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Butler students
Programs for Leadership & Service Education

Late Night Events

A "Late Night Event" is an event sponsored by a student organization(s) that extends past 11:00 PM. These events are allowed on a Friday or Saturday night and are typically alcohol free. There should not be late night events Sunday through Thursday.

Recognized Butler University student organizations may sponsor campus-wide late night events on Friday and Saturday nights until 2:00 AM.

The locations for late night events are in Atherton Union and HRC. Events must be registered four (4) weeks in advance with University Events and the Programs for Leadership and Service Education office (PuLSE).

No events can be scheduled the Friday prior to or during designated University extended breaks.

There are two late night policies one for Closed BU event and the other for Open BU events.

Butler Students Only

A "Late Night Event" is an event sponsored by a student organization(s) that extends past 11 p.m. These events are allowed on a Friday or Saturday night and are typically alcohol free.  There should not be late night events Sunday through Thursday.

Recognized Butler University student organizations may sponsor campus-wide late night events on Friday and Saturday nights until 2:00 AM.

The locations for late night events are in Atherton Union and HRC. Events must be registered four (4) weeks in advance with University Events and the Programs for Leadership and Service Education office (PuLSE).

No events can be scheduled the Friday prior to or during designated University extended breaks.

There are two late night policies one for Closed BU event and the other for Open BU events.

Butler Students Only

Butler only event which, in short, require:

  • Meeting with Director of PuLSE, group's advisor, student event coordinator
  • Advisor must be on site of the event
  • Last song at 2:00 am, guest out by 2:20, event cleaned-up by 3 am (unless determined otherwise)

A "Late Night Event" is a student oriented event that is sponsored by a student organization(s) which extends past the normal building hours (11:00 p.m.).  These events are on a Friday or Saturday night and are typically alcohol free.

Butler University student organizations (those with four BU student members and in good standing with the University) can sponsor campus-wide late night social events on Friday and Saturday nights.  All of the procedures and guidelines identified in this Butler University Late Night Event Procedure must be followed in order for the event to be approved.  If alcohol is requested for the event, the Butler Alcohol Policy must also be followed.

Registration

The room request must be submitted by the host Butler student organization(s) at least four (4) weeks in advance of the event to reserve a space via the online registration system on my.butler.edu.

The following entities must approve the event when applicable:

  • Programs for Leadership and Service Education staff (all student organizations).
  • Director of Greek Life (fraternities and sororities, Panhel, IFC)
  • Student Organization's Butler Advisor
  • Representative of Athletics or the HRC (if event is in their building)
  • The campus spaces available for late night events are: Reilly Room (capacity of 400), HRC (capacity of 400), and Hinkle West Gym (capacity of 500).
  • Events will only be scheduled during weekends in which classes are scheduled the Friday prior to and the Monday following the event. No events will be scheduled during designated university breaks. There are no exceptions.

Fundraising Procedures

If the late night event is a fundraiser for the organization(s), the Butler Fundraising Project Application must also be completed and submitted to the PuLSE office two weeks prior to the event. Following the event, revenue must be deposited into the student organization(s) Butler account, following University and PuLSE office procedures.

Security

Late night events that only involve Butler students, faculty, and staff and are not advertised off-campus do not need BUPD security if the following guidelines are followed.

The student organization's Butler advisor will be present for the entire event.

  • The student organization sponsoring the event shall have 4 student monitors.
  • The student organization will pay for a building supervisor to be present during the event.
  • The 4 student monitors, the organization advisor, and the building supervisor shall all carry walkie talkies to increase communication.

Note: Walkie talkies not returned to the respective university office(s) by the Monday following the event will be charged to the student organization account.

