Alcohol service at University events requires documented approval by a designated Responsible Official through the Alcohol Service Application process before the event, and full compliance with all University requirements.

---

Requirements and Restrictions

All events with alcohol must comply with University requirements, including:

• Alcohol service must be approved through the Alcohol Service Application process
• Alcohol may not be promoted or advertised as an event feature
• Alcohol service must be provided by a licensed vendor
• Only beer and wine may be served (exceptions are rare and require elevated approval)
• BYOB is not permitted
• “All-you-can-drink” pricing structures are not permitted
• Only individuals 21 years of age or older may consume alcohol (ID verification may be required)
• Food and non-alcoholic beverages must be available
• All applicable University policies and laws must be followed

---

Preferred Alcohol Service Vendors

The University recommends using the contracted AU Dining Services providers for alcohol service, as their required licensing and insurance documentation is already on file with the Office of Procurement and Contracts.  These vendors also have exclusive alcohol service permission for the following locations:

• Constitution Hall (Chartwells)
• Duber Hall (Chartwells)
• Mary Graydon Student Center (Chartwells)
• Tenley Campus – Washington College of Law (Sodexo)

---

Student Organizations

Student organizations must have alcohol service requests submitted through their Center for Student Involvement advisor.

---

University Funds

University funds may be used to purchase beer or wine for University events with prior approval from a Responsible Official.  Using a purchasing card to pay a non-University vendor does not waive the requirement to submit the Alcohol Service Application and required documentation before the event.

---

Application Requirements

To request approval for alcohol service at a University event, complete the online Alcohol Service Application and upload the following required documents:

• An unsigned, proposed contract with the vendor
• A copy of the vendor’s District of Columbia Alcoholic Beverage License
• A certificate of insurance showing at least $1 million in liquor liability coverage from the licensed vendor

Submission of materials does not guarantee approval. For questions or assistance with alcohol service approvals, contact:

• Office of the CFO / Treasurer: x2700
• Division of Student Affairs: x3310
• Office of the Provost: x2127

---

Full Policy and Related Links

 

Full Policy

Alcohol Service at University Events and University Business Meals

Application

Application for Alcohol Service

Amplified sound is only permitted when it is pre-approved, location-specific, time-limited, and compliant with University and DC noise standards. University staff retain authority to reduce or stop amplified sound at any time to protect campus operations and surrounding community conditions.

---

Requirements & Restrictions

All amplified sound must:

• Be approved through the Outdoor Amplified Sound Request process, by University Event Scheduling (or Athletics & Recreation for athletic events)
• Be tied to an approved specific location and may not be relocated during the event
• Be provided through AU Audio-Visual Services or another approved University source
• Use only the equipment, providers, timing, and conditions authorized through the approval process

---

Time & Location Limits

• Amplified sound is generally not permitted during normal business hours; limited exceptions may be allowed 11:00 a.m. – 2:00 p.m. (weekdays, main campus only)
• Athletic field use is limited to daylight hours and subject to additional restrictions
• Amplified sound is not permitted on East Campus
• All amplified sound must end by 10:00 p.m.

---

Sound Level Standards

All amplified sound must comply with:

• DC Noise Control Act (DC Law 2-53)
• Maximum 60 dBA (daytime)
• Maximum 55 dBA (nighttime)
• Non-athletic events: 105 dBA / 100 dBC at 50 feet from source

---

Compliance & Enforcement

University staff may:

• Request immediate reduction in sound levels
• Require modification or termination of amplified sound
• End an event for noncompliance with approval conditions or sound impacts

Violations may result in:

• Loss of current or future space reservation privileges
• Referral to Student Conduct, Human Resources, or Public Safety

---

Full Policy and Related Links

Full Policy

Amplified Sound

Application

Outdoor Amplified Sound Request 

Every scheduled activity in University facilities must have a designated University Host. The University Host serves as the sponsoring organization's authorized representative and is responsible for coordinating the event, ensuring compliance with University requirements, and serving as the University's primary point of contact throughout the planning and execution of the activity.

