The Radford University student experience is strengthened through relationships among students, faculty, and staff, and affirmed by active community building by student organizations, departments and university programs. We always strive to balance community building with community safety.
Clubs and organizations are encouraged to continue to refer to the Club Handbook and consult with the Club Hub staff to support their efforts. Departments and university programs are welcome to reach out to their leadership, the Student Involvement department, and/or the Associate Vice President for Student Life.
Please consult the RUInvolved Guide [PDF] to trouble-shoot organization application, event posting and attendance tracking.
The Club Hub is located in room 226 of "The Bonnie" Hurlburt Student Center. When class is in session, hours are Mon-Fri 8 a.m. to 6 p.m. You may reach the Club Hub staff by email at involve@radford.edu
Club Hub
“The Bonnie” Hurlburt Student Center Room 226
Monday - Friday 8 a.m. to 6 p.m.
involve@radford.edu
Student Involvement main office
“The Bonnie” Hurlburt Student Center Room 226
involve@radford.edu
540-831-5332
Scheduling Office
Heth Hall Room 103
scheduling@radford.edu
540-831-7000
Space Event Request Form
1. When welcoming groups, consider a land acknowledgment. Here's an example: "We acknowledge the Tutelo and Monacan people, who are the traditional custodians of the land on which we work and live, and recognize their continuing connection to the land, water and air that Radford University occupies. We pay respect to the Tutelo and Monacan Nations, and to their elders past, present and emerging."
2. If you are taking photographs, do you have folks permission? Is there a way to opt-out of photography or social media posts?
3. Nametags. Consider giving folks ways to indicate their comfort with others approaching them. Our professions tends to favor extroverts in large group design. This can help.
Optional Name tag Instructions:
A. Write the name you wish to be called in the upper center.
B. Share your gender pronouns just below your name. Not assuming others’ pronouns in a way to be inclusive of trans, non-binary, and gender non-conforming people.
C. Add a blue dot if you would prefer to avoid being photographed. While we will do our best to honor this, there may be times in large group settings that it will not be possible.
D. Add a green, yellow, or red dot to indicate your color communication.
a. GREEN – The person is actively seeking communication; they may have trouble initiating conversations, but want to be approached by people interested in talking.
b. YELLOW – The person only wants to talk to people they recognize, not by strangers or people they only know from the internet. The person might approach strangers to talk, and that is okay; the approached person is welcome to talk back if that is the case.
c. RED – The person does not want to talk to anyone, or only wants to talk to a few people. Please do not approach someone with a red sticker.
4. Announce the location of restrooms and say that participants can use the restroom as needed throughout the event.
5. If you have a large, hectic event going on, have you set a space aside that is quiet and less bright for folks who may need to recharge in order to fully engage? You could call it a recharge room or quiet space or... get creative.
6. Lots of folks try to be inclusive in serving food by having different options to accommodate myriad diet and nutritional needs. That's terrific. You should also consider labeling food, and this includes ingredients. Most caterers will comply with this if you ask!
7. Scent-free environments. It's not a University policy but is super helpful to accommodate those university community members who may have respiratory problems or suffer allergic reactions to strongly scented products, such as perfume, lotion, hairspray, deodorant, and other personal care products.
8. If you have a large event, you may want to consider having an ASL interpreter there. Our colleagues in CAS can definitely help with a resource list.
9. Is the event free (at least to students). Not every Radford student has extra funds to get involved in our awesome opportunities. If you're able, make it free or low-cost. And offer scholarships or funding sponsorship.
10. If you have directional signage or advertising, consider choosing a sans serif font. Serif fonts (especially when electronic) make it less difficult for folks with dyslexia.
11. Will you have a PowerPoint? Don't use a font smaller than 22. And, if possible, bring a few print copies (including large print). And, if you're super-prepared, have it available digitally so that someone could access it from their own device. In addition, provide alternate text for all images and offer to provide an electronic copy of the slides after the event. Avoid copying and pasting images that might be difficult to read. Provide color-coded information in another way, such as provided the information using text, shapes, etc. One helpful reference: http://accessibility.psu.edu/microsoftoffice/powerpoint/.
12. If showing videos, turn closed captioning on.
13. When you introduce yourself to a group, try offering your pronouns. It can be a signal to others that you are aware and making space for everyone to be themselves. I usually hesitate to ask everyone to share their pronouns as it could create discomfort, so modeling is a good option.
14. Can people get in and out of your space? Can they move around? If you have lots of 8-person tables, consider removing one chair from some of the tables so that a person who uses a wheelchair or other mobility device has one less barrier to participation.
