| Topic: | University Grounds and Physical Facilities |
|---|---|
| Approval Authority: | President and Vice-Chancellor |
| Approval Date: | March 11, 2020; Revised April 24, 2024 |
| Effective Date: | March 11, 2020 |
1. Purpose
This Policy establishes rules and authority for hosting special events and appearances of high-profile guests in a manner that appropriately honors special guests and protects the University community and the institution
2. Scope, Application & Authority
2.1 This Policy is enacted by the President of York University under the authority of subsection 13 (2) b) of the York University Act (1965).
2.2 This Policy applies to University Community members arranging special events or appearances of high-profile guests on or off campus.
3. Definitions
Campus: all facilities operated and controlled by York University in the Province of Ontario, including buildings, instructional spaces, and University-operated undergraduate student residences. Spaces not operated or controlled by York, including spaces on York’s campuses under the control of a third party, are excluded from this definition of Campus.
High-profile Guests include public figures and dignitaries, such as municipal, provincial, or federal government representatives, members of Royal Families, foreign Heads of State, diplomatic staff, and other international delegates, celebrities, and/or public figures who attract media attention and/or raise security concerns.
Special Events: social occasions, conferences, receptions, dinners, ceremonies, and/or activities that have the potential to enhance the University identity, foster and develop relationships with the external community to raise the University’s public profile, and have the potential to attract significant media attention.
University Community members: current student, staff, or faculty members, including employees on short- or long-term disability, current members of the Board of Governors, any retired faculty, and staff members and former Chairs of the Board of Governors, University Presidents, and Chancellors.
Visiting Dignitary: a person with a high rank or office, who is recognized as having precedence and who is visiting a campus.
Visits to the University include visits to any of York University’s campuses or to any event sponsored or staged by York University or any of its faculties, departments, research units, colleges, leased spaces, or operating units. A visit includes a public appearance, speaking engagement, conference participation, performance, or simply confirmed attendance at an event.
4. Policy
Special Events
4.1 When hosting special events or inviting high-profile guests, community members must inform the Office of Institutional Events (OIE) prior to planning their event and issuing an invitation to a high-profile guest, according to the procedures pursuant to this Policy.
4.2 The Advancement Events team in the Division of Advancement will liaise with the Office of Institutional Events when organizing special events and/or appearances by high-profile guests.
4.3 Community members hosting government officials as high-profile guests must follow the Protocol for Contacting Government Officials, in addition to informing OIE, in order to ensure the University is compliant with the Federal and Provincial lobbying legislation, ensure that appropriate supports are in place, maintain professional working relationships with public officials and to coordinate the University’s outreach.
4.4 External organizers of conferences, special events, and meetings on any York University campus are to organize their events through Conference Services which will advise OIE of any special guests.
4.5 Community members organizing internally sponsored events should contact the Office of Temporary Use of University Space to discuss booking space, eligibility, service requirements, risk mitigation, and potential cost recovery.
4.6 Requests to host special events and/or appearances of high-profile guests may be denied by the Dean, Principal, AVP, VP or the Vice-Provost, Students or the President as applicable, in accordance with the University’s Statement of Policy on Free Speech and applicable Universities policies and procedures.
4.7 Once events have been approved, any on-campus postering and signage must be conducted according to the University’s Policy on Posters. Any use of York University’s brand/logo/imagery must comply with the University’s Brand Stewardship Policy.
5. Roles & Responsibilities
5.1 Members of the York community are responsible for:
- informing OIE of plans to host special events and/or appearances of high-profile guests according to the procedures established pursuant to this Policy;
- contacting the Office of Temporary Use of University Space when planning internally-sponsored events;
- following the Protocol for Contacting Government Officials when hosting government officials as high-profile guests.
5.2 The President is responsible for:
- the implementation of this Policy, and establishing procedures and guidelines pursuant hereto from time-to-time regarding special events and visits of high-profile guests, and any other matters set out in this Policy.
5.3 University Officers (Dean, Principal, AVP, VP, and President) are responsible for:
- reviewing and making a determination whether to approve requests to host special guests on campus in accordance with the University’s Statement of Policy on Free Speech and all applicable University policies and procedures and in consideration of any risk to the university’s reputation in hosting the event.
