Event Planning Guide a Lambda Chi Alpha resource

Transcription

1 Event Planning Guide a Lambda Chi Alpha resource Copyright 2011 Lambda Chi Alpha Fraternity, Inc. All rights reserved.

2 Acknowledgements Lambda Chi Alpha recognizes the following persons and organizations for their respective contributions in developing the Event Planning Guide: James R. Favor and Company Christopher Cole, Gettysburg 09 Matthew Roy, Drury 07 Aaron Parker, Hanover 05 Thomas Roberts, Edinboro 09 David Westol, Limberlost Consulting

3 Lambda Chi Alpha Event Planning Guide Table of Contents Letter from the Office of Harm Reduction 1 Introduction to Harm Reduction 2 Brothers Brother Code 3 Event Planning Guide Roadmap...4 The First Steps of Planning a Chapter Event: Identifying Your Event...5 Event Planning Checklist...7 Finding Event Planning Forms...9 Breaking Down the Event Planning Form...10 Frequently Asked Questions...17 Appendices APPENDIX I - PURPLE Insurance and Contracts...19 Requesting Certificates of Insurance...21 APPENDIX II - GREEN Mandatory Resolution on Alcoholic Beverages...23 Mandatory Resolution Regarding Illegal Drugs...25 Mandatory Resolution Regarding Dry Recruitment...26 Mandatory Resolution Regarding Sexual Harassment...27 F.I.P.G. Policy...28 APPENDIX III - GOLD...30 Renting a Facility Agreement...31 Hiring Security Contract...33 Hiring a Bartender Contract...36 Third Party Vendor Checklist...39 Designated Driver Contracts...40 Sample Waiver of Participation...41 BYOB Ticket Example...42 Lambda Chi Alpha Fraternity 8741 Founders Road Indianapolis, Indiana Fax:

4 Letter from the Office of Harm Reduction Dear Brother, Welcome to the world of Event Planning. You are about to read through the new Event Planning Guide for the Lambda Chi Alpha Fraternity. Within these pages you will find a number of different resources and places to find information on polices as well as a step by step breakdown of the Event Planning Form that should be able to assist you in your endeavors to plan your event. We can understand that planning an event can be a tough job and more so when you don t have as much time as you wish to complete everything. As you read through this guide, you will see some things that may be able to help you through that process. Some of the materials may not be what you are looking for or at all helpful for the current event that you are planning, however they do serve as a place to start looking for an upcoming event that you have the privilege to plan. Event Planning is not something to be afraid of, although sometimes nerves can run high. One of the ways we teach chapters is the concept of the 6 P s of Event Planning. Prior Proper Planning Prevents Poor Performance. Simply put, if you have the time to plan the event, use every day that you have at your disposal! Waiting until the last minute only leads to frustration and a potentially more expensive event. As you go forward, please know that all of the staff and volunteers here that work with Event Planning are here to help answer your questions and help you through the process. Among the resources you will find in the guide are: the steps of using the Officer Portal for submitting Event Planning Forms; how to successfully attain a certificate of insurance; and sample contracts that you can use to help better protect yourself in the case of an incident at your event. These are here for you and can also be found online as a resource within the Officer Portal. Finally, if you have any questions in regards to Event Planning or need some guidance, please don t hesitate to contact us at eventplanning@lambdachi.org or at (317) Yours in ZAX, The Office of Harm Reduction 1

5 Introduction to Harm Reduction Harm Reduction is Lambda Chi Alpha s approach to risk management. The concept of Harm Reduction puts the action in the hands of the brothers of Lambda Chi Alpha, and puts emphasis on what you can do to make sure your events and activities are prepared in a manner that reduces the potential for problems or harm. In Lambda Chi Alpha, each man must recognize his role as his brothers' brother, understand his duty and act upon personal courage to take care of fellow brothers and friends of the Fraternity. The undergraduate brothers have a great stake in the ability to reduce the risk for potential harm at the chapter. The following are the Harm Reduction strategy basics that a chapter can utilize in an effort to be proactive in establishing a consensus amongst brothers on appropriate action and behaviors. Harm Reduction Strategy Basics Identify Activities and Behaviors Identify those activities and behaviors most likely to put the chapters or individuals at risk for harm. Build Awareness of the Problem Build an awareness/sensitivity to why these issues pose risk/harm. Create a Strategy to Address the Problem Develop strategies that mitigate those activities causing harm. Build Chapter Consensus to Carry Out Strategies Ensure that each brother is ready and willing to be their brother s brother. Recognition and adherence to Lambda Chi Alpha s policies, procedures, and a brother s duty to be his brothers' brother provide the greatest opportunity to reduce the risk for potential harm in the brotherhood. 2