15. If there is a microphone in a large room setting, use it. Asking, "Do I need this? You all can hear me, right?" might unintentionally force someone to disclose their invisible disability. And repeat questions asked from the audience if a second mic is unavailable.
16. Who gets airtime? And what identities do they hold? If you have an opportunity to consider multiple voices and experiences it can really help folks connect with the experience.
17. In what other ways could you give forethought to your attendees? Childcare? Non-fluorescent lighting? Parking needs? Bathroom access? Using 'partner' instead of 'spouse' and 'family' instead of 'parents', etc.
18. If you have catering or service staff, do you thank them publicly during the event? They are a very important and often unappreciated part of the team at your event.
19. Avoid gendering when it's unimportant. For example, if you have instructions for an activity instead of saying "participants should discuss with his or her partner" try "participants should discuss with their partner."
The plural pronoun “their” rather than “his or her” is a gender-neutral way of being inclusive of all people. There are many opinions about this shift in language use – see information below from the Oxford Dictionaries and Merriam-Webster, both of which present the case for using a plural pronoun to refer to a singular noun.
From the Oxford Dictionaries:
http://www.oxforddictionaries.com/words/he-or-she-versus-they
You can use the plural pronouns 'they', 'them', 'their' etc., despite the fact that,
technically, they are referring back to a singular noun:
If your child is thinking about a gap year, they can get good advice from this website.
A researcher has to be completely objective in their findings.
Some people object to the use of plural pronouns in this type of situation on the grounds that it's ungrammatical. In fact, the use of plural pronouns to refer back to a singular subject isn't new: it represents a revival of a practice dating from the 16th century. It's increasingly common in current English and is now widely accepted both in speech and in writing.
You can read more about the debate surrounding the use of 'he or she' versus 'they' on the Oxford Dictionaries blog.
From Merriam-Webster:
The Awkward Case of 'His or Her'
Singular 'their' might be a better choice (short video)
http://www.merriam-webster.com/video/the-awkward-case-of-his-or-her
From the Associated Press Stylebook: his, her
Do not presume maleness in constructing a sentence, but use the pronoun his when an indefinite antecedent may be male or female: A reporter tries to protect his sources. (Not his or her sources, but note the use of the word reporter rather than newsman.)
Frequently, however, the best choice is a slight revision of the sentence: Reporters try to protect their sources.
An interesting article from the Wall Street Journal:
http://www.wsj.com/articles/can-they-be-accepted-as-a-singular-pronoun-1428686651
20. When asking participants to RSVP, ask if they need any disability accommodations in the RSVP and provide contact information in case participants have questions about accommodations. Check out these additional sites for information on preparing for participants with disabilities
https://www.nccsdclearinghouse.org/inclusive-event-planning.html
http://ada.missouri.edu/events.php
21. Inclusive Pedagogy for Introverts & Participation:
A. Stay attuned to the quieter students.
It is easy to overlook quiet students or assume that they are bored or have nothing to say. But there are other signs of engagement that go beyond class participation. Do the quiet students listen attentively in class? Do they look like they are thinking hard and have something to say? Do they hand in assignments on time, and is their written work thoughtful and insightful? These are just a few indications that your quiet student is introverted and struggling with class participation.
B. Speak with your introverted student privately and propose an alternative.
Once you have identified an introverted student, speak with them privately outside of class. Let them know that you have observed their difficulty speaking in class and suggest an alternative. Allowing the student to express their thoughts via email can be a highly effective solution; base their participation grade on these emails rather than class discussion.
C. Challenge the notion that introversion is a flaw that students need to change or overcome.
Remember that introverts have a lot to contribute and may be capable of deeper insight than many of the extroverts who dominate discussion. Many of the introverted students feel silenced to begin with it is up to you to give them the opportunity to express their opinions.
From Stop Using Participation Grades to Force Introverts to Speak in Class by Tara Malone https://introvertdear.com/news/introverts-speak-class/
Reduce paper and ink use.
Use recycled-content paper.
Reduce giveaways, promotional items and material incentives.
Reduce decorations.
Reduce or eliminate the use of disposable containers.
Reduce the amount of wasted food.
Reduce the amount of food sent to landfill.
Make sustainable food choices.
Increase recycling.
Reduce vehicle use.
Conserve energy.
Promote environmentally conscious behavior.
After hours facility usage-ongoing basis
Clubs/organizations wanting to remain in Hurlburt Student Center or Heth Hall after
regular building hours on an ongoing basis should submit a written request to the
office of the Department of Student Involvement stating the purpose for the after
hour facility usage.