---

Responsibilities and Requirements

University Host responsibilities include, but are not limited to, the following:

► Event Coordination & Operational Planning
When applicable, the University Host is responsible for coordinating all necessary campus services and operational support related to the activity, including:

 • space reservations, 
 • audio/visual support,
 • catering,
 • parking,
 • housekeeping,
 • security,
 • staffing,
 • event setup and teardown, 
 • other operational requirements assigned by the scheduling office

Scheduling offices may assign required support services based on the nature, size, location, or risk profile of the activity.

► Day-of-Event Responsibilities
The University Host must designate an on-site event contact who will:

 • serve as the liaison to AU facility managers and support staff throughout the activity;
 • remain reachable during the event;
 • maintain access to reservation confirmations and applicable approvals, permits, contracts, or licenses;
 • and assist with resolving operational or policy-related issues that may arise during the activity.

► Policy Compliance & Participant Conduct
The University Host is responsible for:

 • complying with all Event Scheduling policies and procedures;
 • ensuring compliance with all applicable AU policies, procedures, and laws;
 • communicating University requirements, restrictions, policies, and procedures to event participants;
 • ensuring event participants comply with applicable University policies and laws, including those related to alcohol possession and use, catering, posting, vending, sound amplification, and facility use.

► External Organizations, Contracts & Insurance
When activities involve non-AU organizations, vendors, performers, speakers, or other outside entities, the University Host is responsible for:

 • ensuring execution of required contracts between AU and non-AU organizations;
 • coordinating with appropriate University contract offices when required;
 • ensuring required certificates of insurance or supporting documentation are provided;
 • representing the activity and any participating non-AU organization to the AU community;
 • and ensuring external organizations comply with University requirements and restrictions.

► Financial Responsibility
The sponsoring University Host is responsible for ensuring payment of all approved event-related charges, including:

 • staffing and support service charges,
 • facility use fees,
 • equipment rentals,
 • repair or replacement costs associated with event-related damage,
 • and cleaning charges beyond normal facility standards.

---

Accountability for Space Use

Reserving university space is a privilege, not a guarantee.  The University may deny, modify, reschedule, or cancel activities when necessary to protect University operations, safety, compliance obligations, or institutional priorities.

Activities may be denied, modified, or cancelled if:

 • reservation information is incomplete or inaccurate;
 • the activity conflicts with higher-priority University operations or scheduled events;
 • the activity is deemed likely to disrupt normal University functions;
 • the activity conflicts with the University's tax-exempt status;
 • the University is officially closed or unable to support the activity;
 • the activity poses a safety or operational concern;
 • the sponsoring organization or host is not in good standing;
 • or the activity does not comply with University policies, procedures, or applicable laws.

Failure to comply with University policies may result in:

 • cancellation of current or future reservations,
 • loss of scheduling privileges,
 • assessment of repair or cleaning charges,
 • referral through applicable student or employee conduct processes,
 • or other administrative action.

---

Full Policy and Related Links
 

University Event Guideline

Event Host Responsibilities and Requirements

Related Resources

Event Scheduling and Management Policy

Most movies, television programs, and streaming content are protected by U.S. copyright law. In most cases, showing a film or video at a university event requires Public Performance Rights (PPR), also known as a public performance license.

---

Requirements and Restrictions

Film screenings at University events must comply with the following requirements:

• Public Performance Rights (PPR) are generally required for screenings outside of a private residence or personal dorm room

• Event hosts are responsible for obtaining and maintaining documentation showing screening rights or permission

• Acceptable proof may include:

  • A signed license or contract

  • Written authorization from the rights holder

  • A distribution agreement permitting public screening

• PPR may be required even if:

  • The event is educational or student-focused

  • Admission is free

  • The audience is limited or invitation-only

  • The film is legally purchased or streamed

  • A discussion, lecture, or panel follows the screening

• All applicable University policies and copyright laws must be followed

---

Common Types of Screenings Requiring PPR

Public Performance Rights are commonly required for:

• Student organization movie nights

• Residence hall screenings or lounge events

• Outdoor movie events

• Department-sponsored screenings

• Cultural or awareness programs

• Conferences, retreats, or special events that include films or video content

---

AU Library and Organizational Licensing

AU Library Materials

Some AU Library materials, particularly documentaries or educational titles, may already include Public Performance Rights. However, most feature films do not automatically include screening rights. Event organizers should confirm licensing status with the AU Library before advertising or hosting a screening.