6 You are your BROTHERS BROTHER. In Lambda Chi Alpha there is no word with greater meaning than BROTHER. As our Initiation Ritual teaches, a True Brother in Lambda Chi Alpha is owed all of the same love, respect and devotion as that you would save for a real brother. Living this in the Fraternity sense takes hard work and passion, just as it does in a family setting. So what do we mean when we remind each other that YOU ARE YOUR BROTHERS BROTHER? We mean that like in your own family, you have a duty to care and a duty to help build up and support your BROTHERS in ways that make them better men. This is what True Brothers do for one another. Lambda Chi Alpha True BROTHERS BROTHER Code As a BROTHERS BROTHER I will actively watch out for my BROTHERS by: Showing compassion and reaching out to my BROTHERS when they are hurting, depressed or simply not themselves. Caring about my BROTHERS academic success and challenging them to make the most of their educational opportunities and offering assistance to help them be better students. Intervening if a BROTHER is visibly impaired by alcohol or other substances by staying with him or finding other BROTHERS to assist in taking care of him and keeping him out of harms way. If a BROTHER is passed out due to alcohol consumption such that he is potentially in a serious medical condition, and if I am not able to wake him, I will contact others and immediately get medical assistance. Taking a stand if an alcohol impaired BROTHER puts himself or others at risk by attempting to drive, ride in a vehicle with others who have been drinking or tries to leave a function alone, and doing my best to intervene and do whatever is necessary to keep him safe and out of harms way. Challenging my BROTHERS to be gentlemen, to respect women and to not knowingly take advantage of any intoxicated person. Knowing that I am never a bystander in my BROTHERS lives and doing the best I can to make my Fraternity one that lives up to its teachings and that I have compassionate conversations with my BROTHERS when they are not doing the same. Serving as a role model for my BROTHERS to the best of my ability and to be vigilant in teaching others about the important role of being a BROTHERS BROTHER. Why is this in the Event Planning Guide? Part of your responsibility as a brother is to work with each other to be successful, but also to ensure that everyone is acting in an appropriate way with each other. When planning an event, it is crucial to ensure that the event does not reflect poorly on the fraternity or your brothers, but rather shows them in the light by which you wish to be seen. We are not our Brother s Keeper, but rather our Brothers Brother and therefore we are always looking out to protect our brothers and hold them accountable by potentially preventing events from occurring that could lead to a negative outcome. This is what BROTHERS in ZAX do! 3

7 Event Planning Guide Road Map How to Effectively Use This Guide While Completing Your Event Planning Form Identify your event. Follow the column that best matches your event. If you are unsure, go to Page 5 for help with identifying the event. No Alcohol / No Contracts No Alcohol / With Contracts Alcohol and Contracts Select the appropriate form within the Officer Portal. Go to Page 9 for help in finding the forms Turn to Page 10 and follow along as you complete the Event Planning Form Once form is complete, click Submit (located at the top of the form) High Alpha will need to approve the form High Pi needs to approve the form at least 15 days prior to the start of the event Headquarters staff will review the form Form marked completed Form Rejected or Pending Contracts: Review contracts provided by the venue. Sample contracts are available, if needed, on page 30 Insurance: If a contract mentions insurance requirements turn to page 19 for further assistance Once form is complete, click Submit (located at the top of the form) High Alpha will need to approve the form Turn to Pages to ensure all polices are being followed in regarding to alcohol use Contracts: Review contracts provided by the venue. Sample contracts are available if needed on page 30 Insurance: If a contract mention insurance requirements turn to page 19 for further assistance Complete event as described Revise form and resubmit High Pi needs to approve the form at least 30 days prior to the start of the event 4

