Behavior at Parties and Other Events

Online Training Module

HB 2639 RISK MANAGEMENT EDUCATION PROGRAM

Program Safety Education Services ∙ Office of the Dean of Students ∙ Division of Student Affairs ∙ The University of Texas at Austin

Learning Objectives• Identify factors to consider when planning

safe and effective events• Discuss risks associated with alcohol at

parties and other events• Discuss the importance of a crisis

management plan for events• Review the laws, University policies and

procedures associated with student organization events held on and off campus

• Identify resources available to assist you and your student organization with event planning

Behavior at Parties and Other Events

Online Training Module

SECTION 1: CHOOSING AND PLANNING SUCCESSFUL EVENTS

Examples of Organization Events

• Parties• Social Mixers• Philanthropy related Events• Talent Show/Entertainment Events• Sports related Tournaments• Professional Social Gatherings• Panels and workshops• Conferences

Factors to consider• What is the purpose of the event? How will this

event reflect the values of your organization?• Who are you inviting?• When is the event going to take place? • Where is the event going to take place (on- or

off-campus)?• Who is organizing the event? Who is in charge

of the event?• Will alcohol be served at the event? If yes, who

will be serving it?• How much will the event cost? Do you have a

budget in place? Will you be signing contracts?• Do you have an emergency or crisis plan in

place?

Theme Parties• Why this theme?• Is it about a living culture?• Is it about a current subculture?• Have you consulted either people from

that community or with recognized “experts” (community leaders or faculty) about the theme?

• Are the people whose culture is being represented adequately empowered in society?

• Think and talk about what you are planning to do!

Factors to consider before planning a “Date” or “Slave”

Auction• Involves “bidding” on a human being• The process devalues a human being• This country’s real and tragic history• Safety concerns

For ALL of these reasons, we encourage student organizations to engage in more imaginative

and feasible alternatives to these activities.

Managing Risk: Understanding University Policies

• Are you familiar with all the university rules and policies regarding events? – Review the Registered Student Organization Manual

and Institutional Rules on Student Services and Activities

– Use the Event Planning and Reservation Form available at http://deanofstudents.utexas.edu/sald/downloads/EventPlanningForm07.pdf

• Will and university rules or policies being violated by this event?– Contact the Student Organization Center (SOC) at

512-471-3065– Talk with other officers and/or your organization’s

advisor

Liability: Federal and State Laws

• How will you ensure that members of the organization will not violate the law (e.g., underage drinking, driving while intoxicated, not wearing a seatbelt)?

• What are some potential legal issues that might emerge from your event and how can you prevent this?

• Will you or your organization be liable for any damages? (property damage, breaching terms of a contract, accidents, etc.)

• Are you aware of the types of liabilities? (e.g. negligence, foreseeability, premise liability, contracts)

• How can you reduce these liability issues?

Behavior at Parties and Other Events

Online Training Module

SECTION 2: TIPS FOR SUCCESSFUL EVENTS

Tips for Alcohol at Events• Only invite people you know• Do not serve alcohol to anyone under 21• Consider providing safer and alternative

ways of transportation (designated drivers, cabs, shuttle service)

• If you will be providing alcohol make sure the facility is authorized to serve alcohol

• Will people be attending any “pre-parties” before coming to your event? If yes, have a risk management plan to address this.

• Use a third party vendor or wristbands to manage alcohol

The Event Planner(s)• Student organization events can be quite complex

to manage (budgets, schedules, seating arrangements, training for volunteers, etc.).• Select an officer, other organization member, or

committee/team to take the lead (i.e., the event planners). • Qualities of good event planners (or event

planning teams) include: – experience within the organization; – excellent organizational, communication and time

management skills; – ability to handle stressful, fast-paced situations; and – passion and a strategic vision.

A Risk Management Officer

• A member of your executive team – may be a new officer position that you create or it may be a responsibility added to an existing officer position.

• Serves as the point of contact for your organization on risk management issues, but does NOT need to be a risk management “expert”.

• This officer must be an active member of your executive team with the recognition and authority over risk management issues for your organization.

Behavior at Parties and Other Events

Online Training Module

SECTION 3: APPROPRIATE BEHAVIOR FOR ORGANIZATION EVENTS

University Code of Conduct• Engages in harassment or discrimination against

another student or University employee• Damages, defaces, destroys, alters, or takes UT

property without authorization of the University• Impedes or interferes with an authorized University

function (e.g., teaching, research, or disciplinary)• Endangers the health or safety of another student or

University employee• Failure to identify oneself/provides false information to

an institutional representative• Unauthorized entry into university buildings or

fountains• Engages in conduct that violates federal; state; and or

local laws (e.g., theft, hazing, DWI, underage drinking)

Tips for Etiquette at Professional Events

• Show up on time, do not leave early!• Do not use laptops or cell phones• Ask appropriate questions• Dress appropriately• Let each person have a chance to speak• Eat and drink in moderation• Do not monopolize people’s time – know what

the purpose of the event is and come prepared

Addressing Inappropriate Behavior• Any inappropriate behavior at your event is a reflection on

your as a leader and on your organization.• Find ways to address the inappropriate behavior in a private

and discrete manner that causes the least amount of disruption of the event.