The request should be submitted at the start of each semester. The request should include a list of club/organization executive members and their
titles, phone numbers, and email addresses.
Any club/organization member using the facility after regular hours must be accompanied
by one other person. At least one executive committee member must be present at all
times.
All club/organization members must have a valid RU I.D. with them at all times.
Clubs/organizations must stay in their designated work areas. Visiting restrooms and
vending areas are allowed.
Upon leaving the facility it will be the responsibility of the club/organization members
to secure their designated area; close windows, lights, equipment must be turned off
and doors locked.
The club/organization is responsible for securing the main entrance doors after exiting
the building.
After hours facility usage-one time request
Clubs/organizations with one time requests for after hours usage of the Hurlburt Student
Center or Heth Hall, should submit a written request to the Department of Student
Involvement, stating the purpose for the afterhours usage.
The request should be submitted 24 hours prior to the proposed after hours usage. The same rules and regulations apply for one time
requests as for ongoing requests.
Office space allocations for recognized student clubs and organizations will be assigned
on a semi-permanent basis by the Department of Student Involvement.
Preference will be given to the following organizations: SGA, R-SPaCE, Fraternity
and Sorority Life, Executive Councils and Highlander Student Media Organizations.
Other recognized clubs and organizations may request office space in the student center
on a limited, temporary basis. The request should be in writing to the Department
of Student Involvement to determine if space will be allocated on the basis of necessity
and availability.
Service auctions include, but are not limited to, those program formats that allow bidding on individuals, groups, items, or services. These events are most often held as fundraisers for philanthropic good. As a program format, service auctions may unintentionally support exclusion of particular community members and/or support behavior that endangers others. This would be in direct violation of our Code of Ethics.
Some issues that might arise include:
Given the risks above, creativity should be used to consider alternate ideas to a service or date auction format. In order to support safety and inclusion for those who decide to use a service auction for philanthropic efforts, students and organizations should adhere to these guidelines.
Banners may be posted in the Bonnie Hurlburt Student Center dining area at the following locations:
In front of the screen on the stage
Banner must be taped to the front of the screen and tape residue must be removed after
use.
The small wall section above the entrance into the dining area
The banner size is limited to 2’x6’ in this area.
Use of the broadcast system is open to all recognized student organizations and University departments.
Advertisements and announcements on the broadcast system shall be limited to the following:
Announcements can be submitted on a Channel 14.1 Broadcast Announcement request form. The forms can be obtained through the University Scheduling Office.
All announcements must be received by the University Scheduling Office at least one week (5 business days) before they are scheduled to run.
Announcements for off-campus events, weekly meetings, table events and individual organization rush/interest meetings do not qualify for broadcast announcements.
The University Scheduling Office Manager has the right to limit any announcement requested to run for long periods of time to no more than ten consecutive days. Any announcement that has appeared on the system for more than ten consecutive days may be removed without notification.
Content must not make references to the consumption of alcohol and must not promote discrimination based on race, religion, age, national origin, disability, veteran status, political affiliation, sexual orientation, or sex. If the content of the announcement is rejected, the sponsoring organization will be notified.
The University Scheduling Office Manager reserves the right to edit announcements on the basis of style and length. Unless a specific background is specified on the request, the choice of artwork shall be at the discretion of the University Scheduling Office staff.
Please notify the University Scheduling Office of any room/space reservation cancellation, as soon as possible. A minimum of 48 hours is required for cancellation notices. Failure to comply could result in loss of reservation privileges.
Candles are not permitted in campus facilities; this includes both burning and non-burning candles. Battery operated candles are permitted. For more information, call the University Scheduling Office at (540) 831-7000 or the Fire Safety Office at 540-831-7792.
Equipment (i.e. furniture, electronic equipment)
Equipment reservations should be made when reserving space. Equipment must remain in designated meeting/office and lounge space. Equipment will not be loaned for use outside the department or at other campus facilities. Equipment care is the responsibility of the reserving party. Damaged equipment may be assessed to the reserving party. Equipment for use outside the Department of Student Involvement facilities may be reserved through facilities management for a fee, 540-831-7800.
No amplified sound is allowed earlier than 5 p.m., during outdoor events, without prior approval from the Department of Student Involvement.