Organizational or Parent-Group Licensing

Some student organizations may have access to screening rights through a national or parent organization license. Documentation must demonstrate that the specific film and screening type are covered. Personal affiliation alone does not grant screening rights.

---

Limited Exceptions to PPR Requirements

Certain narrow legal exceptions may apply in limited circumstances, including:

Classroom Teaching Exception
PPR may not be required when a lawful copy of a film is shown as part of a face-to-face class session where:

• The instructor is present
• The screening is part of regular classroom instruction
• The copy was legally obtained

Fair Use Clips
Short film clips used for commentary, criticism, or educational discussion may sometimes qualify as fair use.
In general, clips should be brief, necessary for the educational purpose, and limited in scope.
Fair use is determined case-by-case and depends on factors such as:

• Purpose of use
• Nature of the copyrighted work
• Amount used
• Market impact on the original work

Written Permission from the Copyright Owner
A written authorization from the copyright owner or authorized representative may satisfy PPR requirements if it clearly permits the specific screening.

---

How to Obtain Public Performance Rights

Option 1: Contact the Copyright Owner or Distributor
You may request permission directly from the copyright owner, studio, or distributor. The following information is typically required:

• Film title
• Date and location of screening
• Audience size
• Whether admission will be charged
• Sponsoring organization
• Contact information

Option 2: Work with a Licensing Company
Many films are licensed through companies that manage Public Performance Rights on behalf of studios and distributors.
Common licensing companies include:

• Swank Motion Pictures
• Motion Picture Licensing Corporation (MPLC)
• Criterion Pictures USA
• Kino Lorber

Licensing fees vary depending on factors such as:

• Film title and popularity
• Audience size
• Screening format
• Number of screenings

---

Frequently Asked Questions

Are rights required if I use my personal Netflix or Disney+ account?
Usually yes, PPR is required. Personal streaming subscriptions are generally licensed for individual or household viewing only and do not include public screening rights.

Are rights required if the filmmaker or guest speaker is present?
Usually yes, unless the filmmaker, distributor, or presenter has authority to grant screening permission and provides appropriate documentation.

Are rights required if the event includes a discussion panel or lecture?
Yes, PPR is required.  A discussion, lecture, or educational panel does not eliminate the need for Public Performance Rights unless a specific legal exception applies.

Are rights required if the event is free?
Yes. Charging admission is not the determining factor. Public screenings generally require PPR regardless of whether admission is charged.

---

Full Policy and Related Links
 

University Event Guideline

Film Screenings & Public Performance Rights (PPR)

Related Resources

AU Library - Visual Media

Swank Motion Pictures

Motion Picture Licensing Corporation (MPLC)

The Final Exam Period begins on the first study day after classes end and continues through the last scheduled final exam day.  During this period, University events, meetings, and programming are heavily restricted in order to support academic activities and maintain a quiet environment for studying and final exams.

---

Requirements and Restrictions

Activities during the final exam period must comply with the following requirements and limitations:

Instructional Spaces

• Only final exams are permitted in instructional spaces on final exam days
• Academic class-related study and review sessions in classroom facilities are limited to designated study days
• Non-academic meetings, events, and programs are not permitted in classroom facilities during the Final Exam Period, which includes study days

Study Spaces

• Only academic class-related study and review activities are permitted in study spaces during the final exam period, which includes study days

Noise Restrictions

• Loud or disruptive events are not permitted
• Amplified sound is not permitted
• Activities near instructional spaces must be kept to a minimum
• Residence hall activities must comply with extended quiet hours

Student Organization Programming

• Recognized Student Organization (RSO) programming generally ends on the last day of classes
• Limited exceptions for RSO-hosted events on study days, approved in advanced by the Center for Student Involvement (CSI)

---

"Study" Activities and Space Reservations

Students seeking reservable study rooms or collaborative workspaces should use the AU Library Reservation Portal or other designated academic study spaces managed for that purpose.

Students and informal groups may also use available unscheduled campus spaces for informal studying, consistent with University policies and space use priorities. 

Informal study activities, including activities designated as “study,” “group study,” “study hall,” or similar academic work sessions, are not eligible for Event Scheduling, including during the Final Exam Period. RSOs may not use event scheduling privileges to reserve classrooms, meeting rooms, or other University spaces solely for informal studying or collaborative academic work sessions. 

