WT Student Organizations

1. Registration Requirements

• All student organization tailgates must be pre-approved and located on 26^th Street.
• In order to claim a tailgating spot, the student organization must be in good standing and completed the student organization registration process (i.e. Buff Link registration, constitution, and risk management training by the President and Advisor). Organizations that have not completed this process will not be able to claim a student organization spot.
• All student organizations planning to have alcohol at their tailgate must have prior approval and follow the Student Organization Social Events Practices.

2. Reservations

• Reservations for all tailgating spots will open at 8:00am on the Monday prior to the game.
• Total spaces available: 15
• Spaces are 10’ x 20’
• One (1) vehicle per space will be allowed in for set-up and drop-off on gameday.
• Following drop off of equipment, Gameday parking will be located in Zone 14 & Zone 7 (behind Buff Hall & Buffalo Courts)
• Reservations must be placed on Signup.com by Wednesday at 5:00pm the week of the game.

3. Tailgating Hours & Set-Up

• Gates on 26^th Street will open 6 hours* prior to kickoff to allow groups to drive in and drop off tailgating supplies.
• Gates will close 5 hours* prior to kickoff. All vehicles used to drop off equipment that are not part of the tailgate must exit the tailgating area to the South after dropping off equipment.
  • Arriving after gates have closed will require groups to walk in all supplies to the tailgating area.
  • Following drop off of equipment, Gameday parking will be located in Zone 14 & Zone 7 (behind Buff Hall & Buffalo Courts)
• Tailgating may begin 4 hours before kickoff and must finish 30 minutes before game time.
• Tents, tables, grills, and speakers must stay within assigned tailgate space.
• Amplified sound beyond the assigned tailgating space is not permitted. Competing music/sound is not permitted.
• 30 minutes* prior to kickoff, tailgating ends and all guests will be asked to clean up their tailgating areas and make their way to the stadium.

*Gate opening and closing are subject to change due to game kickoff.

4. Promotions and Fundraising
   Fundraising is a great way to support the organization's events, initiatives, and philanthropic causes while bringing members together around a common goal. Before getting started, be sure to follow the required fundraising procedures to help keep the organization's money safe, secure, and accountable. Taking these steps helps ensure the fundraiser runs smoothly, and the organization stays in good standing with the university.

• To receive approval for a fundraiser, create an event in the organization's BuffLink profile and submit it for review. The Office of Student Engagement and Leadership (OSEL) will review the request and provide notification of the decision through BuffLink.
• No cash is permitted for student organization fundraising.
• Venmo, CashApp, Zelle, etc. are prohibited.
• Organizations should use the on campus fundraising website to collect donations. If the organization is part of a national organization and have a crowd change site associated with headquarters, those accounts/payment methods
• Once the fundraiser is complete, the organization will submit the Fundraising Efforts Report Form on BuffLink to provide final information of funds raised, no matter the amount.
• If there are any questions about fundraising, please contact wtosel@wtamu.edu or at (806) 651-2313.

NOTE: Tailgates used to promote businesses, individuals, or non-university organizations are prohibited (without prior approval) on the grounds of West Texas A&M University. Promotions are defined as and not limited to: signage, banners, displays, grills, vehicles, tent design and color, branding, flags and distribution of materials and items.

5. Alcohol Rules

• Alcohol is allowed in the student organization tailgating area, but only with strict compliance:
  • Student organizations must receive approval from the Office of Student Engagement and Leadership (OSEL) before alcohol at the student organization tailgate. To request approval, create an event in the organization's BuffLink profile and submit it for review. OSEL will review the event and provide notification of its decision through BuffLink.
  • **NOTICE** No student organization can have alcohol at their tailgate without documented approval.
  • Organizations approved to have alcohol will need to pick up their Social Event Packet that will include wristbands for all documented tailgating participants who are 21+.
    • Wristbands must be worn throughout tailgating and are non-transferrable to others
  • One Sober Monitor is required and information should be provided at the time of sign up.
    • The Sober Monitor is a long-serving member who will be present throughout the tailgate, must abstain from consuming alcohol or other substances before or during the tailgate. The Sober Monitor assists in ensuring alcohol rules are followed by organization members.
    • The Sober Monitor is responsible for gathering the organization attendance at the tailgate and returning that list to the Office of Student Engagement the following business day after the Tailgate.
  • Only individuals 21 and over may possess or consume alcohol.
  • Alcohol is BYOB and not purchased with organization funds.
  • Alcohol must be in non-glass containers (e.g., aluminum cans or plastic).
  • No kegs, no party-sized containers.
  • No event shall include any form of “drinking contest” (beer pong, quarters, funnels, etc.) or activities that encourage the rapid consumption (funnels, shot gunning, etc.) of alcohol in the activity or its promotion.
  • Drinking-game apparatus or devices (e.g., funnels, beer hats, shot skis, and similar items) are prohibited.
  • Tailgates must provide food, water, and non-alcoholic beverages if alcohol is consumed by any participants.
  • No alcohol may leave the tailgating area or be brought into the stadium.
  • Organizations are responsible for monitoring their guests’ behavior and underage access.

6. Safety & Conduct

• Disorderly, disrespectful, or disruptive behavior will result in removal and possible loss of future tailgating privileges.
• All trash must be cleaned up. Leave the area better than you found it.
• Any illegal activity (including giving alcohol to minors or public intoxication) will result in immediate removal and referral to Student Conduct and/or campus police.

7. Follow All Laws & Policies

• All participants must follow Texas state law, TABC regulations, and University policies.
• University staff and campus police may inspect any tailgate at any time.
• Valid ID must be shown upon request.
• The University Police Department and any University Administration reserve the right to:
• Intervene in any tailgate if behavior or conditions pose safety, legal, or policy concerns.
• Shut down a student organization’s tailgate immediately for violations.
• Refer individuals for disciplinary or legal action as appropriate.
• Prohibit that organization from tailgating for the remainder of the season (or longer) if violations occur.

For more information, reach out to the Office of Student Engagement and Leadership at 806-651-2313 or wtosel@wtamu.edu.