Pre-Event Meeting

  • A pre-event meeting must occur at least two (2) weeks in advance of the event.  This meeting should be scheduled well in advance to accommodate the schedules of all parties involved.
  • Those in attendance must include the host student organization's representatives, the Director of Programs for Leadership and Service Education (PuLSE) or the Director of Greek Life/Orientation Programs(as applicable - see 'Registration'), Athletics (West Gym events only), HRC staff (HRC events only), and the host student organization advisor.
  • At this meeting, all details of the event will be discussed.  At this time, the host student organization must provide the names of the Butler student monitors working this event.  Student names will be checked to verify current enrollment status.  Failure to provide this information could result in the cancellation of the event.
  • Following the meeting, the Director of PuLSE or the Director of Greek Life/Orientation will notify the appropriate people that event is approved. Final confirmation of the event will be sent to the host student organization and the advisor, with copy to BUPD, PuLSE, Greek Life, CSE, and Athletics or HRC, as applicable.

Promotion of Event

The sponsoring student organization(s) can promote the event only on the Butler campus since only Butler students will be allowed in the event.

Event Procedures

  • On the night of the event, all Butler student monitors of the host student organization and the host organization advisor must meet with the building supervisor working the event 30 minutes prior to the event opening at the event location.  They will go over the security plan for the event.
  • The building supervisor, the student organization leader, and advisor shall tour the facility and adjacent areas before the event and note any pre-event damage.
  • A minimum of 4 Butler student monitors must be present at all times during the course of the event.  Each monitor is required to have a radio (walkie-talkie) with them to report any problems within the confines of the event.  One radio should be left with the building supervisor in the event that emergency services are needed. A minimum of one (1) Butler student monitor(s) will be required to stay at the door to check for Butler IDs while the others should monitoring the event and room.
  • The host student organization advisor or Butler staff/faculty designee must remain at the event for the entire duration. The advisor shall work with Butler student leaders and security to oversee the function and be there for advice and assistance.
  • Guests - All Butler students must show a current Butler ID to enter the event.
  • Student(s) working the door will keep a running tab of the number of people who enter the event. When that number reaches the fire code capacity for the room, no more people will be admitted.  As attendees leave, new arrivals may be allowed in the event.

Event Set-up

  • The following items are needed for the event.  If the host student organization cannot provide these items, the event will be cancelled.
  • Lights, if needed and not provided by Butler University
  • Water cooler or other non-alcohol beverages set up inside or in the hallway outside the event (depending on room).

Closing Procedures

  • The last song/activity must end by 2:00 AM and guests should be informed the event is over.  The facility must be clean by 3:00 AM. Butler student monitors are responsible to help clear and clean the facility at the conclusion of the event.
  • The building supervisor, the student organization leader, and advisor shall tour the facility and adjacent areas at the end of the event and note any post-event damage.

The above guidelines were developed in a joint effort by the offices of Programs for Leadership and Service Education, Greek Life, University Events, the Butler University Police Department, Butler University Athletics, HRC, and the Division of Student Affairs.  All guidelines must be followed explicitly.  If any participating organization is not in positive standing with the university or neglects to follow any portion of the policy, the host organization can be denied the privilege to host any event on the Butler University campus.

Late Night Event Checklist - Butler Students Only

A "Late Night Event" is defined as any event taking place on Butler University grounds ending after 11:00 PM on a weekend.

This Checklist is to be used in conjunction with the Late Night Event Procedure and the required Event Registration Form. A copy of the checklist should be given to BUPD and the PuLSE or Greek Life Office at the Pre-Event Meeting.

Registration

Did you…

  • Request space for your event through the online room reservation system, EMS?
  • Receive a confirmation of available space from Conferences & Special Events?
  • Set up a meeting two (2) weeks before event with the organization advisor, Programs for Leadership & Service Education, Director of Greek Affairs & Orientation Programs (if applicable), Health & Recreation Complex (if applicable), and Hinkle Fieldhouse (if applicable)?
  • Obtain the signature of the Vice President of Student Affairs if alcohol being served?

