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Event Monitor Trainingemily perrin brittChris WhiteTravis Buchanan
Agenda• Responsibility of the Organization
• Expectations-University Policy• Completing FSA Policies, Forms
• EMS• The Chapter is responsible for Member and Guest Behavior
• Event Monitor Job Duties and Structure• EM Hierarchy • What to do before, during and after the event
• When Something Goes Wrong• Bystander Intervention• Alcohol
• Recognizing signs of Alcohol Poisoning • Call 911
• Conflict Management• Managing behavior of non-member• Managing other issues• Other Issues: Vandalism, PDA, Fights, Transportation
Agenda Continued
• Potential issues for event monitors• How to plan for events in all weather conditions• What to do when your bus breaks down• Carpooling with chapter members
Important Policy
Expectations- University Policy• Policies
• Code of Student Conduct• Alcohol policy is enforced through the Code of Student Conduct
• AR 6.4 University Alcohol Policy• VII C. Approved events at which alcohol beverages are served or sold shall meet the
following requirements: • Must be a private event not open to the public• Be an event for which tickets have been sold or invitation or membership is required
• http://www.uky.edu/regs/files/ar/ar6-4.pdf
Generalized Guidelines from AR 6:4• Follow Code of Conduct, Policies, and Laws• Make sure you are using a specific, limited space, with
monitored entrances• Your event must be approved through Fraternity and
Sorority Life • Events are limited to Members and Guest on the guest list• http://www.uky.edu/regs/files/ar/ar6-4.pdf
Fraternity and Sorority Life Policies• Approval for Events with Alcohol
• BBNvolved Event Form (2 weeks in advance)• Risk Reduction Consultation• Event Monitors
• Remember 1 Event Monitor for every 25 guests• Event Monitors must be a member of their chapter for at least one year• Event Monitors should be from all organizations involved in planning and hosting the
event • Provide FSL a guest list• Space Reservation through EMS
• Event Management System- Through Office of Event Management in Blazer Hall
• This is for reserving venues on campus. All events (even those without alcohol) must be submitted through this system, if it’s on campus.
Member and Guest Behavior
• If your chapter is sponsoring or co-sponsoring an event, your chapter will be held responsible for the behavior of any guest, regardless of their chapter affiliation.
• You (anyone there) must do something to prevent illegal or immoral behavior.
Event Planning & Risks
Proper Planning for your events
• It is important to check the weather before your event. This includes events that are in and out of town.
• If you have bad weather, space out your bus pick up times and bring an easy up to cover the bus pick up location so people can stay dry.
• If it is windy, then an easy up is not recommended. • Ask House Directors if you can use the covered porch to stay out of the weather.• Potentially change your bus pick up location to a spot that is already covered.
Ex: Singletary Center• If there is sever weather, we recommend you postpone your event for safety.
Best Practices: Events out of town: Bus
• Always check the weather on the route you are taking• Make sure you have food and water for the trip• We recommend placing members of the executive committee on all the
buses.• This gives the officers oversight on all the buses and allows officers to communicate
with each other if there is an issue• If you are taking buses to your out of town event and the bus breaks down,
here is what you need to do:• Contact all members of your chapter leadership• Contact your chapter advisor and let them know• Contact the FSL Office and let us know, so we can assist you in getting back on the
road• Work with the bus company to get you back on the road
Best Practices: Events out of town: Carpool
• Carpooling is effective when traveling out of town to an event.• We recommend that drivers take shifts, and that no one person drives too long. 3 hours
maximum between breaks• We recommend that chapters caravan together so if there are any issues, no one vehicle is
stranded• Make sure everyone is abiding by the law and have a list of each person in each vehicle
• Check the weather on your route • Make sure you have food and water• Make sure you have an emergency kit just incase a car breaks down• If you have a vehicle break down:
• Contact everyone on your leadership committee• Let your chapter advisor know• Lets the FSL Office know so we can assist you• Contact a towing company ASAP
Event Monitor Job Duties and Structure
Event Monitor Duties
• Each Event Monitor should have a role in the event• Head monitor- coordinator, emergency response, shift/supervisory role• Bus monitor-hand out entry wristbands, only guests on bus• Check In monitor- gate keeper, security liaison• Venue monitor- behavior monitor, first contact
• Each Event Monitor should be prepared to react to any issues and should be willing to make sure that everyone at the event has a safe time and a way home.
