Event Security Coverage Cost & Chargeback Policy

Effective Date: June 1, 2026

Responsible Office: Public Safety

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1.   Purpose

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This policy establishes clear, consistent, and transparent standards for determining when dedicated event security coverage is required and for charging associated costs back to sponsoring organizations. The goals of this policy are to:
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• Support expense control through accountability by making event-related security costs visible, budgeted, and charged to the appropriate sponsor.
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• Ensure Public Safety is not routinely absorbing event costs that are not aligned with university strategic priorities or core operational responsibilities.
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• Treat similar events consistently and fairly across departments, student organizations, and external clients.
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• Support planning and predictability for event sponsors.
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• Right-size security staffing using a risk-based approach that reflects venue, crowd size, attendee profile, and event characteristics.
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This policy applies to special events that require dedicated security coverage beyond baseline Public Safety patrol.
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2.   Scope

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This policy applies to the following events and staffing types.

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Events

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• Internal university events (academic, administrative, and departmental).

• Events sponsored by recognized student organizations.

• External or third-party events held on university property.
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Staffing Types and Coverage Billed

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• Public Safety Officers (PSOs) — unarmed campus security personnel.

• Public Safety Supervisors/shift leads.

• Student security / student workers assigned to event security roles.

• Sworn law enforcement details engaged specifically for the event, where applicable (billed on a pass-through basis).

• Driving assignments and vehicle-based coverage (e.g., use of Public Safety vehicles for event-related transportation, escorts, closures, or perimeter patrols), including associated vehicle fees where applicable.
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Routine patrol and baseline Public Safety operations are not billed under this policy.

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3.   Definitions

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Event Security Coverage:

Dedicated Public Safety or security posts assigned specifically to an event (e.g., entry control, crowd management, cash handling, incident response), above and beyond baseline patrol.

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Sponsoring Organization:

The department, office, student organization, or external client responsible for planning, funding, and/or hosting the event.

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Internal Sponsor:

Any university department, unit, or recognized student organization.

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External Sponsor / Third Party:

Any non-university entity or individual renting or using university facilities for an event.

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Higher-Risk Event:

An event with characteristics that increase safety or operational risk (e.g., alcohol, late-night timing, primarily non-university attendees, known history of issues, complex venue).

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Driving Assignment:

Event-related use of a Public Safety vehicle or sponsor/department-owned vehicle and an assigned driver for functions such as shuttles or escorts, perimeter or parking-lot patrols, road closures, or other mobile coverage that requires a dedicated vehicle and operator. Driving assignments are treated as a distinct type of billable coverage. When a Public Safety vehicle is used, a vehicle-specific fee applies in addition to personnel hourly rates. When personnel are assigned solely to operate a sponsor- or department-owned vehicle, no Public Safety vehicle fee is charged.

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Chargeback:

The process of billing the sponsoring organization for event security costs through internal accounting or external invoicing.

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4.   Roles and Responsibilities

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Public Safety Department

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• Reviews event information and assesses security needs.

• Determines whether dedicated event security coverage is required.

• Establishes staffing levels (number and type of personnel, posts, and hours).

• Determines when driving assignments and vehicle-based coverage are necessary.

• Provides cost estimates upon request.

• Tracks hours worked and submits accurate billing information.
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Events / Facilities / Conference Services

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• Manages event reservations and logistics.

• Ensures events are routed to Public Safety for review as required.

• Communicates security requirements and estimated costs to sponsors.
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Sponsoring Organization

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• Submits complete and accurate event information by required deadlines.

• Provides valid billing/account information prior to the event.

• Accepts responsibility for charges associated with required event security coverage, including driving assignments and any associated vehicle fees where applicable.
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Finance / Accounting

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• Provides fringe and overhead assumptions for rate setting.

• Processes internal chargebacks and external invoices.

• Allocates expense to appropriate accounts (salary, fringe, and designated maintenance/equipment or vehicle accounts, as applicable).
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5.   Criteria and Staffing Guidelines

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Event security decisions are content-neutral and based on risk, attendance, attendee profile, and venue characteristics.
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5.1  Internal Events — Attendance Threshold

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Any internal event (department or recognized student organization) with an expected attendance of more than 75 people requires at least one (1) Public Safety Officer (PSO) assigned as dedicated event security coverage.
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5.2  Supervisor Requirement

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Any event that requires two (2) or more PSOs assigned as dedicated event security coverage must also have a designated Public Safety Supervisor assigned to oversee the deployment.
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5.3  Non-University Attendees

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Any event where 25 or more attendees are expected to be non-university individuals (guests who are not students, faculty, staff, or contractors working on behalf of the university) requires a full security review by Public Safety. Following this review, Public Safety will determine whether dedicated event security coverage is required and, if so, the number and type of personnel to assign.