Security

Did you…

  • Contact PuLSE office to reserve the walkie-talkies?
  • Contact PuLSE to reserve Late Night Event kit? (room posters, stamp/marker, clicker, etc.)
  • Designate four (4) Student Monitors for event?
  1. _____________________________________
  2. _____________________________________
  3. _____________________________________
  4. _____________________________________

Event Set-up

Did you…

  • If non-Aramark food is being served, follow the food guideline (for example: register with Marion County Health Department)?
  • Provide water and other non-alcoholic beverages for the event?
  • Work with University Events to ensure enough tables, chairs, trash-cans, staging, etc.?

Miscellaneous

Did you…

  • Secure a cash box and change for entry fee?
  • If a DJ or other performers are contracted, have the Director of PuLSE sign the contract and ensure payment?
  • File a Butler Fundraising Application Form with PuLSE if the event has an admission fee.

Important Contacts for Late Night Events:

  • Programs for Leadership & Service Education (PuLSE), 940-9262, Atherton Union 101
  • University Events, 940-9352, 451 W. 52nd Street
  • Greek Life & Orientation Programs, Becky Druetzler, 940-6590, Atherton Union 312
  • Health & Recreation Complex, Josh Downing, 940-6144, HRC 100 J
  • Hinkle Fieldhouse, Neal Smith 940-9889, HF 195 C

 

Butler University Late Night Event Guidelines Open Event

Open to Butler and outside entities which, in short, require:

  • Meeting with Director of PuLSE, group's advisor, BUPD, and student event coordinator
  • Advisor must be on site of the event
  • Butler University Police Department must be hired and at event
  • Students must use security wand (from BUPD)
  • Guest must have college ID (or alumni card) and sign in
  • Last song at 2:00 am, guest out by 2:20, event cleaned-up by 3 am (unless determined otherwise)

 A "Late Night Event" is a student oriented event that is sponsored by a student organization(s) which extends past the normal building hours (11:00 p.m.).  These events are on a Friday or Saturday night and are typically alcohol free.

Butler University student organizations (those with four BU student members and in good standing with the University) can sponsor campus-wide late night social events on Friday and Saturday nights.  Recognized Butler student organizations can host a social event on behalf of a student organization from a city-wide Greek chapter if the second organization has at least one Butler student involved in the organization.  All of the procedures and guidelines identified in this Butler University Late Night Event Procedure must be followed in order for the event to be approved.  If alcohol is requested for the event, the Butler Alcohol Policy must also be followed.

Registration

The room request must be submitted by the host Butler student organization(s) at least four (4) weeks in advance of the event to reserve a space via the online registration system, EMS.

The following entities must approve the event when applicable:

  • Programs for Leadership and Service Education staff (all student organizations).
  • Director of Greek Life (fraternities and sororities, Panhel, IFC)
  • Student Organization's Butler Advisor
  • Representative of Athletics or the HRC (if event is in their building)
  • The campus spaces available for late night events are: Reilly Room (capacity of 400), HRC (capacity of 400) and Hinkle West Gym (capacity of 500).
  • Events will only be scheduled during weekends in which classes are scheduled the Friday prior to and the Monday following the event. No events will be scheduled during designated university breaks. There are no exceptions.

Security

  • Late night events that include non-Butler guests are required to have security as follows:
  • Captain of Operations of BUPD should be contacted to arrange for security a minimum of three (3) weeks prior to the event.
  • A minimum of one (1) BUPD officer is required for any late night event.
  • BUPD will determine the number of additional security needed for the event, based on the number of people attending, type of event, etc. All events open to the public will require a minimum of two (2) additional security officers. Off-duty officers from Indianapolis Metropolitan Police Department and BUPD are acceptable agencies.
  • A security wand must be obtained and used by student monitors at the entrance to the area for any event that is open to the public. BUPD can provide a wand upon request.
  • Six (6) walkie-talkies must be obtained for use at the event.  These can be requested from PuLSE or Greek Life.  Walkie talkies shall be carried by student monitors, the advisor, and the primary BUPD officer working the event to increase communication during the event.
  • Student organizations sponsoring the event will be responsible for the cost of security and shall give their student organization account number to BUPD when requesting security so the transfer of funds can occur.
  • Student organizations canceling their event must inform BUPD's Captain of Operations at least seven (7) days prior to the event in order not to be charged for security.