• Event Monitors have the right and duty to remove any person from the event because of behavior.
• Do something to distinguish yourself as an event monitor, so that people know you are there to help.
Event Monitor Responsibilities
• Stay Sober• Stay Vigilant• Be prepared
• Have numbers, wrist bands, list, identification • Check the space for safety concerns • Introduce yourself to all involved
• Bar Manger/Owner, Head of Security, Other Orgs- Be the point person• After the event be sure to:
• Help people get home safely• Make any reports that need to be made• Help to clean up the facility and the bus pick up location
Head Event Monitor Responsibilities
• Hold meeting with all Event Monitors prior to the event• Review procedures and policies for the event• Create and review communication plan (i.e. GroupMe, group text,
emergency numbers, etc.)
• Ensure all event monitors are at their designated spots and under their roles
• Provide back up on any issues or incidents that arise• All Event Monitors should report incidents to the Head Event
Monitor who should then report to the chapter Executive Board and FSL
Check In & Bus Monitor Responsibilities• Duties
• Make sure people getting on the bus are on the guest list• Watch for intoxication of guest• Make sure people are not bringing alcohol back to campus• Keep people out of the street and away from traffic• Walk around to ensure that guests are not causing problems in the
area• What to do if there is an issue
• If intoxicated• Pull your guest aside and help them find a way home. Do no allow them
into the event. • If not on the guest list
• Explain that you are required to stick to your guest list. Offer to help them find a way home.
Venue Monitor Responsibilities• Watching for over intoxication
• If someone is over intoxicated there could be a couple of issues including physical inability, alcohol poisoning, poor behavior
• If you see signs that someone is becoming over intoxicated intervene early • Provide the person with water• Tell the bar to stop serving that person
• Bad behavior• You may find guests, regardless of intoxication, could have poor behavior,
which could be, but not limited to, using the restroom outside in public, acting belligerent, fighting, extreme volume.
• You may have to ask individuals to leave.
• Communication with Venue• Introduce yourself to the venue staff including bartenders, security, and
managers• Review procedures for dealing with issues with the staff so you are all on the
same page
A Note about Venue Staff
• Even if your event has security, event monitors are still required for the event. Your job is to work with the security team to have them assist you in situations.
• The Caterer and Bartenders are responsible for serving alcohol and the event monitors should not be identifying who is/isn’t of legal drinking age.
When Something Goes WrongConflict Management, Vandalism, Alcohol
So something went wrong… now what?
• Safety first• If someone's health or safety is in immediate danger call police or
ambulance. DO NOT WAIT, DO NOT SECOND GUESS. If a serious or fatal injury occurs it will be much worse if you do not respond appropriately and get help.
• Kentucky State & UK Code of Conduct Amnesty Policy (page 7)• Damage to property• Let someone know, be prepared to take ownership of the issue
• Report• Report ASAP to FSL and/or OSC and to National Organization
• Next steps• Be prepared to investigate and provide information to your
organization’s leadership
Conflict Management• Stay Calm• Be Respectful, but firm• Be Direct
• Explain exactly what you need from a person in plain language• Understand people need to be removed from parties when
they are not following the rules, this is not optional• If a person needs help make sure they are getting that help
• What to Do• Ask someone to remove themselves from the situation• Do not go alone• Distraction • Do your best to not touch the individual(s)• Intervene early
Do the right thing
• Intervene when you notice something is not right…• Step 1: Notice the Event• Step 2: Interpret it as a problem• Step 3: Assume personal responsibility• Step 4: Know how to help• Step 5: Step Up!- Do the responsible thing to intervene
Community of Concern
• This office is part of the University's commitment to proactively addressing issues of concern involving our students and/or employees.
• Their paramount concern is maintaining the safety of all members of the University community.
