Dedicated security measures will be in place during the event, including VUPD officers, CSC staff, and Rites of Spring personnel assigned to monitor the crowd. These security members will be actively walking throughout the event to ensure safety.

Security personnel will also be stationed at the entrances of all residence halls within the Alumni Lawn perimeter. The security team will consist of VUPD, security staff, and Rites of Spring personnel. They will monitor the lawn and surrounding areas for intoxicated individuals, underage drinking, and overall event management.

If Student Affairs Office personnel or Rites of Spring staff encounter instances of intoxication or underage drinking, they will address the behavior directly. If necessary, they will contact the Office of Student Affairs, VUPD, or additional security for support.

Please help us keep the area clean by disposing of trash in the designated trash cans. Recycling containers will be available specifically for aluminum cans, so please make sure to place aluminum cans only in the blue recycling containers. Thank you for your cooperation!

The Arts and Student Activities (ASA) office at Vanderbilt University plays a vital role in enhancing student engagement through various arts and cultural initiatives. This office oversees multiple programs and organizations designed to enrich the college experience for students. Here’s an overview of the ASA office and its key functions:

Key Functions of the ASA Office:

• Event Programming: The ASA office organizes a diverse array of events throughout the academic year, including concerts, art exhibitions, theater productions, film screenings, and workshops. These events aim to engage the student body and promote a vibrant campus culture.
• Support for Student Organizations: The office provides resources and assistance to student-led organizations involved in arts and cultural activities. This includes guidance on event planning, access to funding, and utilization of campus venues.
• Cultural Enrichment: ASA enhances the cultural landscape of the university by promoting various artistic expressions and cultural experiences. They celebrate diversity through programming that reflects the interests and backgrounds of the student community.
• Leadership Development: The ASA office fosters leadership skills among students by encouraging involvement in arts and student organizations. They offer training and mentorship to help students develop essential skills in event management and teamwork.
• Collaboration and Partnerships: ASA collaborates with other departments, organizations, and local arts institutions to broaden the range of programming available on campus. These partnerships enrich the overall student experience and encourage community engagement.
• Access to Resources: The ASA office provides access to facilities, equipment, and funding for student organizations, ensuring they have the necessary support to execute their programming effectively.
• Promoting Inclusivity: The office is dedicated to creating an inclusive environment where all students feel welcome to participate in arts and cultural activities. They strive to ensure that programming is reflective of the diverse interests of the student body.
• Assessment and Feedback: ASA actively seeks feedback from students to evaluate the effectiveness of their programs. This allows them to make informed decisions and improvements for future initiatives.

Through these functions, the Arts and Student Activities office at Vanderbilt University aims to create a dynamic and engaging environment for students, encouraging creativity, collaboration, and a sense of community on campus.

We are a cashless venue, and there will be no ATMs on-site. Please come prepared with accepted forms of payment. Thank you for your understanding!

Rites of Spring will be held on Alumni Lawn at Vanderbilt University on April 5th! The purpose of this Inclement Weather Emergency and Evacuation Plan is to outline the policies and procedures for managing inclement weather incidents during the event. This Plan details Vanderbilt University’s procedures for the following items related to inclement weather incidents:

1. 1. Monitoring local weather conditions;
   2. Communicating relevant weather information to key event personnel;
   3. Making decisions regarding event suspension, termination, and evacuation of Alumni Lawn and surrounding areas;
   4. Announcing weather-related updates to guests;
   5. Resuming normal event operations after an inclement weather incident; and
   6. Documenting, evaluating, and reporting severe weather occurrences.

Note: This Plan does not directly address emergency incidents other than severe weather.

Monitoring Weather Conditions

The Emergency Operations Center (EOC) will monitor weather conditions before, during, and immediately after the event. The Logistics Section Chief will provide a weather briefing to the Incident Commander prior to Incident Command and EOC activation. If inclement weather is detected within a 150-mile radius of the Vanderbilt campus, the Logistics Section Chief will:

1. 1. Provide weather updates to the Incident Commander every 30 minutes or sooner if necessary, who will then inform the Director of Arts and Campus Events.
   2. Notify the Incident Commander when inclement weather is forecast to impact the campus within 60 minutes, prompting an update to the Director of Arts and Campus Events.
   3. The EOC will provide updates to the Incident Commander every 10 minutes, who will relay information to the Director of Arts and Campus Events.