Note: Items not returned to the respective university office(s) by the Monday following the event will be charged to the student organization account.

Fundraising Procedures

If the late night event is a fundraiser for the organization(s), the Butler Fundraising Project Application must also be completed and submitted to the PuLSE office two weeks prior to the event. Following the event, revenue must be deposited into the student organization(s) Butler account, following University and PuLSE office procedures.

Pre-Event Meeting

  • A pre-event meeting must occur at least two (2) weeks in advance of the event. This meeting should be scheduled well in advance to accommodate the schedules of all parties involved.
  • Those in attendance must include the host student organization's representatives, the Director of Programs for Leadership and Service Education (PuLSE) or the Director of Greek Life/Orientation Programs(as applicable—see 'Registration'), Captain of Operations of BUPD, Athletics (West Gym events only), HRC staff (HRC events only), and the host student organization advisor.
  • At this meeting, all details of the event will be discussed. At this time, the host student organization must provide the names of the Butler student monitors and hired security officers working this event. Student names will be checked to verify current enrollment status. Failure to provide this information could result in the cancellation of the event.
  • Following the meeting, the Director of PuLSE  or the Director of Greek Life/Orientation will notify  the appropriate people that event is approved. Final confirmation of the event will be sent to the host student organization and the advisor, with copy to BUPD, PuLSE, Greek Life, University Events, and Athletics or HRC, as applicable.

Promotion of Event

The sponsoring student organization(s) can promote the event on other college campuses via campus and organization list serves and posters. Radio promotion of the late night event is prohibited.

Event Procedures

  • On the night of the event, all Butler student monitors of the host student organization and the host organization advisor must meet with the Butler University Police Department Officer working the event 30 minutes prior to the event opening at the event location. The officer will train student monitors on the appropriate use of wands (if applicable) and the security plan for the event.
  • The primary BUPD officer, the student organization leader, and advisor shall tour the facility and adjacent areas before the event and note any pre-event damage.
  • At least 4 Butler student members of the host organization will act as monitors of the event. The BUPD officer on duty will have a list of the Butler student names submitted at the pre-event meeting. Students must present their Butler student IDs to the officer for verification. Student monitors must wear a name tag that can be seen by the officers.
  • A minimum of 4 Butler student monitors must be present at all times during the course of the event. Each monitor is required to have a radio (walkie-talkie) with them to report any problems within the confines of the event. One radio should be left with the BUPD officer in the event that emergency services are needed. A minimum of one (1) Butler student monitor(s) will be required to stay at the door to check IDs and wand attendees while the others should monitoring events and exits inside the event.
  • The host student organization advisor or Butler staff/faculty designee must remain at the event for the entire duration. The advisor shall work with Butler student leaders and security to oversee the function and be there for advice and assistance.
  • Hired security must be in duty uniform to be easily identified.
  • One of the security officers will be stationed at the entrance at all times and help check IDs and/or oversee the use of wands on attendees of the event. The other officer(s) are to remain inside the party providing oversight of the event and support to the members of the organization if needed.
  • Security must arrive 30 minutes prior to opening the doors and must stay in the facility until all people leave and the facility is locked (no later than 3:00 a.m.).
  • Security will assist in clearing the facility and Butler property after the end of the event. 

Guests

  • All Butler students must show a current Butler ID to enter the event.
  • Non-Butler guests must show a picture college ID and sign in on the guest sheet.
  • Alumni of the sponsoring organization(s) can gain admission by showing proof of affiliation, an official picture ID which lists their date of birth, and signing in on the guest sheet.
  • No guests shall be admitted after 1:30 a.m.
  • There will be no pass outs given once a guest enters the event.  Once a guest leaves, he or she will not be allowed to return to the event.
  • Students and security working the door will keep a running tab of the number of people who enter the event. When that number reaches the fire code capacity for the room, no more people will be admitted. As attendees leave, new arrivals may be allowed in the event. 