5.4 The Office of Institutional Events will be responsible for:
- working closely with the Office of the President and all campus partners to provide professional advice related to event planning and protocol for special events and appearances of high-profile guests.
5.5 The Office of Temporary Use of University Space will be responsible for:
- providing advice to community members regarding booking space, eligibility, service requirements, risk mitigation, and potential cost recovery.
5.6 Conference Services will be responsible for
- providing advice and support to community members hosting events on campus.
- informing the Office of Institutional Events of any special guests associated with externally organized events.
6. Review
To be reviewed by the President every three years.
7. Procedures
Special Events
7.1 OIE provides a central resource and expertise for anyone charged with the responsibility of inviting a high-profile guest and/or organizing a special event at the University and will advise and provide direction to organizing units to ensure that special events bring about desired results with a positive institutional impact.
7.2 Establishing a singular conduit of communications with a high-profile guest (and/or their office) will foster a positive working relationship thereby enhancing York’s reputation.
7.3 The procedures to invite a high-profile guest and/or organize a special event are as follows:
a. A faculty member shall consult their department chair and/or Dean about an opportunity to invite a high-profile guest to visit the University.
b. A non-academic employee shall consult their Director, Assistant/Associate Vice-President, or Vice-President.
c. A student association or council shall consult the Student Success Centre, or the Office of the Assistant Principal, Student Services at the Glendon campus.
d. A college student council shall first consult the College Head before proceeding to the Student Success Centre, or the Assistant Principal, Student Services at Glendon.
7.4 As applicable, University Officers (Dean, Principal, AVP, VP, and President) will review and make a determination whether to approve requests to host special guests on campus in accordance with the University’s Statement of Policy on Free Speech and all applicable Universities policies and procedures and in consideration of any risk to the university’s reputation in hosting the event.
7.4 As applicable, the Dean, Principal, AVP, VP, Vice-Provost, Students, or the President, shall ensure that their approval of the request along with the requisite information is directed to OIE via the convenor of the event.
7.5 Convenors of on-or-off campus events with high-profile guests (regardless if the event is a York University event or organized by an outside organization) are to communicate their event specifics to OIE in advance of issuing their invitations. This information can be shared via the following portal: https://uecr.apps01.yorku.ca/machform3/view.php?id=318395
7.6 This allows OIE to compile a registry of events while offering event logistical support, institutional knowledge, guidance, and protocol advice. This advice is based on established guidelines with the Office of Protocol of Canada, Ontario’s Office of International Relations and Protocol, and the recognized Table of Precedence of Canada.
7.7 Convenors of special events that involve a high-profile guest are requested to consult OIE prior to the high-profile guest being formally invited and before public announcements or advertising are undertaken. This procedure allows for:
a. Better co-ordination of invitations to avoid duplicates being issued to the same person from multiple offices;
b. Avoiding conflicts in the University events calendar;
c. Ensuring that protocol issues are addressed, and the possible inclusion of York International;
d. Consultation with the Office of the President on the President’s availability if required;
e. Invitations issued by the President to a high-profile guest on behalf of the event organizers, to signal the University’s support for their participation.
7.8 OIE will review the event information and will provide direction in regards to University protocol and special event planning (i.e. risk assessment, space reservation, security arrangements, invitations, hosting, publicity, media relations) and will engage, or provide contact information for, campus offices who have expertise in each particular area.
7.9 OIE shall consider and provide advice on various elements for the event including, but not limited to:
a. The availability and involvement of the Chancellor, President, or other senior University designate(s) to attend, participate or host;
b. How, when, and from whom the invitation is extended;
c. Whether the visit is of such significance that it needs to receive PVP approval and be managed as an institutional event;
d. Flag protocol, official gifts, signing the official University guestbook, seating, speaking order, and various forms of address for dignitaries, if required;
e. Reputational impact of the event;
f. When to work with the Division of Advancement for donor, alumni, and convocation related events.
g. When to work with Communications & Public Affairs for external events that include media and/or require branded assets/content/and related approvals.
| Legislative History: | Reviewed by Senior Administration; Effective March 11, 2020; Revised and revised by Senior Administration April 24 2024 |
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| Date of Next Review: | March 2025 |
| Related Policies, Procedures and Guidelines: |
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