camps_and_programs_background

Camps & Programs

George Mason University is a unique venue offering many resources making it an ideal site to host programs, events, and camps (PEC) offered to minors. Far less expensive than outside organizations that cater to PECs, Mason facilitates numerous programs serving an under college-age clientele.

Many campus organizations guide, regulate, monitor, schedule, or provide resources to groups seeking to host PECs at Mason. Those organizations include Risk Management, Environmental Health, and Safety, Human Resources, University Events, Parking Services, Sodexo, Information Technology Services as well as others serving the diverse needs of PECs and the campus community. Navigating the resulting policies and procedures can be an intimidating process.

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Streamlining Intake

In view of this Auxiliary Enterprises (AE) is tasked with streamlining and standardizing the PEC intake process, with the goal of demystifying intake and making sure PEC hosts are informed of the germane Mason policies and procedures the above mentioned Mason organizations are charged with facilitating and enforcing.

Internal or External?

The initial element of this process is determining whether a PEC is hosted by a department internal to Mason or whether it is an external organization with no formal Mason affiliation. Those with a Mason affiliation may reserve programmable space free of—or at a reduced—charge, pay less for various support services, among other amenities. Those invoking their Mason affiliation, however, are bound by Commonwealth and University policy and procedures including cash handling, use of space, background checks, minors on campus, security and access control, and so on.

PECs external to the University pay higher external rates for goods and services and may not use Mason branding in their promotional materials. Due to risk management policies, these PECs must provide their own insurance, manage their PECs without any uncompensated assistance from the University, and assume all risk. Moreover, PECs that compete directly with Mason­ sponsored events, that impact Mason student recruitment efforts or that negatively impact Mason’s reputation or mission may be canceled.

Internal Programs

Internal programs, events, and camps (PECs) are those booked, managed, staffed, and otherwise supported by a Mason department, student organization, academic unit, or other organization with a Mason index/org code. The advantages of booking as an internal organization include the use of programmable space for free or at a reduced cost, reduced rates for various support services, coverage by Mason’s insurance policies, and so on. To claim internal status all PECs are required to abide by University cash handling, space utilization, building access, and other policies found here:

universitypolicy.gmu.edu

Internal events are those booked, managed, and staffed by Mason organizations with a University organization code. All funds for a PEC must be run through this organization code to comply with University cash handling policy.

Getting Started — PEC Registration

Internal Programs, Events and Camps (PECs) should reserve event space through PEC Registration. The PEC Registration is intended to identify the needs of the PEC and alert units who will coordinate assistance for the event including Human Resources, Parking Services and Events Management. In addition, any internal unit that intends to accept credit card payments must do so using Mason Marketplace, the online payment portal for George Mason University. Events Management will coordinate with the PEC to create an online payment portal for customers to purchase event tickets and camp registrations by credit card. We encourage you to take the time to review the information below and submit the PEC Registration at least 60 days prior to the event start date.

Critical Elements

Hosting a PEC serving minors is a complex task containing many critical elements. Several of the most important include:

 
Critical Elements
University EventsThe first step in organizing a PEC involves reserving event space. Those already using 25Live may initiate their PEC there. Those seeking assistance with their PEC can contact University Events and ask for their Professional Coordination Services.
Risk Management Risk Management and Environmental Health and Safety have processes in place to protect those attending Programs, Events, and Camps being held on campus, that abide by Commonwealth and Mason policies, and that manage risk and liability. Those internal clients seeking to host a PEC need to go to this link and compete the forms under ‘Internally (Mason) Operated Programs.
Background ChecksAll PEC staff that work with minors must undergo a background check available from Human Resources here.
Emergency Operations PlanPlanning in advance of any emergency can greatly enhance outcomes and response times. As such all PECs are required to complete an Emergency Operations Plan.

A full list of resources is shown below:

 
Internal CAMP RESOURCES
Athletics A schedule of Programs, Events, and Camps hosted by Athletics can be found here. For more information contact the camp director at 703.993.3458
Camp EOP All PECs are urged to complete a Camp Emergency Plan using the attached template
Dynamic FormsFollow the directions to create an account in Dynamic Forms here. For step-by step instructions on how to fill out forms, click here.
Environmental Health and Safety
Environmental Health and Safety (EHS) has several resources available including the Temporary Structure Guide and Temporary Structure Permit Application, that allows events to set up tents, stages and other temporary structures. They offer fire extinguisher training, crowd management guidance, and have an approval process for those PECs that need EHS to approve their PEC.
Human Resources
Human Resources conducts background checks for PECs affiliated with Mason. There is a fee for this service. For more information go here and click on the links under Camps and Enrichment Programs.
Emergency Alerts PECs seeking to sign up for Mason emergency alerts may do so here
Parking Services Programs, Events, and Camps hosting off campus visitors need to arrange for the visitors’ parking needs. Moreover, if a PEC will be using busses or using drop off and pickup points for PEC attendees at Mason they must coordinate these efforts through Parking Services. More information here:
http://parking.gmu.edu/visitorsregulations.html
A Special Event Validation Request is available here:
ITS Wireless Access Programs, Events, and Camps hosting visitors often seek wireless access to Mason networks for their guests. Information about this access can be found here
Housing Programs, Events, and Camps seeking overnight accommodations at Mason should contact Housing and Residence Life here
Food Service Programs, Events, and Camps that intend to use Dining Services various for walk-in meal options in the Johnson Center, Merten Hall, and elsewhere around Mason need to coordinate their plans with Dining Services so that several PECs do not show up at the same venue at the same time. This can greatly increase wait times.

Please contact Resident Dining General Manager Daphne Miles at daphne.miles@sodexo.com or 703.993.3407 or Operations Manager Mark Arnold mark.arnold@sodexo.com to coordinate meal needs.
University Events University Events is charged with scheduling space for programs, events, and camps seeking to use University programmable space and, for a fee, can provide other support services, including taking care of many of the steps shown below. To initiate a scheduling request use the link to the left.
Fiscal ServicesHandling finances and reconciliations per University policies can be one of the most daunting tasks associated with a PEC. Fortunately Fiscal Services has provided the Mason community easy to use resources like Mason Marketplace. Mason Marketplace allows users to set up a virtual storefront from which they can handle PEC registrations, merchandise sales, among other features.
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External Programs

External sponsored events are booked into the scheduling system by a sponsor with formal Mason affiliation, but are otherwise managed and staffed by non-Mason personnel.

External non-sponsored events are those with no formal Mason affiliation, and that are booked, managed, and/or staffed by non-­Mason personnel.

Both sponsored and non-sponsored external events are required to conduct their own employee background checks, have a formal signed contractual agreement with Mason, and must carry their own event insurance as outlined in the contractual agreement.

 
Sponsored & Non-Sponsored
University Events University Events is charged with scheduling space for programs, events, and camps seeking to use University programmable space at the “sponsored” rate and, for a fee, can provide other support services, including taking care of many of the steps shown below.
Background Checks Programs, events, and camps serving minors must perform background checks on all staff dealing directly with underage populations. PECs will asked to certify that they have indeed done so with a reputable background check vendor and may be audited to ensure compliance.
Risk Management Risk Management and Environmental Health and Safety have processes in place to protect those attending Programs, Events, and Camps being held on campus that abide by Commonwealth and Mason policies, and that manage risk and liability. Those external clients seeking to host a PEC need to go to this link and compete the forms under ‘Externally and Service Operated Programs
Environmental Health and Safety
Environmental Health and Safety (EHS) has several resources available including the Temporary Structure Guide and Temporary Structure Permit Application, that allows events to set up tents, stages and other temporary structures. They offer fire extinguisher training, crowd management guidance, and have an approval process for those PECs that need EHS to approve their PEC.
Emergency Alerts PECs seeking to sign up for Mason emergency alerts may do so here
Camp EOP All PECs are urged to complete a Camp Emergency Plan using the attached template
Parking Services Programs, Events, and Camps hosting off campus visitors need to arrange for the visitors’ parking needs. Moreover, if a PEC will be using busses or using drop off and pickup points for PEC attendees at Mason they must coordinate these efforts through Parking Services.

A Special Event Validation Request is available here:

Click here
Food Service Programs, Events, and Camps that intend to use Dining Services various for walk-in meal options in the Johnson Center, Merten Hall, and elsewhere around Mason need to coordinate their plans with Dining Services so that several PECs do not show up at the same venue at the same time. This can greatly increase wait times. Please contact Resident Dining General Manager Daphne Miles at daphne.miles@sodexo.com or 703.993.3407 or Operations Manager Mark Arnold mark.arnold@sodexo.com to coordinate meal needs.
Housing Programs, Events, and Camps seeking overnight accommodations at Mason should contact Housing and Residence Life here
ITS Wireless Access Programs, Events, and Camps hosting visitors often seek wireless access to Mason networks for their guests. Information about this access can be found here
Athletics A schedule of Programs, Events, and Camps hosted by Athletics can be found here. For more information contact the camp director at 703.993.3458
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Questions?

Contact Buz Grover,
Associate Director of Contracts and Special Projects
(703) 993-5784
hgroveri@gmu.edu