April 23, 2019

Hosting Programs, Events, and Camps (PEC) for Minors at Mason

George Mason University is a unique venue with many resources—making it an ideal site to host programs, events, and camps (PEC) for minors. Far less expensive than other venues, Mason facilitates numerous programs serving an under college-age clientele.

Many campus offices guide, regulate, monitor, schedule, and provide resources to groups seeking to host PECs at Mason. Such offices 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.

STREAMLINING INTAKE

In view of this, Auxiliary Enterprises (AE) is tasked with streamlining and standardizing the PEC intake process. The goal is to simplify intake and ensure PEC hosts are informed of Mason policies and procedures that Mason offices are charged with facilitating and enforcing.

MASON-AFFILIATED OR NON-MASON AFFILIATED?

First, it must be determined 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 space at a free or reduced rate or 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.

Steps to Organize Your Program, Event, or Camp with Minors

Mason-Affiliated Program

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, etc. 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 run through this organization code to comply with university cash handling policy.

Steps to Organize a Mason-Affiliated Program, Event, or Camp with Minors

1. The 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.

2. Internal Programs, Events, and Camps (PECs) should register activity 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 University Events. 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. University Events 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.

3. All PEC staff that work with minors must undergo a background check available from Human Resources.

4. Risk Management and Environmental Health and Safety have processes in place to protect those attending Programs, Events, and Camps on campus, which abide by Commonwealth and Mason policies and 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.

 

Non-Mason 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, which 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.

Steps to Organize a Non-Mason Program, Event, or Camp with Minors

1. The first step in organizing a PEC involves reserving event space. Contact University Eventsand ask for their Professional Coordination Services.

2. A contract will need to be established in which University Events may assist through their Professional Coordination Services.

 

Questions?

Check out our FAQs for Camp Organizers. Or, contact:
Buz Grover
Associate Director of Contracts and Special Projects, Auxiliary Enterprises
703-993-5784
hgroveri@gmu.edu