Heth Halls Rooms | Rental Rate |
Room 014 | $150 |
Room 016 | $75 |
Room 018 | $55 |
Room 019 | $55 |
Room 022 | $75 |
Room 023 (break room) | $55 |
Room 025 (lounge area) | $55 |
Room 028 (lobby) | $55 |
Room 043 | $150 |
Room 044 | $55 |
Room 045 | $55 |
Room 103 | $55 |
Room 220 | $55 |
Room 239 | $55 |
Room 243 | $55 |
Hurlburt Student Center Rooms | Rental Rate |
Auditorium | $400 |
Combo room (248, 249, and 250) | $165 |
Room 248 | $55 |
Room 249 | $55 |
Room 250 | $55 |
Conference room 210 | $55 |
Conference room 229 | $55 |
Game room (bowling area or game room only) | $75 |
Game room (bowling and billiards) | $125 |
Dining area stage | $70 |
Lobby (per table space) | $55 |
Plaza (per table space) | $55 |
Preston Hall Room | Rental Rate |
Bondurant Auditorium | $1200 |
The rental rate does not include the removal or cleaning of unnecessary debris and/or
repairing damages.
The following rates will be billed separately or as needed:
Radford University Dining Services is the exclusive caterer for Radford University. Dining services reserves the right to decline any food service requests. Requests for waivers to use off campus food vendors may be made to Radford University Dining Services. Food purchases under $150 are not subject to a waiver. Room set-ups should reflect catering needs when reserving space. It is the responsibility of the club or organization to make arrangements with Radford University Dining Services. For more information call Dining Services at 540-831-5477.
Members of the university community must carry and display or leave, upon request,
a valid Radford University identification card while on the premises of facilities
managed by the Department of Student Involvement.
Non university, affiliated persons, utilizing the Department of Student Involvement
facilities, must present, upon request, some type of valid, photo identification.
Failure to comply with this regulation could result in immediate removal from the
facility.
Inclement weather policy/reservations
All events scheduled in the Department of Student Involvement facilities will be considered “cancelled” when the university closes due to inclement weather. It is the responsibility of the sponsoring organization, to contact the University Scheduling office, if an event scheduled during an inclement weather university closing is not cancelled.
Key check-out for organizational offices/Hurlburt Student Center
The student requesting the key must provide the Hurlburt information office desk attendant with a valid photo I.D. The student must be identified as, “eligible”, through an official organization roster. The student photo I.D. will be retrieved by the desk attendant, and a key will be issued. The photo I.D. will be returned upon key return. Costs associated with the loss or damage of a key, may be assessed to an individual or an organization.
Laptop checkout is available through the Center for Diversity and Inclusion. Please visit the office of Center for Diversity and Inclusion in Heth Hall 157 or contact the office for more details diverse@radford.edu.
The Department of Student Involvement is not responsible for ANY damage, loss or theft. This includes, but is not limited to, personal items, vendor sale items, or display items.
The all campus lost and found service is located at the information office in the Hurlburt Student Center. To claim an item, the owner must provide picture identification and a description of the item. Lost items will remain secure with the service until the end of the semester in which the lost item was registered. Summer session items will remain secure with the service until the end of Summer Session III.
1. A major event can be sponsored by any Radford University registered club/organization that is in good standing with the university or a university department.
2. Major events may be determined by; but are not limited to:
3. Determination of and final approval of any major event sponsored by a student club or organization/department rests with the Department of Student Involvement administration.
4. A sponsoring student club or organization/department must contact the University Scheduling Office Manager; not less than four weeks in advance of the anticipated major event. The University Scheduling Office Manager will review a checklist of items associated with sponsorship of an event. The University Scheduling Office Manager will provide direction and guidance to the student club or organization/department as it relates to meeting those requirements.
5. The following guidelines apply to all university facilities that are available to host major events. Including, but not limited to, Hurlburt Student Center, Heth Hall, Student Recreation and Wellness, Muse Banquet Room, Peters Gym and Ken Bondurant Auditorium. If facility specific regulations are associated with the aforementioned spaces; those regulations will not supersede guidelines but should be considered additions to guidelines.
6. The number of participants who can attend a major event will be determined by the safe occupancy maximum for the venue and related security/safety concerns. Event sponsors must adhere to posted occupancy maximums.
7. A major event will conclude no later than 1:30am without prior approval from the appropriate university designee; extensions will not be considered in some university venues.
8. An estimated attendance for the event must be determined by the student club or organization/department. The estimation should be relayed to the University Scheduling Office Manager when scheduling the major event.
9. The student club or organization/department’s staff/faculty advisor or a professional staff member must be present for the event in its entirety. The event will be terminated if the advisor or professional staff member is not present, all charges associated with the event will be charged to the sponsoring student club or organization/department.