8 The Firsts Steps of Planning a Chapter Event: Identifying Your Event If you are planning to hold an event, most likely an Event Planning Form will be needed to be completed. Any form that you wish to submit must come in at least 15 days prior to the date of the event. If you have a contract for your event the form must be in at least 30 days prior. Once the chapter has decided to host an event, you need to decide which form to submit. Any event a chapter plans to host will fall into one of the following three (3) categories: No Alcohol, No Contracts event No Alcohol, w/ contracts event Alcohol and Contracts Once you determine the type of event you need to plan, log onto the Officer Portal and complete the Event Planning Form that best matches your event. Below is a breakdown of each event and how you can determine which form best fits your chapter event needs! But how do you know if you even need to fill out a form? Below is a list of items which require a form to be submitted: Contracts have been or will be signed with a third party vendor (caterer, licensed cash bar, bartenders, rental facility, security company, bus company, etc.) The event is planned at a site more than 10 miles from the chapter house or campus The event is planned to exceed more than six hours in duration During a similar previous event, an accident or injury occurred The total number of people, including members, that will be allowed to attend will exceed three times the chapter membership (the number of associate and active members) The event is co-sponsored with another fraternity or sorority A third party has requested to be named as an additional insured on the Fraternity s insurance policy 5

9 The Firsts Steps of Planning a Chapter Event: Identifying Your Event (continued) No Alcohol No Contracts This event is the most popular event that a chapter can hold. This form is most likely going to be the one that you use for most of your events and is also the shortest event planning form to complete. Simply if you are hosting a dry event at the chapter house or a location on campus, this will most likely be the form that you complete. No Alcohol with Contracts Anytime your chapter is planning to host an event which has a contract involved it needs to be reviewed by the General Fraternity. Contracts may stipulate the vendor be named an additional insured which will be reviewed be reviewed by our insurance carrier. Either way if you are asked to sign a contract, you need to send it with your Event Planning Form before it is signed so it can be properly reviewed. Common contracts are with Bus Companies, Venues, and Security. Alcohol and Contracts This is the last form that your event could be listed as. Mostly likely you are planning a formal or a larger social event at an off campus location and using a 3 rd party vendor for serving alcohol. A common misconception is that these forms are the hardest to get marked complete, but are actually some of the safest events that you could hold as a chapter by contractually transferring risk to a third party. These forms are recommended to come in 30 days prior to your event, to allow enough time for a proper review. 6

10 Event Planning Checklist Use this list as a reference guide in the event planning process. Make sure you can check off each item that pertains to your event before you submit your planning form in for review. (Make extra copies of this form) Checklist Applicable Completed Review Crisis Management & Risk Management polices with all members before event Submit and keep a list of sober event monitors (minimum of 5) Submit contracts for all third parties including; but not limited to: Facility/Hotels, Bus company, Security, Bartenders, Vendor, Caterer, DJ / Band, Others All contracts are signed with the chapter s zeta name, not Lambda Chi Alpha. Example Lambda Chi Alpha Omega-Omega Zeta Submit a certificate of liability insurance naming Lambda Chi Alpha as an additional insured with primary coverage from all third parties. Including: Facility/Hotel, Bus company, Security, Bartenders, Vendors, Caterer, DJ / Band, Others Submit the Third Party Checklist (signed) Submit a copy of the Third Party s liquor license (make sure the license does not expire prior to your event) Submit details of the BYOB system (Tickets / punch card) Submit University Permission (If Required) 7

11 Event Planning Checklist (continued) Checklist Applicable Completed Submit details on how those of legal drinking age will be identified for participants of legal drinking age (wrist bands, hand stamps). Submitting Officer, High Alpha and High Pi log into the Officer Portal and approve the form. If you are co-sponsoring an event with another organization, submit proof that the other organization has completed their event planning process and is appropriately insured. If the event will include physical activity, submit copy of the waiver that every participant must sign before participating. If the event will include physical activity, include a detailed description of the activities. Ensure there is at least (one) 1 security guard for every 50 people if the planned attendance is over three times the chapter membership. Ensure each section of the EPF is completed fully, and nothing is left blank. 8

