4) weeks for University Police to receive feedback from non-stony Brook entities. 1. The Program Advisor will work with the student group to identify the talent. 2. Please secure a bio of the talent and places they have lectured before. 3. UPD will call the various venues that the talent has been at and ask the following questions: a. How was the event? b. Were there any issues with security, the audience, or protestors? c. What type of security plan did your venue have in place for this event? d. How large was the audience? e. What type of venue was the event held in? 4. Get contract for the talent and review the contract and the rider. Review the security requests. 5. Contact the police to discuss the talent and the security for the event. Discuss program at EMC. State who the talent is and the nature of the event. Discuss the security logistics at EMC. 6. Once all of the details are solidified schedule a walk through if necessary. You will need to identify how the speaker is going to arrive on campus, where they are entering the building and how they are leaving the building. You will need to solidify the following details: a. Name of event b. Date of ticket sales (requires coordination between Activities, Facilities, & UPD) c. Date of event d. Location of event 14

e. Time of event f. What other events are going on in the building at the time of the event g. Are they going to be selling merchandise or books at the event? h. Are tickets being sold? i. How many police will be on site? j. Is there a location identified for protestors and how is it going to be contained? 15

II. SECURITY PLANS SECURITY PLAN FOR the USG Ticket Office The Ticket Office line will be monitored by the Undergraduate Student Government Events Management Staff for parties, concerts, and shows with more than 200 tickets. Banquets, shows, parties with ticket sales below 200 will not require any USG Event Staff Coverage. Coverage will depend on the number of tickets to be sold. If ticket sales are between 201 and 400, one USG Event Staff is required. If ticket sales are between 401 & 600, then two USG Event staff are required. If ticket sales are above 601, then three USG staff are required. Ticket Sales above 1,200 will be determined on a case by case basis. Student clubs should encourage advance ticket sales to avoid the cost of line monitoring. OVERVIEW: The security plan for events held in campus venues may require the Undergraduate Student Government Event Management staff (USG EM). Additional USG Events Management staff will be required to cover the ticket office lines. Refer to the ticket office security plan for more details. The contract with USG must be completed within three weeks prior to your event. The contract must be submitted to the USG Events Management Supervisor located in the Student Activities Center Suite 202. Additional security may be required based on previous event concerns. All performers, entertainers, and DJ must be present, and set up, prior to event start time. The event will be cancelled if performers are not ready at the scheduled start time. USG Event Staff will be present ½ hour prior to the time patrons will be allowed to enter the event, and ½ hour after the event is schedule to end. Events will not be allowed to go past the scheduled end time. If you have any questions, please contact your Program Advisor at 631-632-9392. University Police have the final resolution in all security matters. The security plan for parties and concerts in this area require both Contracted Security Services (CSS) and Undergraduate Student Government Event Management staff. (USG) Additional USG Events Management staff will be required to cover the ticket office lines. Refer to the ticket office security plan for more details. The CSS request application must be completed three weeks prior to your event. A purchase order number or check is required along with the application. The contract with USG must be completed at least three weeks prior to your event. The contract must be submitted to the USG Events Management Supervisor located in the Student Activities Center Suite 202. Additional security may be required based on previous event concerns. All entertainers and DJ must be present, and set up, prior to event start time. The event will be cancelled if performers are not ready at the scheduled start time. If you have any questions, please contact your Program Advisor at 631-632-9392. The CSS Supervisor is scheduled to arrive 1 hour prior to the event start. The CSS Officers should arrive ½ hour prior to the event start. USG Supervisor is scheduled to arrive 1 hour prior to event start. USG Staff should arrive ½ hour prior to the event start. University Police have the final resolution in all security matters. Level 1 Events with an expected high-demand may require additional ticket office line control staff. These plans are to be finalized through the Events Management Committee. 16

SECURITY PLAN FOR the Student Activities Center Ballroom A Capacity 400-900 The security plan for Student Activities Center Ballroom A will be determined at an incremental level based on the number of tickets the organization wants to sell. The minimum for this space is 400 and can go up to 900. LEVEL 3 EVENTS SAC Ballroom A Security Plan Coverage Monitoring Doors 4 Collecting Tickets 2 Supervisor(s) 1 Staff Totals: 1 Supervisor/6 Staff 17

