I.        General Considerations

A.    A decision to assign police detail officers to an activity or event is generally determined by the number of people expected to attend, whether alcohol is to be served, and whether the activity may reasonably present a safety or security concern.  The number of officers needed will increase proportionately to an increase in any of these individual factors.

B.     For most events, decisions regarding the need for police overtime detail(s) will be made collaboratively between representatives of the Police Department and the Conference and Event Services office.

C.     In the case of an activity, program, or function which is not being coordinated by the Conference and Event Services office, the individual departmental/organizational representative should consult with the Police Department about the need for police details. 

D.    In the event of any conflicts regarding the need for or number of detail officers, the Chief of Police or his designee will make the final determination.

 

II.        Factors Influencing a Decision to Assign Detail Officers to an Activity or Event

A.    Attendance: Whenever attendance at an activity or event is expected to exceed 100 persons, a discussion will take place between the Police Department and the Conference and Event Services office or the appropriate department or group, regarding the necessity of a police detail.  If the activity or event is advertised off campus, this discussion will take place regardless of the expected attendance.

B.  Alcohol: A detail will generally be needed for any activity in which alcohol is to be served.

C.     Safety and Security Concerns: The following are examples of safety and security concerns that will generally require the posting of a police detail:

1.      Any activity which involves the closure or partial closure of a college roadway or lane of travel or parking lot, or which will involve special traffic or parking arrangements.

2.      Any concert, band, Disc Jockey, or live act, regardless of expected attendance.

3.      Events involving public exposure for celebrities, government officials, or VIP's.  (This detail may involve plainclothes officers, uniformed officers, or both, depending on the nature of the event and the anticipated attendance.)

4.      Any other event or activity which poses a significant safety risk or concern to players, participants or staff, or which may create conditions of disorder.

 

III.       Other Factors to Be Considered

A.    Other factors that may be considered in deciding to assign police details may include:

1.      The history of a particular activity or event, including a consideration of past problems (or lack thereof), and any other public safety concerns.

2.      Whether admission is to be charged at the activity or event.

 

IV.       Specific Circumstances Usually Requiring a Detail

A.    Official (not preseason or practice) football games.

B.     Post-season basketball games.

 

V.      Costs:  Charge-backs for Detail Assignments

The sponsoring (or responsible) individual, group, or department will be billed for the cost of any detail requested, negotiated, or otherwise assigned.

 

VI.     Cancellation

Twenty-four hours notice of event cancellation is requested.  In any circumstance, eight hours notice of cancellation must be given to detail officer(s), or the sponsor will be charged for the detail as if the event had proceeded.      

 

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