{"id":1129,"date":"2023-11-07T16:12:38","date_gmt":"2023-11-07T16:12:38","guid":{"rendered":"https:\/\/www.citadel.edu\/ipc\/?page_id=1129"},"modified":"2025-10-31T17:47:37","modified_gmt":"2025-10-31T17:47:37","slug":"internal-scenarios","status":"publish","type":"page","link":"https:\/\/www.citadel.edu\/ipc\/internal-events\/internal-scenarios\/","title":{"rendered":"Internal Scenarios"},"content":{"rendered":"\n

Which scenarios apply to your internal event?<\/h2>\n\n\n\n
\n
Alcohol will be served<\/strong><\/summary>
\n

Step 1<\/strong> – Check \u201calcohol will be served\u201d box on the\u00a0IPC Form<\/a> and complete the Events with Alcohol Form (to be sent via DocuSign). If you do not receive this form, contact Mary Jans at mjans@citadel.edu<\/a> or (843) 953-5024.<\/p>\n\n\n\n

Step 2 <\/strong>– All forms must be approved by both the Chief of Staff and Public Safety. <\/p>\n\n\n\n

Step 3<\/strong> – Security is required at all internal events with bar services. Contact Public Safety<\/a> to schedule an off-duty Citadel police officer(s) to work your event. The cost for security will be paid through an Interdepartmental Transfer at the expense of the internal group. <\/p>\n\n\n\n

Step 4 <\/strong>– To order bar services, visit the Internal Services<\/a> page!<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Food truck(s) will be present<\/strong><\/summary>
\n

Step 1<\/strong> – Email Auxiliary Services<\/a> at auxiliary@citadel.edu<\/a> for approval to bring a food truck(s) to campus. <\/p>\n\n\n\n

Step 2 <\/strong>– Upon approval, complete a Mobile Food Vehicle Inspection Checklist<\/a> and send to Jesse Soares, Fire Marshal, at jsoares1@citadel.edu<\/a>.<\/p>\n\n\n\n

Step 3 <\/strong>– Schedule an inspection with Jesse no later than 48 hours in advance of the food truck(s) arrival.<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Minors will attend without their parents<\/strong><\/summary>
\n

Step 1<\/strong> – Complete a Protection of Minors Packet<\/a>. Start this process early because it can take over a month to compile all necessary documentation.<\/p>\n\n\n\n

Step 2<\/strong> – Send the completed packet to child.protection@citadel.edu<\/a> at least 2 weeks prior to your internal event. <\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Revenue (i.e. registration fees) will be collected<\/strong><\/summary>
\n

Step 1<\/strong> – COMING SOON!<\/p>\n\n\n\n

Step 2 <\/strong>– Upon approval, collaborate with Auxiliary Services<\/a> to create a TransAct eMarketplace to collect registration fees.<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Media coverage is desired at discretion of OCM<\/strong><\/summary>
\n

Step 1<\/strong> – Email Communications & Marketing<\/a> at ocm@citadel.edu<\/a> for approval to bring media (i.e. reporters, photographers, film crews) to campus.<\/p>\n\n\n\n

Step 2<\/strong> – Upon approval, media members must be escorted by OCM staff at all times. For further information about media, visit the For The Media<\/a> page!<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Campus department is sponsoring a non-Citadel organization<\/strong><\/summary>
\n

Step 1 <\/strong>– Complete a Sponsoring Organization Event Request Form<\/a>.<\/p>\n\n\n\n

Step 2 <\/strong>– All sponsored events must be approved by either a Vice President or Dean.<\/p>\n\n\n\n

Step 3<\/strong> – Contact the appropriate Contracting Authority<\/a> (see below) to generate a rental contract for the non-Citadel organization to sign.<\/p>\n\n\n\n

<\/p>\n\n\n\n

Standard Form Agreements<\/strong><\/td>Contracting Authority<\/strong><\/td><\/tr>
– Event management contracts for events on 91ÁÔÆæ campus 
– Citadel Beach House event contracts
– Citadel camps and clinic contracts <\/td>		AVP for Auxiliary Services<\/td><\/tr>
– Summerall Chapel wedding and ceremony contracts<\/td>Chaplain<\/td><\/tr>
– Contracts for use of athletic venues<\/td>Director of Athletics<\/td><\/tr><\/tbody><\/table><\/figure>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n
\n
Products (i.e. t-shirts, books) will be sold on campus<\/strong><\/summary>
\n

Step 1<\/strong> – Submit an EMS Reservation<\/a> to reserve space for sales and solicitation. A confirmed request is required.<\/p>\n\n\n\n

Step 2<\/strong> – Submit a Sales and Solicitation Form<\/a> to Auxiliary Services<\/a> for approval to sell products on campus. <\/p>\n\n\n\n

Step 3<\/strong> – Upon approval, collaborate with Auxiliary Services<\/a> to create a TransAct eMarketplace to collect payment for products.<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Large-scale event exceeding 500 attendees<\/strong><\/summary>
\n

Step 1 <\/strong>– Complete an Outdoor Assembly Event Permit<\/a> and send to Jesse Soares, Fire Marshal, at jsoares1@citadel.edu<\/a>.<\/p>\n\n\n\n

Step 2 <\/strong>– Large-scale events also require on-call technicians (i.e. plumbers, electricians) and police officers. Schedule additional personnel with Facilities & Engineering<\/a> and Public Safety<\/a> respectively.<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Tent(s) larger than 400 square feet<\/strong><\/summary>
\n

Step 1<\/strong> – Complete a Tent Membrane Structure Permit<\/a> and send to Jesse Soares, Fire Marshal, at jsoares1@citadel.edu<\/a>. <\/p>\n\n\n\n

Step 2 <\/strong>– Schedule an inspection with Jesse no later than 48 hours in advance of the tent and\/or bounce house installation.<\/p>\n<\/div><\/details><\/div>\n<\/div>\n\n\n\n

\n
Event is of public interest<\/strong><\/summary>
\n

Step 1<\/strong> – Send information about your upcoming internal event to Chelsea Harper, Communications Specialist, at charper3@citadel.edu<\/a>. Helpful details include event name, location, date, brief description, etc.<\/p>\n\n\n\n

Step 2 <\/strong>– The Media Relations team will post an article about your event (if it’s the right fit) to Upcoming News<\/a> – a platform geared towards events open to the public and media.<\/p>\n<\/div><\/details><\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"

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