Original Date: 6/15/1998 * Last Revision Effective: 6/3/2025
Policy Contact: Vice President of Student Affairs
Purpose
Bellevue College recognizes the importance of providing an environment rich in educational and cultural opportunities that stimulate learning. Outdoor events help to foster a greater sense of community among students and offer learning situations outside of the traditional classroom setting. It is recognized that some outdoor events may have the potential to be disruptive to the educational process and interfere with learning or place the college, students, or staff at risk. The purpose of this procedure is to establish guidelines for hosting outdoor events that are a positive experience for the entire college community.
Procedures
- Events requested by chartered student organizations that only require a table and/or tent, and no other resources may be requested at least one week (five business days) prior to event date.
- Events requested by chartered student organizations that require catering, vendor contracts or other sensitive resources should follow timelines/ deadlines as established by food service and events or contracts office. Please refer to Student Organization Handbook through student engagement office to determine required timelines/ deadlines. Timeline requirement could be up to 1 month (20 business days).
- Dates for the outdoor events will be selected at a location that will be least disruptive and must consider and/or reconcile any other requests received for the same date.
- Events requested will be reviewed by the director of student engagement in consultation with appropriate offices. The director will determine the need of a risk assessment and if appropriate release forms are necessary. If the director of student engagement disapproves the request, the vice president of student affairs (or designee) will have final authority for selection of the events. Event planners must consult with public safety and campus operations.
- Requests from non-chartered student organizations or individual students must be scheduled through the college events office and follow college processes appropriate to external clients.
- An event coordinator will be available during events and will consult with the director of student engagement regarding complaints received. The vice president of student affairs or designee will have final authority for control of events and for taking appropriate action if complaints arise.
- After each student outdoor event, the director of student engagement or designee will monitor feedback from the campus community.
Revision History
Original 6/15/1998
Revisions 2/1/2005; 3/22/2005; 5/21/2009; 9/11/2012; 4/6/2015; 6/3/2025
Approved By
President’s Cabinet
Last Updated June 3, 2025