AccuWeather Incorporated monitors the weather for Vanderbilt University and shares updates with VUPS Headquarters and several VUPD and Office of Emergency Preparedness staff members when inclement weather threatens the campus.

Weather Information

All weather updates will be communicated from the EOC. As potentially threatening weather approaches, the EOC will provide frequent updates and support severe weather-related decisions. Vanderbilt University employs sirens located strategically across the campus to alert individuals outdoors of impending severe weather. The sirens will sound for 3 minutes when a storm capable of producing a tornado is within 3 miles or forecast to impact Vanderbilt University within 15 minutes.

If a Tornado Warning is issued for Vanderbilt University, VUPD Communications, in conjunction with staff from the Office of Emergency Preparedness, will disseminate an AlertVU message.

Severe Weather Decisions

Inclement weather, including tornadoes within a 3-mile radius and lightning within an 8-mile radius of campus, may necessitate actions such as evacuating Alumni Lawn, delaying, or canceling the event. However, circumstances may dictate an alternative action plan, and a real-time decision will be made for each situation.

• If inclement weather is anticipated:
  • Prior to the event start, the Director of Arts and Campus Events, in consultation with the EOC, will be responsible for making decisions regarding severe weather. If severe weather is expected, the EOC will assist the Director of Arts and Campus Events in activating components of this plan to protect life, including announcing the applicable script over the public address system.
• If inclement weather occurs during the event:
  • During the event, the Incident Commander will collaborate with the Director of Arts and Campus Events to ensure the safety of all attendees. Final weather-related decisions, including those for inconvenient but not life-threatening weather (e.g., heavy rain with no lightning), will come from the Director of Arts and Campus Events except in instances of:
    • A Tornado Warning issued for Vanderbilt University, or Lightning detected within an 8-mile radius of campus.
    • Lightning detected within an 8-mile radius of campus.

Should either of these conditions occur, the Incident Commander will order the evacuation of Alumni Lawn as outlined in this plan and consult with the EOC and Director of Arts and Campus Events regarding the potential resumption of the event. VUPD Officers and Community Service Officers (CSOs) will be assigned a building to report to in the event of an evacuation. They, along with event staff, will ensure a calm and orderly evacuation to applicable relocation points as indicated in Annex A, as well as ensure that their building is unlocked.

Evacuation of Alumni Lawn Area

In anticipation of severe weather, the Command Post will monitor crowd volume in preparation for evacuation. The total attendance, excluding performers, event staff, band members, and security, must be estimated for evacuation purposes, with updates provided if significant reductions occur.

• For tornadoes and severe thunderstorms, the following evacuation points will be utilized in order of preference:

1. 1. 1. Sarratt Student Center
      2. Neely Auditorium

• For lightning storms, the same evacuation points will be prioritized:

1. 1. 1. Sarratt Student Center
      2. Neely Auditorium

Communication During Evacuation

The Director of Arts and Campus Events will designate one staff member/volunteer per relocation point to serve as the liaison between that area and the EOC. They will be responsible for communicating updates from the EOC to guests, performers, and staff at their designated relocation point, including when it is safe to resume normal activities.

Resuming Normal Event Operations

The EOC will continue to monitor weather during any suspension of the event and send updates to the Incident Commander every 5 minutes (or sooner depending on conditions). Once the threat has passed, the EOC will give the “All Clear” to the Incident Commander, who will then relay that message to the Director of Arts and Campus Events. If he/she, in conjunction with the EOC and Incident Commander, determines that conditions are safe enough to resume the event, the Director of Arts and Campus Events will provide the PA system announcer with the appropriate script. Designated staff members at each relocation point will also be notified.