LEVEL 1 EVENTS SAC Ballroom A Entrance Logistics All patrons enter the line with a valid ticket. CSS Officers confirm everyone in line has a ticket. The proper ticket color is verified with proper Stony Brook ID card if patron is a student. For non-stony Brook students a Driver s License or Learner s Permit or Passport or Other Official University / College ID cards and proper ticket color (non-student) are required for entry. All patrons tickets are collected and the patrons are stamped with the proper color stamp indicating student or nonstudent status Stony Brook students must have their ID swiped and stored in the computer. Non-Stony Brook University guests must have their picture taken along with acceptable form of ID as listed above. All patrons go through the metal detector station. All patrons go through the pat-down station. Security Plan Coverage Contracted Security Services Coverage Minimum Coverage (400 guests) The CSS Supervisor is scheduled to arrive 1 hour prior to the event start. The CSS Officers should arrive ½ hour prior to the event start. The following is the placement of the Contracted Security Services (CSS) Staff: CSS will rotate officers during the event to monitor areas that have the most traffic. The areas of concern are the ticket office, Main Lobby area, facility exterior, and entrance lines. Pat downs 3 Male and Female representatives (if over 600) Monitoring line 1 Confirming all guests have already purchased a ticket. Once the line is in, this CSS Officer will monitor the stage. Monitoring Phase II corridor 1 Monitoring Restroom areas 1 Monitoring exit doors 3 Monitoring stage 2 For every 85 increase in ticket sales above 400, one 0-6 additional CSS officer will be required. Supervisor(s) 1 Staff Totals: 1 Supervisor/11-17 Officers Monitoring line 2 Swiping ID cards for Stony Brook students 2 Taking pictures of and verifying ID for non-stony Brook 2 attendees Collecting tickets and stamping/providing wristbands to 2-3 guests 1 additional if capacity is over 401 Supervisor(s) 1 Staff Totals: 1 Supervisor/8-9 Staff 18

SECURITY PLAN FOR the Student Activities Center Ballroom B Capacity 300 LEVEL 3 EVENTS SAC Ballroom B Security Plan Coverage Monitor doors 3 Collecting tickets 1 Supervisor(s) 1 Staff Totals: 1 Supervisor/4 Staff 19

SECURITY PLAN FOR the Student Activities Center Sidney Gelber Auditorium Capacity 600 (seating 350-floor + 245-fixed) LEVEL 3 EVENTS SAC Sidney Gelber Auditorium Security Plan Coverage Collect tickets and monitor guest/performer list 2 Monitoring backstage dressing rooms 1 Monitoring interior entrance at front of stage 2 One on each side Monitoring exterior exit door to SAC Loop 1 Monitoring AV booth area and rear fixed seating 1 Monitoring exterior exit door by UCC 1 Monitoring entrance/exit in Why Lobby and backstage 1 door Supervisor(s) 1 Staff Totals: 1 Supervisor/9 Staff 20

LEVEL 1 EVENTS SAC Sidney Gelber Auditorium Entrance Logistics All patrons enter the line with a valid ticket. CSS Officers confirm everyone in line has a ticket. All patrons go through the metal detector station. All patrons go through the pat-down station. The proper ticket color is verified with proper Stony Brook ID card if patron is a student. For non-stony Brook students a Driver s License or Learner s Permit or Passport or Other Official University / College ID cards and proper ticket color (non-student) are required for entry. Stony Brook students must have their ID swiped and stored in the computer. Non-Stony Brook University guests must have their picture taken along with acceptable form of ID as listed above. All patrons tickets are collected and the patrons are stamped with the proper color stamp indicating student or nonstudent status Security Plan Coverage Contracted Security Services Coverage The CSS Supervisor is scheduled to arrive 1 hour prior to the event start. The CSS Officers should arrive ½ hour prior to the event start. The following is the placement of the Contracted Security Services (CSS) Staff: CSS will rotate officers during the event to monitor areas that have the most traffic. The areas of concern are the ticket office, Main Lobby area, facility exterior, and entrance lines. Pat downs 2 Male and Female representatives Monitoring exterior exit door by the UCC and exit door to 2 SAC Loop Once the line is in, this CSS Officer will monitor the stage. Monitoring line 1 Confirming all guests have already purchased a ticket. Monitoring inside event area 4 Monitoring interior entrance at front of stage 2 One on each side Monitoring backstage dressing rooms 1 Monitoring entrance/exit in Why Lobby/backstage door 1 Supervisor(s) 1 Staff Totals: 1 Supervisor/13 Officers Monitoring line 1 Collect tickets and monitor guest/performer list 2 Swiping ID cards for Stony Brook students 1 Taking pictures of and verifying ID for non-stony Brook 1 attendees Stamping/providing wristbands to guests 1 Monitoring line inside SAC Lobby 1 Monitoring AV booth area and rear fixed seating 1 Supervisor(s) 2 Staff Totals: 2 Supervisors/8 Staff 21