---

CSI Limitations on Student Organization Events During Final Exam Period

The Center for Student Involvment may approve RSO activities on study days, provided they comply with CSI guidelines, including:

• Approval from the organization’s CSI Advisor and the CSI Director at least one week in advance

• Activities limited to designated Study Days

• Participation must be voluntary

• Mandatory meetings and elections are not permitted

• Activities must be small-scale and generally limited to 1–2 hours

---

Full Policy and Related Links
 

University Event Guideline

Limitations During the Final Exam Period

Related Resources

Event Scheduling and Management Policy

AU Library Resevations Portal

Lobbying and political activity on behalf of American University is strictly prohibited unless explicitly authorized in advance by the Office of Finance and Treasurer. The policy is designed to ensure compliance with federal and local lobbying laws and to protect the University’s 501(c)(3) tax-exempt status.

Personal political expression is permitted when clearly conducted in an individual capacity and not associated with the University.

---

Requirements & Restrictions

All AU community members (students, faculty, and staff) must:

• Not engage in lobbying or political activity on behalf of AU without prior written authorization from the Office of Finance and Treasurer
• Not use AU name, branding, resources, facilities, funds, or personnel for political advocacy or campaign activity
• Not use federal grant, contract, or cooperative agreement funds for lobbying or political purposes
• Not provide gifts, hospitality, or anything of monetary value to public officials except as permitted under applicable law and approved University process
• Not intervene in political campaigns for or against any candidate or political party while acting in an official University capacity

---

Permitted Activities

Nothing in this policy is intended to restrict:

• Personal political expression conducted in an individual capacity and on personal time (must not imply University endorsement)
• Academic instruction, discussion, and scholarly engagement with political or public policy issues
• Nonpartisan academic events involving public officials or candidates, provided they:
  • Do not advocate for or against any candidate or party
  • Provide balanced participation opportunities
  • Do not include campaign activity or fundraising
• Nonpartisan research or study of legislation and public policy
• Expert testimony provided at the invitation of government officials
• Participation in or candidacy for public office (must be disclosed to University leadership and Finance & Treasurer)

---

Certification & Federal Compliance

• The University must certify compliance with federal lobbying restrictions for grants, contracts, and cooperative agreements
• All lobbying-related certifications tied to sponsored funding must be reviewed and approved through the Office of Sponsored Programs
• Compliance is required to maintain eligibility for federal funding and tax-exempt status

---

Disclosure Requirements

AU community members must disclose:

• Candidacy for public office
• Any political activity that could create compliance or tax-exempt status concerns
• Any activity involving potential interaction with government lobbying or reporting requirements

Disclosures must be made to the appropriate division executive and the Vice President of Finance and Treasurer.

---

Compliance & Enforcement

The University may:

• Require prior approval or deny unauthorized lobbying or political activity
• Restrict use of University resources for noncompliant activity
• Investigate potential violations through appropriate administrative channels

Violations may result in:

• Disciplinary action up to and including termination or dismissal
• Loss of University privileges or access to resources
• Referral to applicable University conduct or HR processes

---

Authority & Questions

• Responsible Executive: Vice President and Treasurer, Office of Finance and Treasurer
• Primary Oversight: Office of Finance and Treasurer
• Sponsored Programs Compliance: Office of Sponsored Programs
• Student-related event questions: Director of Student Activities

---

Full Policy and Related Links

Full Policy

Lobbying and Political Activities Policy

 

 

Minors may only participate in approved, structured, and continuously supervised programs or activities. All programs must meet strict safety, training, and conduct requirements. Unsupervised minors are not permitted on University property except in limited, defined circumstances.

---

Permitted Presence of Minors

Minors may only be present when:

• Participating in an approved University program or activity (e.g., camps, clinics, workshops, conferences)
• Attending a public event where minors are permitted
• Accompanied by a parent, guardian, or authorized adult in limited visitor situations

---

Program Approval and Safety Requirements

All approved programs or activities involving minors must meet the following requirements:

• Advance approval required: Programs must be reviewed and approved through the University’s required program registration/approval process before they occur.
• Continuous supervision required: All minors must be supervised by an Authorized Adult at all times. Unsupervised minors are not permitted under any circumstance.
• Designated program oversight: Each program must identify responsible leadership to oversee safety, compliance, and operations.
• Background checks and training: All adults working directly with minors must complete required background checks and training prior to participation.
• Emergency preparedness and communication: Programs must maintain emergency response procedures and parent/guardian communication plans.
• Required participant records: Programs must maintain participant and emergency contact information as required for safe program operation.
• Campus access guidelines: Minors may use general public and program-designated spaces (e.g., dining areas, public spaces, athletic fields when open), but access to certain facilities may be restricted based on safety or operational requirements.