• Address the behavior in a manner where the situation will not escalate or get worse.

• Go STRAIGHT TO THE SOURCE: Address the issue directly with the person/s who are acting inappropriately.

• Remember IT’S ABOUT THE BEHAVIOR AND NOT THE PERSON: Explain clearly the behavior that is inappropriate and why.

• Involve your advisor and/or other sponsors (if present)• Seek assistance if needed (e.g. UT or Austin Police, etc).

Behavior at Parties and Other Events

Online Training Module

SECTION 4: THE IMPORTANCE OF A CRISIS MANAGEMENT PLAN

Tips for Handling a Crisis• Always know who is in charge in the event of a

crisis (e.g., President, Social Chairperson etc).• Get all of the officers together to discuss next

steps and how to handle the crisis.• Assess the situation and decide on short-term

and long-term steps to resolve the crisis.• Contact key people/offices as needed (e.g.,

EMS, Student Emergency Services, organization advisor, or national office).

General Emergency ProceduresIf an emergency situation occurs at your event:• Stop immediately and call 911 or local police• Assess the situation and render aid as appropriate• Fill out a police report• Obtain the names and addresses of all witnesses• Contact your advisor• Avoid making statements as to who is at fault, nor should you

make offers to pay for damages• Contact one of the following areas in the Office of the Dean of

Students:– Student Emergency Services: 512-471-5017– Student Activities and Leadership Development: 512-471-3065

General Emergency Procedures

If someone is injured at your event:

• Call 911 immediately and obtain medical attention• Render aid as appropriate• Contact your advisor• Contact one of the following areas in the Office of the Dean of

Students:– Student Emergency Services: 512-471-5017– Student Activities and Leadership Development: 512-471-3065

Behavior at Parties and Other Events

Online Training Module

SECTION 5: CONCLUSION AND REVIEW

Planning Tips to RememberWhen planning an event make sure to:

• Choose events that reflect the values and beliefs of your organization and members

• Invite people and groups you know• Appoint or designate “event monitors” to handle

emergencies and other details• Appoint “designated drivers” if hosting an event

where alcohol will be served• Confront inappropriate behavior quickly and firmly• Be sure to have a emergency/crisis management

plan in place and review it with all of your members prior to the event

• Remember that the type of events you host are a reflection of your organization’s values

Conclusion• Planning an event requires a lot of

planning, work and thought.• Event planning can help to build and

enhance your leadership skills.• Events are a reflection on not just you

but your entire organization.• Your social events have the potential to

benefit all members of your organization.

University Resources for Event Planning• Student Activities and Leadership Development (SALD)

• http://deanofstudents.utexas.edu/sald/• (512) 471-3065

• Greek Life and Intercultural Education (GLIE)• http://deanofstudents.utexas.edu/glie/• (512) 471- 9700

• Program Safety Education Services (PSES)• http://deanofstudents.utexas.edu/pses/• (512) 471-5017

• Your Organization’s Sponsoring Department (if applicable)

Additional Questions

• Discuss with your organization’s leadership– Faculty/staff advisor– Risk Management Officer (or other officer)– Alumni members/organization

• Contact Program Safety Education Services (PSES) in the Office of the Dean of Students – Phone: 512-471-5017– Email: SafetyEducation@austin.utexas.edu – Web site: http://deanofstudents.utexas.edu/pses/

HB 2639 Risk Management Education Program

A special thanks to the student, faculty, and staff members of the planning committee:

Adrienne Mackenzie, Office of the Dean of Students (SALD)Bobby Jenkins, U T Student Organization Safety Board

Chad McKenzie, Division of Recreational SportsChrista Lopez, Office of the Dean of Students (SES)David Cronk, Office of Campus Safety and Security

Diane Ginsburg, College of PharmacyErik Malmberg, Office of the Dean of Students (PSES)

Heather Davies, Counseling and Mental Health CenterKathy Chung, Office of the Dean of Students (PSES)

Kevin Prince, University Health ServicesLinda Álvarez Alcántara, Office of the Dean of Students (SJS)

Marilyn Russell, Office of the Dean of Students (GLIE)Manuel Gonzalez, Office of the Dean of Students (PSES)

Review Your Knowledge

• This concludes our presentation on behavior at social events.

• Following are ten questions to review your knowledge of the information presented in the module.

• You must answer 8 of the 10 questions correctly to receive credit for completing this module.

• Just click the “Go To Review” button.