10. Radford University Police, in conjunction with the Department of Student Involvement, will determine, (on an event basis), the number of personnel and type of security measures, (including metal detection, pat downs etc.), necessary to insure safety at a major activity. If additional security measures are required, the University Scheduling Office will notify the club/organization or department prior to the major event as to the security requirements.
11. Radford University Police, in conjunction with the Department of Student Involvement, reserve the right to conclude any major event if deemed appropriate due to safety concerns; or is in the best interest of Radford University and event participants.
12. The cost for Radford University police (RUPD) to provide security at a student club or organization major event will be incurred by the Student Finance Council. The cost for private security will be the responsibility of the student club or organization. Departments are responsible for the funding of both RU Police and private security
13. At the conclusion of the event, the student club or organization/department will be responsible for clearing the venue with assistance from Radford University Police and facility staff.
14. Student club or organization/department members will be required to wear identification, approved by the Department of Student Involvement, that identifies them as the event sponsor.
15. Student club or organization/department will be charged overtime for labor when the major events surpasses the scheduled venue hours without prior approval for the extension.
16. Alcohol is not permitted, in any form, at major activities where students are in attendance.
17. Radford University posting policies should be adhered when advertising a major activity.
18. Violations of these guidelines could result in the loss of university privileges or university disciplinary action.
19. The Department of Student Involvement designee reserves the right to make exceptions to all or any part of the above guidelines.
Club, organization and department events that are open to the university community and reserved through the University Scheduling Office will be included in the student activities calendar of events. Contact the University Scheduling Office at 540-831-7000.
It is against federal law and university policies for organizations to show any kind of movie or documentary without following proper licensing procedures.
The Copyright Act requires performance rights under three conditions (see below). The act allows for the performance or display of video or film in a classroom where instruction takes place in classroom with enrolled students physically present and the film is related to the curricular goals of the course. Once it is an open event, it requires the programmer to purchase rights.
YES - you need public performance rights:
NO - you do not need public performance rights:
Please contact the University Scheduling Office for reservation guidelines and procedures. scheduling@radford.edu or call 540-831-7000.
Or you may visit the University Scheduling Office webpage.
Radford University Police Officers will be required to provide security at specific events. Metal detection will be required at specific events. Private security will be required when the use of metal detection is necessary. The Student Finance Council will cover security costs for Radford University Police. The event sponsor is responsible for any fees associated with the cost of private security. The Club Programming Committee can approve funding for private security when appropriate.
Guidelines for social events and functions
Department of Student Involvement facilities; (Bonnie Hurlburt Student Center, Heth Hall and Ken Bondurant Auditorium in Preston Hall) are smoke free facilities.
Smoking is to include any type of lighted or heated tobacco product as well as smoking substances that are not tobacco. This includes hookahs, vaporizers, and electronic smoking devices or instruments.
Smoking is permitted 25 feet from facilities.
Sound amplification will be allowed:
Monday-Thursday
5 to 8 p.m.
Sunday
9 a.m. to 8 p.m.
Saturday
9 a.m. to midnight
Friday
5 p.m. to midnight
The university reserves the right to specify where and when such amplification equipment may be used and the appropriate level of amplification.
Sound amplification may be used for President and Vice President sponsored events; and campus wide or major events authorized by senior administration. (i.e. Veterans Day program on Hurlburt Student Center plaza, RU Ready Bash, Move-in Weekend, Relay for Life). Other exceptions may be made on a limited basis.
Any event sponsor utilizing sound amplification must adhere to university noise guidelines/policies.
University noise guidelines and policies
Residential Life
Standards of conduct Honor Pledge
Policy SA-ST-1300 Disruptive conduct/Interference
Table reservations, Hurlburt Student Center plaza and lobby
Non-university affiliated, table space reservations
University affiliated, table space reservations
Table reservations, Heth Hall Plaza
Non-university affiliated, table space reservations
University affiliated, table space reservations
All campus vending machines are owned, stocked, and operated by third party vendors. Contact for any malfunction or monies lost are posted on the machines. Department of Student Involvement will not be held liable for any lost monies related to vending machines.
Any and all music played at an event or social function is subject to licensing requirements. Radford University has subscribed to Pandora’s Cloud Cover Media service. Student Involvement can play music for your events using only this service. Other music services are not allowed (examples: Spotify, YouTube Music, Apple Music, etc.)
Karaoke events require a licensed DJ. The DJ must have the appropriate Public Performance License to ensure all copyright laws are adhered to. The three performance rights organizations are: American Society of Composers, Authors, and Publishers (ASCAP); Broadcast Music, Inc. (BMI); Society of European Stage Authors and Composers (SESAC). The Department of Student Involvement can make recommendations for approved DJs for your event.