---

Restricted Areas and Access Limitations

Minors are generally not permitted in:

• Laboratories and other hazardous or safety-sensitive areas
• Storage rooms, equipment rooms, and operational spaces
• Certain athletic facilities (e.g., pools, training rooms, restricted-use areas)
• Classrooms during instructional time without faculty approval
• Any area restricted by the University for safety or operational reasons

---

Conduct Standards for Adults Working with Minors

Adults participating in programs involving minors must NOT:

• Be alone with minors in private or isolated spaces
• Share sleeping accommodations with minors
• Engage in abusive, inappropriate, or sexualized conduct or language
• Use alcohol or illegal drugs while working with minors
• Allow minors access to alcohol, drugs, or pornography
• Use corporal punishment or engage in unsafe physical contact
• Transport minors in personal vehicles unless explicitly authorized

---

Incident Reporting and Safety Response

All program staff and Authorized Adults must:

• Immediately report safety concerns, suspected misconduct, or policy violations
• Take appropriate action to protect minors from harm when necessary
• Notify University Public Safety and program leadership as appropriate
• Step away from participation if an allegation of misconduct is made, pending resolution

---

Requirements for External Programs Using Campus Facilities

Non-University programs involving minors must:

• Be governed by a written agreement with the University
• Comply with all University requirements for supervision, safety, and conduct
• Provide qualified program leadership and adequate staffing
• Conduct appropriate background checks and training consistent with University expectations
• Coordinate participant information, logistics, and scheduling with University offices in advance

---

Policy Scope and Applicability

This policy applies to all University-sponsored or University-controlled activities where minors are present, including camps, clinics, workshops, conferences, and similar programs on or off campus.

It does not apply to certain exempted activities, including:

• Selected academic programs where minors are only enrolled college students
• IRB-approved research involving minors
• Undergraduate admissions and recruitment events
• Programs formally exempted in writing by a Vice President or the Provost

---

Full Policy & Related Links

Full Policy

Children on Campus and Working with Minors  

The Tabling Policy establishes requirements for reserving and using University tabling spaces. It applies to Recognized Student Organizations (RSOs), University departments and programs, and approved external organizations sponsored by an AU host.

Tabling allows campus groups to share information, recruit members, fundraise, and sell merchandise using designated University table spaces reserved through the Event Management System (EMS).

---

Who May Reserve Tabling Space

Tabling reservations may be requested by:

• Recognized Student Organizations (RSOs)
• University departments and programs
• Approved external organizations sponsored by a University host

External organizations must be sponsored by an AU department, program, or RSO. The AU host is responsible for coordinating scheduling, approvals, agreements, and any required payments.

Unrecognized student organizations and organizations seeking recognition may not host, co-host, sponsor, or be represented through a tabling reservation.

---

Tabling Requirements

Groups using tabling space are responsible for ensuring that activities follow University policies and event requirements, including:

• Remaining present during the full reservation period (unless an approved exception applies)
• Using only the reserved table(s) and designated location
• Keeping displays and activities within the immediate table area
• Maintaining clear pedestrian walkways
• Clearly identifying the sponsoring organization
• Removing all materials after the reservation
• Ensuring activities and materials comply with University policies and applicable laws

---

Restrictions

Tabling activities may not:

• Block walkways or interfere with campus operations
• Use amplified sound or external speakers
• Post materials on walls, doors, windows, trees, or campus fixtures
• Transfer reservations to another organization
• Represent or distribute materials on behalf of unrecognized organizations or groups seeking recognition
• Include content that threatens safety, violates University policies, or is unlawful

---

External Organizations

External organizations may only participate through an approved AU host. Examples include:

• Employers working with AU career services
• Certified collective bargaining representatives working with Human Resources
• Other organizations sponsored by an AU department, program, or RSO

---

Full Policy and Related Links

Full Policy

Tabling Policy