12 Finding Event Planning Forms ***Event Planning Forms can be submitted by all chapter officers other than High Alpha and High Pi.*** 1. Go to 2. Using your User Name and Password, login to your Officer Portal Account 3. Once you have logged in, click on the Forms option in the upper left hand side of the page. 4. You should now see four tabs at the top of the page that read; My Forms, My Approval Needed, My Pending Forms, and Completed Forms. You are currently looking at My Forms. 5. Under the heading Forms That May Be Completed At Any Time, you should have three different Event Planning Form options. Depending on the specifications of your event, you will need to determine which form is appropriate for your event: No Alcohol or Contracts- If there will not be alcohol present, no contracts signed. No Alcohol w/ Contracts- If there will not be alcohol present, but contracts will be signed. Alcohol and Contracts- If there will be alcohol present and contracts will be signed. 6. Once you have determined the appropriate form for your event, click on the corresponding link and fill out the Event Planning Form completely. Make sure to answer each of the questions and fill in all open-ended questions with a detailed response. Once you feel you have completed the form, click Save this Form and Submit. 7. Upon submission, your form will be sent to your chapter s High Alpha where he can review the form and give it a first level approval. Upon approval by the High Alpha, the form will be sent to your chapter s High Pi to be reviewed and given a second level of approval.[it is imperative that this second level of approval is completed NO LESS THAN 15 DAYS BEFORE THE EVENT IF NO CONTRACTS. 30 DAYS WITH CONTRACTS]. 8. After the second level approval, the Event Planning form will be reviewed by Headquarters Staff Members and you can typically expect a response within seven days after the second level approval by the High Pi. 9

13 Breaking Down the Event Planning Form There are 10 different sections to the Event Planning Form. Each section needs to be filled out completely prior to submission. If an area of a form does not pertain to your event simply enter O or N/A into that field. The ten Event Planning Form sections are detailed below and their importance is explained. General Information A: Event Name: list the name of the event. This should be directly related to the event; short but descriptive. Remember the title of the events says a lot about the theme of the event. This is especially important when co-sponsoring events with women s organizations. Your event title & theme should be in alignment with the values of Lambda Chi Alpha B: Date of Event: This is the date your event will be held. Most events will start and end on the same day unless it is an overnight event. C: Beginning Time/Ending Time: State the beginning time and ending time of your event. Remember to use AM and PM to describe the event timeframe. Don t assume that the person who is reading the form knows that your event is only four hours, when it could be read as 22 hours. D: Check Applicable Boxes: Read and review the noted statements and check those boxes that match your event. If the event does not meet any of these requirements, you are not required to submit the form, although it is recommended you complete the form and file it accordingly in your chapter records. E: Location: Select the location of your event from the drop down box. In case your event location is not an option, then select other and type the event location in the box. F: Purpose of Event: Click the box(s) that best represents the purpose of your event. If it is other, click other and then fill in the box. Detailed Description A: Provide a Detailed Description: This is where you provide the details surrounding the event. From event start to finish, this is where all the event activates and details should be provided to assist the reader in understanding the scope of your event. If your chapter is holding a Watermelon Bash, clearly state what events will be occurring and how they will be executed. If your zeta is hosting a social event, provide details indicating the event theme, the general activities & whether alcohol will be present. The more details provided, the easier it will be for the person reviewing your form to assist you in identifying overlooked hazards or potential risks. 10

14 B: How many times has this event been held in the past: State the number of times this particular event has been conducted in the past. C: Did any accidents occur previously: When this event has been held in the past, check yes or no if an incident or injury occurred previously. If yes, explain what steps have been taken to prevent the accident from occurring again. Crowd Control Security A: Planned Attendees: State the number of people you are inviting to your event. Include members, alumni, dates, and guests. B: How will admission be controlled?: There are a few options to this question. For all events sponsored by the chapter, attendance must be limited by a guest list. One exception are recruitment events as it is difficult to calculate the potential number of attendees. This exception may also apply to Philanthropy events, but, you should make the best possible estimate as to how many people are expected to participate. C: How many members will serve as sober monitors?: A common misconception is that if there is no alcohol at an event, then you don t need sober monitors present during your event. However those brothers acting as sober monitors will be responsible should an unforeseen emergency occur. These designated members will implement the Lambda Chi Alpha crisis management plan if needed. At least one (1) member should be assigned as a sober monitor for every total attendees. A minimum of five (5) sober event monitors should be assigned for every event.. If the chapter is anticipating more than three times the total chapter membership then professional security needs to be hired for the event. Security options include off-duty police officers, campus security, or private security companies. Whichever you choose, the chapter must execute a written contract with the security guards to ensure they will be present for the duration of the event and will not carry firearms. If you are hiring security, please provide a contact phone number and company name so contact can be made if needed. An example contract can be found in the appendix of this guide. Emergency Procedures A: Have all officers and members reviewed the Lambda Chi Alpha Crisis Management Plan? Prior to each event, your officers should review the crisis management plan & make the necessary preparations to ensure it can be implemented during your event. B: Will emergency services be on site?: This is commonly necessary if the chapter is hosting an event that involves physical activity. 11