SECURITY PLAN FOR the Student Activities Center Plaza Tent Capacity 400-600 The security plan for Student Activities Center Plaza Tent will be determined at an incremental level based on the number of tickets the organization wants to sell. The minimum for this space is 400 and can go up to 600. The CSS Supervisor is scheduled to arrive 1 hour prior to the event start. The CSS Officers should arrive ½ hour prior to the event start. USG Supervisor is scheduled to arrive 1 hour prior to event start. USG Staff should arrive ½ hour prior to the event start. Entrance Logistics All patrons enter the line with a valid ticket. CSS Officers confirm everyone in line has a ticket. The proper ticket color is verified with proper Stony Brook ID card if patron is a student. For non-stony Brook students a Driver s License or Learner s Permit or Passport or Other Official University / College ID cards and proper ticket color (non-student) are required for entry. All patrons tickets are collected and the patrons are stamped with the proper color stamp indicating student or nonstudent status Stony Brook students must have their ID swiped and stored in the computer. Non-Stony Brook University guests must have their picture taken along with acceptable form of ID as listed above. All patrons go through the metal detector station. All patrons go through the pat-down station. Security Plan Coverage Contracted Security Services Coverage Minimum Coverage (400 guests) The CSS Supervisor is scheduled to arrive 1 hour prior to the event start. The CSS Officers should arrive ½ hour prior to the event start. The following is the placement of the Contracted Security Services (CSS) Staff: CSS will rotate officers during the event to monitor areas that have the most traffic. The areas of concern are the ticket office, Main Lobby area, facility exterior, and entrance lines. Pat downs 3 Male and Female representatives (if over 401) Monitoring line 1 Confirming all guests have already purchased a ticket. Monitoring inside event area 1 For every 85 increase in ticket sales above 400, one 0-3 additional CSS officer will be required. Supervisor 1 Float Staff Totals: 1 Supervisor/5-8 Staff Monitoring line 2 Collecting tickets and stamping /giving wristband to 2-3 guests 1 additional if over 401 Swiping ID cards for Stony Brook students 1 Taking pictures of and verifying ID for non-stony Brook 1 attendees Monitoring exit doors 12 Supervisor(s) 2 Staff Totals: 2 Supervisors/18-19 Staff 22

SECURITY PLAN FOR the Tabler Arts Center Black Box Theater Capacity 250 LEVEL 3 EVENTS Tabler 110 Security Plan Coverage Collecting tickets and stamping /giving wristbands to 1 guests Monitoring exit doors 4 Supervisor 1 Staff Totals: 1 Supervisors/5 Staff LEVEL 3 EVENTS Tabler Café Security Plan Coverage SECURITY PLAN FOR the Tabler Arts Center Café Capacity 100 Collecting tickets and stamping /giving wristbands to 1 guests Monitoring stairwells 2 Supervisor 1 Staff Totals: 1 Supervisors/3 Staff SECURITY PLAN FOR the GLS/HDV Center Capacity 120 LEVEL 3 EVENTS GLS/HDV 200-202, 204-206 Security Plan Coverage Collecting tickets and stamping /giving wristbands to 5 guests Line control 2 Monitoring stairwell 2 Supervisor 1 Staff Totals: 1 Supervisors/9 Staff 23

LEVEL 3 EVENTS Benedict C029 Security Plan Coverage SECURITY PLAN FOR the LDS Center Capacity 397 Line control 1 Collecting tickets and stamping /giving wristbands to 4 guests Monitoring stairwells 2 Supervisor 1 Staff Totals: 1 Supervisors/7 Staff LEVEL 3 EVENTS Roth Café 122 Security Plan Coverage SECURITY PLAN FOR the SSO Center Capacity 47 Line control 1 Collecting tickets and stamping /giving wristbands to 4 guests Monitoring stairwells 2 Supervisor 1 Staff Totals: 1 Supervisors/7 Staff 24

SECURITY PLAN FOR Events in the Wang Center Zodiac Lobby/Skylight Lobby Capacity 232/350 LEVEL 3 EVENTS Wang Center Zodiac Lobby/Skylight Lobby Security Plan for Shows Monitor doors and collect tickets 8 Supervisor 1 Staff Totals: 1 Supervisors/8 Staff Security Plan for Banquets Monitor doors and collect tickets 3 Supervisor 1 Staff Totals: 1 Supervisors/3 Staff SECURITY PLAN FOR Events in the Wang Center Theater Capacity 239 LEVEL 3 EVENTS Wang Center Theater Security Plan Coverage Collecting tickets 2 Monitor door 4 Monitor Dressing Area 2 Supervisor 1 Staff Totals: 1 Supervisors/8 Staff 25

SECURITY PLAN FOR Events in the Wang Center Theater Lobby Capacity 140/500 LEVEL 3 EVENTS Wang Center Theater Lobby Security Plan for Shows Monitor doors and collect tickets 8 Supervisor 1 Staff Totals: 1 Supervisors/8 Staff Security Plan for Banquets Monitor doors and collect tickets 3 Supervisor 1 Staff Totals: 1 Supervisors/3 Staff SECURITY PLAN FOR Events in the Wang Center Main Lobby Capacity 320/600 LEVEL 3 EVENTS Wang Center Main Lobby Security Plan for Shows Monitor doors 8 Collecting tickets and verifying IDs 2 Supervisor 1 Staff Totals: 1 Supervisor/10 Staff Security Plan for Banquets Monitor doors 1 Collecting tickets and verifying IDs 1 Supervisor 1 Staff Totals: 1 Supervisor/2 Staff 26

SECURITY PLAN FOR Events in the Wang Center Chapel Capacity 80/64 LEVEL 3 EVENTS Wang Center Chapel Security Plan for Shows Monitor doors and collect tickets 2 Supervisor 1 Staff Totals: 1 Supervisors/2 Staff Security Plan for Banquets Monitor doors and collect tickets 1 Supervisor 1 Staff Totals: 1 Supervisors/1 Staff 27