Programming Information

Honorariums

Sometimes the term "honorarium" is used when compensating a speaker or performer. With GVSU student organization events, an honorarium is considered a small gift or token of appreciation to a non-member (not a student) who has provided a service to the group (speech, performance, workshop facilitation, etc.). GVSU student organization honoraria are NOT monetary. Any monetary compensation (including gas mileage) should be included in a Professional Services Contract.
An honorarium gift could include:

  • Gift certificate ($25 or less) to the University Bookstore, retail store, restaurant, or gas card
  • University shirt or other printed item (coffee mug, pen set, etc.)
    Consult with your campus advisor or the Office of Student Life for other honorarium ideas.

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Laker Late Night & Hot Spot

All activities will take place from 9:00 p.m. to 2:00 a.m. Friday or Saturday in the Kirkhof Center. Only registered student organizations are eligible to participate. Student organizations must cancel three weeks out. If a cancellation happens, a request must be made in writing and presented to the Laker Late Night Committee. If a cancellation occurs within three weeks out of the event, the student organization forfeits its right to host the "Hot Spot" and to participate in any Laker Late Night events for the rest of the semester. All dances that occur during Laker Late Night will adhere to the GVSU Student Organization Dance & Music Concert Event Policy. A copy of the policy can be picked up at the Office of Student Life & Event Services. All dances must be canceled three weeks out. If a dance is canceled less than three weeks out, the organization will be billed $250.00 for Campus Police services. If a second cancellation occurs, the organization will be billed for Campus Police services and a loss of privilege for dances for a semester. Back To Top

Movies & TV shows

Video Tapes and DVDs that are available for purchase, rented from many commercial establishments, or checked out of the library are for home viewing purposes only. This means they can only be viewed in your private living spaces. For campus purposes, that means your residence hall room/suite. (For home purposes, it means anywhere in your private residence). Same rules apply for movies/television shows that are video taped at home on VCR's.

Therefore anytime a group shows a movie in any context, the group must purchase the public viewing rights* (copyright) for that particular showing. Copyright purchase for film currently runs in the range of $300-$600 per showing for popular titles from major movie distributors. Independent films could cost less but must be negotiated with the holder of the copyright for those particular films. Grand Valley State University works with several distributors on a regular basis to deliver the film programming that we view in the Kirkhof Center and as a part of specific faculty programs.

There is an exception to the public performance fees for colleges and universities. This exception is only in the case of face-to-face classroom instruction ** by a faculty member. The faculty member may show the film/movie outside the normal class period (at night for example), however, it is only for those students who are registered for the class.

Contact the Office of Student Life (331-2345) for more information on this policy.

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Probate Shows

A public performance, dance, or display by members of an organization to introduce themselves to the larger community. Usually takes place after members’ intake or new member orientation period to signify their initiation. Many organizations utilize probate shows to present new members to the campus community. The Office of Student Life has established the following guidelines to ensure the success of this type of program:

  • All organizations that have selective membership must complete the Selective Membership Form on OrgSync. Please note that fraternities and sororities must follow guidelines established in the Greek Manual.
  • Probate shows must be hosted on campus in a location reserved with Event Services.
  • Probate Shows must conclude no later than 11:30 pm.
  • All organizations hosting probate shows must submit approval from their respective national office.
  • A faculty/staff advisor must be present at the show.
  • All shows must respect the new members, members, alumni, other organizations, and the university.
  • No hazing prior to, during, or after the show is permitted. Hazing is not permitted AT ANY TIME by the university or the State of Michigan.

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Scavenger Hunts

Student Organizations are permitted to host scavenger hunts on campus. To protect the integrity of the learning process as well as the safety of members please following the following guidelines:

  1. Scavenger hunts should not be an activity for "new members" only, but an interactive time for all members.
  2. No academic space can be used during a scavenger hunt.
  3. Scavenger hunts should be limited to a specific area of campus.
  4. No travel via car, van, bus, etc. is permitted.
  5. All activities should end by dark or at 10:00pm at the latest.
  6. Do not disrupt any other activities on campus.
  7. Residential areas are off limits.

Please contact the Office of Student LIfe with any questions.

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Working with Agents/Campus Performers

If a student organization solicits the services of an agency, vendor, speaker, or entertainer and a contract is required for confirmation, any and all negotiations must be handled by a professional staff member in the Office of Student Life. Students may not make offers or sign contracts on behalf of the University.

Professional Services Contracts for on-campus events must be signed by a professional staff member in the Office of Student Life. The contract will be between the vendor/performer and the University on behalf of the RSO. The RSO must prove the financial and other means to honor the contract before it will be signed. Students will be held personally liable for any contracts they personally request or sign without authorization from the University. A misconduct review hearing may be requested for any RSO engaging in unauthorized contracts.

Agent Do's Agent Don'ts
Represent GVSU in a positive manner. Ask for date availability. Give the venue size. Talk about block booking. Ask about the "going rate." Check travel plans. Call for riders. Request publicity. Leave advisor's/ OSL contact name as contact. Inform your advisors and/or OSL contact that you have contacted an agent. Keep a log of calls (date, time, notes). Share conversations with your group. Have fun! Do not make an offer. Do not ask for a contract. Do not tell the agent your budget amount. Do not provide personal contact information to the agent. Instead, provide your SOC telephone number or email address. Do not be scared. Agents are our partners in putting on great events on campus. Do not lose sight that the agent is doing his/her job. Do not be afraid to tell the agent no. If the act or the details are not fitting into your vision, politely decline.

Contracting Do's Contracting Don'ts
Do talk to agents and return phone calls. Do pursue talent. Do ask lots of questions. Do your research. Do ask where else the performer has been. Do ask for a contact name and number. Do ask for availability. Do have several dates in mind (your first choice may not be available). Do ask price and what that includes. Do make it clear than an authorized GVSU representative must make an offer. Do keep your advisor informed. Do not make an offer. Do not ask for a contract. Do not tell the agent your budget amount. Do not agree to anything that is considered "unreasonable" in what the university should provide.

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