15 Construction Contracts C: Will this event involve any physical activity?: If the answer to this question is yes, then emergency services must be on site. Events involving sports activity or other physical activity increase the potential for injury so proper risk management calls for emergency personnel to be present D: In Case of Emergency Contacts: This should be the officer in charge of the event, or the highest ranking officer that will be present at the event. A: Will there be any special construction done for this event? Simply answer yes or no. B: If yes, please explain: If the event involves any kind of construction, please provide details and explain thoroughly the scope & plans for what is to be built. Our insurance carrier may not endorse these activities and they could fall outside the scope of coverage afforded to Lambda Chi Alpha. Prior planning will help prevent the chapter spending money on construction materials that could have been used in other ways. C. Person Performing Construction: Who is the person(s) that will be completing the construction and include the phone number of where they could be reached if necessary. A: What types of property will be rented or borrowed from the contracting group?: Check the appropriate box. B: Please check all vendors that will be used for this event: Check all that apply. C. Please attach all applicable contracts: When you are planning to an event that requires a contract be sure to send the contract to the Office of Administration prior to you signing the contract. Many contracts require the provider of the service to be named as an additional insured. If that is the case, we will need to send the contract to our Insurance Company for review. If approved, there will be a $250 fee. If the chapter submits the contract(s) less than 15 days prior to the event, the insurance company charges an additional $250 a total of $500 as a rush fee. You should attach all contracts to the form and verify they make it to the Office of Administration. If they don t a member of the staff will contact you and ask you to the contracts. Additionally you should request your chapter be named as an additional insured on the third party vendor s insurance policy. 12

16 Location A: How far is the event site from the chapter house or campus: If the chapter is hosting an event more than 10 miles away from campus then the chapter needs to fill in the form. Having your event away from campus is not a bad idea, but there are additional items to consider. If your event is more than 50 miles away from campus, then drivers contracts need to be completed and submitted to the Office of Administration. If the event is more than 120 miles away from the campus, then the chapter needs to hire a professional transportation company. Such as a bus company. Lambda Chi Alpha and our insurance carrier will not support events where chapter members are required to drive more than 120 miles by themselves to the event. B: If carpooling, list the drivers: If you have a list of members that are driving people, then list their names here. Any member listed should remain sober at least 12 hours prior to and for the duration of the event, and they will also be required to sign a driver s contract if the event location is greater than 50 miles away from campus. C: If more than 10 miles how will members and guests travel to the event?: Check the appropriate box for your event. Event Length A: Is this event planned to exceed six hours in duration?: Select yes or no from the drop down menu. If you select no you can skip down to the fourth question. If yes, then you need to answer the following questions. B: If yes, why will the event exceed six hours in duration?: A brief, but thorough, explanation is needed as to why your event is planned to exceed six hours. C: What will be the duration?: Record the number of hours the event will be. D: Will ample food (non-salty snacks) and non-alcoholic beverages be available?: Regardless whether your event has alcohol or not, it is encouraged to have non-alcoholic beverages available. Specifically if there is alcohol, any underage member should have non-alcoholic beverage available at the chapter s expense. This is commonly only relevant to social events. E: Who will provide the food?: Please provide the name of the members or the organization providing the food. F: Phone: Please provide the phone number of those providing the food. 13