Event Set-up

The following items are needed for the event. If the host student organization cannot provide these items, the event will be cancelled.

  • Lights, if needed and not provided by Butler University
  • Water cooler or other non-alcohol beverages set up inside or in the hallway outside the event (depending on room).
  • Signs with the following information at the entrance to the event.
  • Please have a college I.D. ready
  • Alumni must show proof of affiliation and an official picture ID
  • No passes outs given out
  • We have the right to deny entry to any person at our discretion.
  • Student organization leaders must make an announcement at the end of the event to thank people for attending and inform them that people must leave the facility within 20 minutes and campus within 40 minutes.
  • The last song must end by 2:00 a.m. All guests must leave facility by 2:20 a.m. and facility must be clean and vacant by 3:00 a.m. Butler student monitors are responsible to help clear and clean the facility at the conclusion of the event. Hired security personnel are responsible to assist in clearing the facility and Butler's outdoor area around the facility.
  • The primary BUPD officer, the student organization leader, and advisor shall tour the facility and adjacent areas at the end of the event and note any post-event damage. 

The above guidelines were developed in a joint effort by the offices of Programs for Leadership and Service Education, Greek Life, University Events, the Butler University Police Department, Butler University Athletics, HRC, and the Division of Student Affairs. All guidelines must be followed explicitly. If any participating organization is not in positive standing with the University or neglects to follow any portion of the policy, the host organization can be denied the privilege to host any event on the Butler University campus.

Late Night Event Checklist—Open Event

A "Late Night Event" is defined as any event taking place on Butler University grounds ending after 11:00 p.m. on a weekend.

This Checklist is to be used in conjunction with the Late Night Event Procedure and the required Event Registration Form. A copy of the checklist should be given to BUPD and the PuLSE or Greek Life Office at the Pre-Event Meeting.

Registration

Did you…

  • Request space for your event through the online room reservation system, EMS?Receive a confirmation of available space from Conferences & Special Events?
  • Set up a meeting two (2) weeks before event with Butler University Police Department, organization advisor, Programs for Leadership & Service Education, Director of Greek Affairs & Orientation Programs (if applicable), Health & Recreation Complex (if applicable), and Hinkle Fieldhouse (if applicable)?
  • Obtain the signature of the Vice President of Student Affairs if alcohol being served?

Security

Did you…

  • Contact BUPD's Deputy Chief to arrange necessary security and use of the wand? (3 weeks in advance of event)-If your event is open to non-Butler people.
  • Contact PuLSE office to reserve the  walkie-talkies?
  • Contact PuLSE to reserve Late Night Event kit? (room posters, stamp/marker, clicker, etc.)
  • Designate four (4) Student Monitors for event?
  1. _____________________________________
  2. _____________________________________
  3. _____________________________________
  4. _____________________________________

Event Set-up

Did you…

  • If non-Aramark food is being served, register with Marion County Health Department?
  • Provide water and other non-alcoholic beverages for the event?
  • Reserve a DJ/sound equipment if necessary?
  • Work with CSE to ensure enough tables, chairs, trash-cans, staging, etc.?

Miscellaneous

Did you…

  • Secure a cash box and change for entry fee?
  • If a DJ or other performers are contracted, have the Director of PuLSE sign the contract and ensure payment?
  • File a Butler Fundraising Application Form with PuLSE if the event has an admission fee.

Important Contacts for Late Night Events:

  • Programs for Leadership & Service Education (PuLSE), 940-9262, Atherton Union 101
  • University Events, 940-9352, Jordan Hall 018
  • Butler University Police Department (BUPD), Bill Weber, 940-9396, Hampton & Sunset
  • Greek Life & Orientation Programs, Becky Druetzler, 940-6590, Atherton Union 312
  • Health & Recreation Complex, Josh Downing, 940-6144, HRC 100 J
  • Hinkle Fieldhouse, Carl Heck, 940-9889, HF 195 C