In keeping with the University’s policy prohibiting student organizations from making contractual commitments (whether formal, understood, or implied), Registered Student Organizations, with the exception of Greek organizations, may not hold events at off-campus locations without the express approval of the appropriate Adviser and the completion of appropriate contractual documents approved by the Vice Provost and Dean of Students or designee. A number of Registered Student Organizations with oversight from their national organizations have secured exceptions from the Vice Provost and Dean of Students to this approval process. For authorized off-campus events, third-party (and, where applicable, licensed) vendors must be used for all services (i.e., security, identification checks, distribution of alcohol, etc.). Events at off-campus locations should only occur at licensed and insured event venues with appropriate licensures for the service of food, alcohol, or similar, when approved; short term rentals (AirBNBs or similar) or other venues not designed nor commonly understood to be event spaces are prohibited.
All RSOs, except for Greek organizations, planning to hold off-campus events must register their activities on Anchor Link if they meet certain criteria. This ensures the safety of participants and proper procedures are followed.
General Registration Requirements
Regardless of whether an off-campus event is funded by University funds or other funds, student organizations must register and receive advisor approval for their off-campus events, including service, if they:
- Partner with an external organization
- Include minors
- Include overnight stays
- Require travel outside of Davidson County for Nashville based organizations
- Involve legal implications
- Use Student Organization Funding for any purpose (e.g. Lyft codes, travel expenses, programming).
All Registered Student Organizations, with the exception of Greek organizations, that are traveling, including domestic and international, must also complete all steps outlined on the Registered Student Organization Travel Policies page.