17 Cosponsors A: Will another fraternity or sorority cosponsor this event?: Select yes or no from the drop down box. If no, proceed to the next section. B: This section is for attaching the permission of the organization that you are working with to ensure they are allowed to conduct this event. Specifically, this is proof that the other organization has completed their own event planning paperwork and has received support of the event from their Headquarters or appropriate alumni advisor. C: Will there be alcohol at the event?: Yes or no response. D: Does the other organization have permission to conduct this event if approval is required?: This answer, if yes, should be supported with documentation above. E: What fraternity or sorority is cosponsoring the event?: Please enter the name(s) of the organization(s) cosponsoring the event. F: Does this organization have insurance?: Most likely this answer is yes, but you can determine by asking the organization. G: Do both organizations appear on all contracts?: If you are co-sponsoring with another organization, both organization names have to be on all of the contracts. This is to insure both parties have equal risk & exposure. H: Have officers from both organizations met to establish plans?: If the chapter is planning to co-sponsor an event, it is important to ensure all co-sponsoring organizations have a thorough understanding of how the event will be executed so they can educate their respective members on the procedures for the event. I: Will the alcohol policies of all organizations be followed?: It is important to recognize that each cosponsoring organization may have different alcohol polices. Alcohol Monitoring A: Will alcohol be present at this event?: Yes or no answer. B: Is written permission required by the University for Alcohol use at the event?: If the answer is yes, attach the permission at the top of the event planning form in the University approval section. C: Have you read and do you understand the policies of Lambda Chi Alpha?: Yes or no answer. If you have questions about our polices, see the polices at the back of this guide or eventplanning@lambdachi.org. D: Does the use of alcohol at this event comply with these policies?: Yes or no answer. 14

18 E: When will alcohol be permitted?: (Before, During, After, etc.) Answer within the space provided. F: How is alcohol provided during the event?: (BYOB, 3 rd Party Vendor, etc.) Answer within the space provided. G: Who will serve alcohol?: Only professional bartenders, chapter members of legal age and alumni can distribute alcohol. There cannot be any open access to alcohol or other way of distribution. Serving alcohol must follow the guidelines outlined within the Lambda Chi Alpha BYOB policy. H: What types of alcohol will be present?: During a BYOB event those of legal drinking age are limited to bringing six (6) beers or four (4) wine coolers per person. If the chapter is hosting an event which is at a location that is licensed to serve liquor by the vendor, then hard alcohol is allowed. I: What charge, if any will be made for alcoholic beverages?: The only charge that can be assessed when a chapter is hosting an event with alcohol is by the 3 rd party vendor. The bartenders can charge by drink only. Chapters cannot pay for alcohol, or be given a reduced rate, or agree to cover a certain amount of alcohol purchases. Additionally, admission cannot be charged to any person attending a social event sponsored or cosponsored by Lambda Chi Alpha when alcohol is present. J: Describe in detail the check-in process for alcohol and what method will be used to limit consumption?: This is only necessary if the chapter hosting is a BYOB event. Punch card, bartender, or a ticket system, are examples of effective methods to limit consumption, but detail is required for accuracy of system. K: Will ample non-alcoholic beverages be provided without charge?: If the chapter is hosting an event with alcohol, then non-alcoholic beverages should be provided without charge to any guest or member attending your event. L: What time will you begin serving alcohol?: State the time in hh:mm AM/PM (ex. 10:00 PM) M: What time will you finish serving alcohol?: Service of Alcohol should end at least one hour before the end of the event. N: How will the verification of legal drinking age be accomplished?: Any of the three choices: Unremovable wrist bands, Non-Transferable hand stamps, or checking ID s every time are acceptable forms of verification. O: How will those persons of legal drinking age be identified?: Any of the selections are acceptable forms of identifying a guest or member of legal drinking age. P: What procedures will be taken if minors are observed drinking? If a guest or a member who is underage is observed drinking what steps will the chapter take to stop & prevent 15

19 this behavior?: This answer should be outlining for both members of the chapter as well as guests who attend your event. Q: Will public transportation be provided for individuals that have consumed alcohol?: Yes and recommended! 1.) If yes what type: Any of the noted actions will work well. If other, please complete the appropriate box provided. 16