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5.4  Risk Factors and Staffing Ratios

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In addition to attendance and the number of non-university guests, Public Safety will consider the following risk factors:

• Presence of alcohol.

• Cash handling or ticket sales.

• Events open to the general public.

• Late-night events (e.g., events ending after [time, such as 11:00 p.m.]).

• VIPs or dignitaries.

• Credible, documented safety or disruption risks associated with an event, based on objective threat or operational information.

• History of safety, crowd, or behavioral concerns with similar events.

• Complexity of the venue’s entry/exit pattern and emergency egress routes.
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Baseline staffing ratios for unarmed event security are:

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• For most internal events that require security coverage, a baseline of approximately one (1) PSO per 75 attendees.

• Higher-risk events (such as events with alcohol, late-night events, events heavily attended by non-university guests, or events with a history of issues) may require additional staffing above the 25:1 baseline, as determined by Public Safety.
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These ratios are planning guidelines. Actual staffing may be higher or lower based on the totality of risk factors and professional judgment. At a minimum, any event that meets the attendance or risk thresholds in Sections 5.1 through 5.3 will have at least one (1) PSO assigned when dedicated coverage is required.

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5.5  Venue-Driven Coverage

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The space where an event is held is a key factor in deciding how much security is needed. Public Safety will consider the number and configuration of entry and exit points, location and accessibility of emergency exits, whether the space is open or controlled-access, and the ability to quickly evacuate or shelter occupants.
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Public Safety will maintain an internal venue matrix that identifies minimum staffing and typical coverage patterns by venue or venue category (for example, arenas, stadiums, high-capacity auditoriums, and outdoor fields).
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Certain venues, such as Carnesseca Arena, may have predefined minimum numbers of PSOs and a supervisor for any event that requires dedicated security coverage, regardless of exact attendee count, because of the venue’s size, configuration, and egress requirements. The venue matrix is an operational planning tool that may be updated by Public Safety without requiring formal amendment of this policy, provided that staffing decisions continue to follow the risk-based principles described in this section.
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5.6  Sworn Law Enforcement

Where event risk, threat information, or legal requirements indicate that a sworn law enforcement presence is necessary, Public Safety may request and coordinate sworn police details in addition to unarmed PSO coverage. Costs associated with sworn details will be passed through to the sponsor.
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5.7  Driving Assignments

Driving assignments may be required when an event involves road closures, traffic redirection, vehicle checkpoints, dedicated shuttle or escort services using Public Safety vehicles, or perimeter, parking-lot, or route patrols that cannot be effectively performed on foot. Driving assignment’s motor vehicle and driver safety policies. Only authorized, trained personnel may operate Public Safety vehicles or sponsor/department-owned vehicles while performing duties under this policy.
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Driving assignments are billed at the applicable hourly rate for the assigned personnel. When a Public Safety vehicle is used, a vehicle fee per vehicle will also apply as described in Section 7 and Appendix A. When personnel are assigned solely to operate a sponsor- or department-owned vehicle, no Public Safety vehicle fee is charged; only personnel hourly rates apply.
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5.8  Final Authority

The Chief of Public Safety or designee has final authority to determine whether dedicated event security coverage is required and the type and number of personnel to be assigned.

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6.   Request Process and Lead Times

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6.1  Request Intake

Event sponsors must submit event details through the designated event request system and/or Public Safety event security request form. Required information includes, at minimum: date, time, and location; expected attendance; estimated number of non-university guests; presence of alcohol; ticketing and cash handling details (if applicable); and event type and special features.

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6.2  Standard Lead Time

Requests for event security coverage must be submitted at least twenty-one (21) calendar days prior to the event date.

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6.3  Large-Scale Events (500+ Attendees)

Events with an expected attendance of five hundred (500) or more attendees should be submitted at least thirty (30) calendar days prior to the event date to allow adequate time for planning, coordination, and scheduling.

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6.4  Late Requests

Requests submitted less than twenty-one (21) days before the event date are considered late requests.
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Late requests will be accepted only if staffing is available and the event can be covered safely. Requests submitted five (5) or fewer calendar days before the event date may be denied if adequate staffing cannot be provided, or, if approved, will be subject to a late-request fee of five percent (5%) of the total labor and vehicle charges for the event, in addition to the standard hourly rates and minimums.