• http://www.uky.edu/concern/• One of the Community of Concern Staff members will email back
once your report is received.
When to Submit a Report
• Refer if your efforts to manage a significant behavioral issue have not resolved the issue
• Refer if you are concerned about the welfare of an individual, yourself, or others
• Refer if an individual asks you for help in dealing with personal issues that are outside your role
• Refer if you have referred an individual in the past and there seems to be no improvement or behavior seems to be worsening
What Information is Requested
• Contact information for both you and the individual you are concerned about
• Relationship to the person of concern• Reason for referral• Personal narrative for reason of referral
Community of Concern Report Form
Alcohol Recognize Poisoning, response
Standard Serving Size for Alcohol
Alcohol PoisoningWhen Should You Get Help?
• Alertness• Mental confusion, stupor, coma, person cannot be roused
• Breathing• Slow & irregular breathing (more than 10 seconds between breaths)
• Color• Bluish skin tone or paleness and low body temperature
Alcohol PoisoningWhat Should You Do If You Suspect Alcohol Poisoning?
• Do not wait for all symptoms to be present.• Be Aware that a person who has passed out may die
• Blood Alcohol Concentration continues to rise even while a person has passed out
• It is dangerous to assumed a person can sleep it off, get help.• If there are any suspicions of an alcohol overdose, call 911 for help.
Amnesty
• Student health and safety are of primary concern at UK.• Students who seek emergency assistance on behalf of persons experiencing drug
or alcohol-related emergencies will not be charged or sanctioned for violations of University drug or alcohol-related policies.
• UK will grant amnesty to Students who proactively seek medical help for themselves or others where the help-seeking Student may have been involved in underage drinking or other improper use of alcohol or illegal drugs at the time.
Amnesty
• Student health and safety are of primary concern at UK.• Students who seek emergency assistance on behalf of persons experiencing drug
or alcohol-related emergencies will not be charged or sanctioned for violations of University drug or alcohol-related policies.
• UK will grant amnesty to Students who proactively seek medical help for themselves or others where the help-seeking Student may have been involved in underage drinking or other improper use of alcohol or illegal drugs at the time.
Amnesty: Singular Person Example
• Jane Doe and Betty Joe are both 19 year old students who went to Tin Roof for Karaoke night and consumed two pitchers. Jane and Betty both head back to the Residence Hall because Betty was not feeling well.
• Upon returning to their room, Betty vomits and passes out in their room. Jane decides to get her Resident Assistant and Betty was transported to the hospital for alcohol poisoning.
Amnesty: Explanation
• Because of the amnesty policy, Jane will not have a conduct case as she proactively sought help
• Even though Jane sought help, Betty will have a conduct case as the UK process is education and is there to support students
• Because the Resident Assistant was proactively sought, the Amnesty policy is taken into account. It is important to note that the University policy ONLY relates to the Drug and Alcohol Policy.
• In addition, if non-UK personnel, such as Lexington Police department, are called to the scene the Amnesty Policy does not protect from legal action.
Amnesty: Organizational Example
• Zeta Alpha Zeta is hosting a registered event with alcohol at Keeneland. Jane Doe a 19 year old sophomore is found in the bathroom of the venue passed out. The event monitor calls for an ambulance and Jane is taken to the hospital.
Amnesty: Organizational Explanation
• Because of the amnesty policy, Zeta Alpha Zeta would not have any conduct investigations as they proactively sought help for their member
• Jane Doe will have a conduct case as the UK process is educational and is there to support students.
• It is important to note that the University policy ONLY relates to the Drug and Alcohol Policy.
• In addition, if non-UK personnel, such as Lexington Police department, are called to the scene the Amnesty Policy does not protect from legal action.
Quiz Time!
Quiz Time
• Thank you for taking the time to complete this training• To be verified as a Event Monitor, you must successfully complete the
quiz with a score of 80% (16/20 questions). • Your quiz will be graded within 1 business day of completion, and you
will receive an BBNvolved notification tell you if you are approved or if you need to retake the quiz.
