Dances

Hosting Dances

Student Organizations may host occasional dances. Contact [email protected] with inquiries. To be considered the organization must:

• Identify a full-time Macalester faculty or staff member who will serve as the event advisor. For student organizations, we strongly suggest that this person be your current organization advisor.
• The identified advisor must agree to be present during the entire event and enforce all dance and hosting guidelines.
• The organization representatives and their advisor must meet with a member of the CSLE staff at least three weeks prior to the dance to review logistics and guidelines.
• If approved the organization is responsible for:
  • Reserving a space through Reservations
  • Paying for the cost of security officers
  • Providing their own DJ and sound equipment
  • If your DJ requires payment, a contract request form must be completed at least two weeks prior to the event.

Hosting Guidelines

Organizations that sponsor dance events are responsible for helping manage and monitor the event. They also help ensure that attendees adhere to the dance guidelines as well as all other Macalester policies. When hosting a dance event, an organization must adhere to the following expectations:

Pre-Dance Expectations

• Meet with the CSLE staff to discuss host protocol at least 14 days prior to the event.
• Confirm reservation details and room set up with Reservations at least 14 days prior to the event.
• Identify at least 4 representatives who will be responsible for managing and monitoring the event. Those representatives will serve as hosts and must remain sober throughout the entire event.
• Arrive at the venue 30 minutes prior to the event start time for an Event Team Meeting. The Event Team Meeting will include all hosts, Public Safety, and the faculty/staff advisor on site. NOTE: FAILURE TO ATTEND THE EVENT TEAM MEETING MAY RESULT IN THE DELAY OR CANCELLATION OF THE EVENT.
• Assist with load in of equipment (as needed)
• Complete set up at least 30 minutes prior to publicized dance start time
• Set up water stations

Expectations during Dance

• Welcome guests
• Ensure guests follow the dance guidelines and remind guests of guidelines (if needed) throughout the event
• Control access to the stage and keep unauthorized people off at all times
• Monitor dance and venue. (Check restrooms regularly, report issues, assist guests, etc.)
• Report safety hazards, security issues, overly intoxicated attendees, fights and/or other inappropriate behavior to the CC staff person or student event manager
• Monitor and refill water stations

End of Event Expectations

• Assist Public Safety in clearing building
• Take down decorations and clean up space
• Check restrooms for people and for cleanliness (report any bodily fluids or other issues to Public Safety)
• Stay onsite until all guests have left
• Assist with load out of equipment (as necessary)
• Take down water stations and clean out water coolers

Attendee Guidelines

• All attendees must show proper identification (ID) to enter the dance. Macalester students must provide their current Macalester ID for entry and guests of Macalester students must show another form of photo identification (i.e. driver’s license or state issued ID, student ID from another institution, etc.) to gain entry. NOTE: ATTENDEES WITHOUT PROPER ID WILL NOT BE PERMITTED TO ENTER.
• Macalester students with a current Macalester ID are allowed one non-Macalester student guest. NOTE: MACALESTER STUDENTS ARE RESPONSIBLE FOR THE BEHAVIOR OF THEIR GUESTS THROUGHOUT THE EVENT.
• Attendees who are visibly intoxicated will not be allowed to enter the venue. These determinations will be made by the CC and Public Safety staff on site.
• No backpacks or large bags may be brought into the venue. Small wallets/purses are allowed but are subject to search.
• No crowd surfing, mosh pits, or other physical behavior that can endanger attendees. Attendees engaging in this behavior may be removed from the event.
• No outside food or drink allowed in the venue.
• Lights must be turned on 15 minutes prior to the end of the event. All events end at 11 p.m.
• Only DJs and technical staff will be allowed on stage during the event.
• All dances are required to have security present for the duration of the event. A minimum of 3 security officers are required for the Kagin Hill Ballroom. Additional security may be required if deemed necessary by the Office of Student Leadership and Engagement. Security requirements for events held outside of the above mentioned location will be determined on a case by case basis.
• Failure of the organization to adhere to the hosting guidelines may result in the cancellation or early termination of their event.