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7.   Rate Structure and Minimums

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7.1  Internal and External Sponsors

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Internal sponsors (departments and recognized student organizations) are charged cost-recovery rates that cover average overtime wages and applicable fringe, with any modest administrative component incorporated into the published hourly rate. External sponsors are charged higher rates that include labor, fringe, and an overhead component to reflect administrative burden, scheduling, billing, and equipment or maintenance costs. Rates are established in consultation with Finance and reviewed at least annually. Current approved rates are published in Appendix A — Event Security Rate Table.

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7.2  Minimum Hours and Rounding

A minimum of four (4) billable hours per assigned post will be charged for each event. After the four-hour minimum, time is billed in whole hours, rounded up to the next full hour.

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7.3  Holidays and Special Events

Events taking place on university-observed holidays are billed at a holiday rate for each applicable role (PSO, supervisor, student worker, sworn detail), as specified in the current Event Security Rate Table. The holiday rate is higher than the standard rate to reflect holiday pay obligations, scheduling complexity, and operational impact. Major or high-risk events may also be subject to special rate structures or higher minimums, approved by the Chief of Public Safety in consultation with Finance and appropriate university leadership.

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7.4  Driving Assignments and Vehicle Fees

When an event requires a driving assignment or vehicle-based coverage, charges will include the applicable hourly rate for the personnel assigned (PSO, supervisor, or student security worker). When a Public Safety vehicle is used, a “Vehicle Fee” per Public Safety vehicle will also be applied to recover costs associated with fuel, mileage, wear and tear, and equipment use. The current per-vehicle fee, whether hourly or flat per event, is listed in Appendix A. When personnel are assigned solely to operate a sponsor- or department-owned vehicle, no Public Safety vehicle fee is charged; only personnel hourly rates apply. Additional charges, such as tolls or parking, may be passed through to the sponsor where applicable.

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8.   Cancellations and No-Shows

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8.1  Free Cancellation Window

Sponsors may cancel event security coverage with no labor charge if Public Safety is notified at least forty-eight (48) hours prior to the scheduled event start time.

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8.2  Late Cancellations

Cancellations made less than forty-eight (48) hours before the scheduled event start time will be billed the four (4) hour minimum per scheduled post, at the applicable internal or external rate.

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8.3  No-Shows

If an event does not occur and Public Safety was not notified in advance, the event will be treated as a late cancellation, and the sponsor will be billed the four (4) hour minimum per scheduled post.

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9.   Chargeback, Invoicing, and Use of Funds

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9.1  Internal Sponsors

Internal sponsors must provide a valid internal account number or chart string prior to the event. Charges will be processed through the university’s internal chargeback or recharge process.

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9.2  External Sponsors

External sponsors will be invoiced through the university billing system. Payment is due within the timeframe specified on the invoice or in the facility or event contract. Deposits may be required for large or high-risk events.

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9.3  Use and Allocation of Funds

Security salary, fringe, vehicle, and designated maintenance or equipment charges are allocated to the event budget, in accordance with Finance guidelines. These allocations are built into the approved hourly rates and are not itemized separately on invoices.

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10.  Student Organizations

Recognized student organizations are treated as internal sponsors for the purposes of this policy and are subject to the same rate structure as internal departments. The university may choose, outside of this policy, to centrally subsidize certain student events; such subsidies do not alter the applicable rates or Public Safety’s chargeback process.

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11.  Communication and Transparency

This policy and the current Event Security Rate Table (Appendix A) will be published on the Public Safety website and shared with Events/Conference Services. Key requirements and links to this policy will be referenced in facility use agreements, event planning guides, student organization event manuals, and external rental contracts. Sponsors may request an estimated cost for event security coverage in advance of their event.

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12.  Exceptions

The Chief of Public Safety, or their designee, may approve exceptions to this policy when warranted by operational needs, safety considerations, equity concerns, or institutional priorities. This authority includes, but is not limited to:

• Waiving or reducing charges (including minimums, late-request fees, vehicle fees, and holiday rates);

• Adjusting staffing levels or ratios above or below the normal guidelines;

• Modifying lead times or accepting late requests;

• Altering rates or minimums for special circumstances or strategic institutional events.
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Weather and Emergency-Related Cancellations

In cases of severe weather, campus closure, or other emergency conditions outside the sponsor’s control, the Chief of Public Safety or designee may waive some or all charges associated with scheduled event security coverage, including minimum hour charges and vehicle fees. Decisions will take into account the timing of the cancellation, staffing already deployed, and any direct costs already incurred.
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All exceptions approved under this section must be documented and retained with the event record.
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13.  Review and Revision

This policy and the associated rate table will be reviewed at least annually, generally aligned with the university budget cycle. Public Safety will coordinate with Finance and Events/Conference Services to recommend changes in response to wage and fringe updates, operational experience, and institutional priorities. Revisions will follow the university’s standard policy approval process and will be communicated to stakeholders.

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