20 Frequently Asked Questions When do I need to submit an event planning form? Event planning forms need to be submitted when your event meets one of the seven guidelines that are on the Event Planning Form. If it does, then submit the form that best fits your event, be it Alcohol and Contracts, No Alcohol with Contracts, or no alcohol no contracts. Why do I need to submit a form? It is our goal to help educate our members on how to properly plan events & to ensure the polices of Lambda Chi Alpha, FIPG and our insurance carrier are met. By submitting a form we assist you in identifying any issues with your event and offer to help your event to comply with Lambda Chi Alpha policy while helping to make your event safe. How far ahead of time do I need to submit my form? All forms without contracts are due a minimum of 15 days prior to the event. Any event that utilizes contracts are due 30 days prior. This provides our staff adequate time to review the forms and return feedback on the event before it occurs. My event has no alcohol; do I still need sober monitors? Yes! Sober event monitors are needed at all of your events because they are there specifically to assist in a time of an emergency. Even if your event doesn t have alcohol, you still need 1sober event monitor for every total anticipated people at your event. Do I always need a guest list? Any social event you have should have a pre-determined guest list to ensure you know how many and who is attending your event. The exception is if you have a Philanthropy event or a Recruitment event then you should provide an estimate how many people will attend, but an exact number is not required. Who should be a sober event monitor? Both brothers and associates should be considered to help serve as sober event monitors. Big brother and little brother pairs are an excellent way to teach younger members how to be an effective sober event monitor. Associate members should not be the only members that are sober event monitors. Other organizations don t have to submit event planning paperwork, why do we? We have event planning paperwork to ensure that your chapter adheres to Lambda Chi Alpha polices while helping to keep your events as safe as possible. Additionally, if there are any additional insured requirements outlined in contracts that you may be signing, our team will help you identify these and other concerns that will help you make a responsible choice selecting 3 rd party vendors. 17

21 What types of events aren t allowed? Most events involving water are not covered by our insurance carrier. (i.e. pools, oceans, lakes) Additionally due to the number of accidents that have occurred; slip n slides and tug-of-wars are no longer covered events. If you have an idea for an event and you re not sure, ask! If I have a multi-day event do I have to submit more than one (1) event planning form? Yes! Although this may be all consistent with one event, each day needs a separate form. This is only needed for social events that are overnight trips that are multi-days. A week long philanthropy event does not require multiple forms to be completed. Its past that 15 or 30 day time limit, should I still submit a form? Yes. Although we can t guarantee that the form will be marked as completed. It is better to submit a form and have your event details organized. If you are less than 15 or 30 days prior to the start of your event, you can fill out the form and keep it for your records at the chapter. I am signing contracts, should I just put Lambda Chi Alpha? No. When signing a contract be sure to put your zeta designation on the form. For example if your zeta is Nu-Nu, all contracts should be in the name of Nu-Nu Zeta of Lambda Chi Alpha. This ensures that you are only including your particular chapter on the contract. I have been asked to additionally insure someone, what does that mean? If a company or person wants to be additionally insured that means that they are asking to be named on and covered by Lambda Chi Alpha s insurance policy. Because the chapter is buying insurance it needs to go through our insurance company. That means that you are buying insurance for your chapter. This is not a free service however. Every additional insured person is an additional $250. If you submit the request less than 14 days, then there is an additional $250 (Total $500) from our insurance carrier. If you need extra coverage, get the form in early! I submitted my form, but I haven t heard anything back? Many chapters deal with this issue. Most likely you have submitted your form but it is sitting in the pipeline. To get an Event Planning Form to headquarters there is a three step process. 1.) The original officer needs to submit the form on the Officer Portal. 2.) Once he submits the form, the High Alpha needs to log in and approve the form. 3.) Once he approves it, the High Pi must also log in and approve the form. Once the High Pi approves, then it comes to headquarters. Be sure to notify your High Pi and High Alpha after submitting forms! The 15 day deadline starts once your High Pi approves the form. I have a question about Event Planning, who do I contact? Eventplanning@lambdachi.org and a member of the Harm Reduction Staff will answer your question! 18

22 APPENDIX I: INSURANCE AND CONTRACTS Renting Facilities & Equipment Facility/Equipment Inspection Often a chapter event will call for leasing, renting, or borrowing a facility or equipment. A brother of the chapter should inspect the facility/equipment. If the inspection reveals anything that can be considered hazardous to spectators, guests, members, or other participants, it should be identified and corrected by the owner or identified in the contract. DO NOT AGREE TO USE ANY FACILITY OR EQUIPMENT THAT IS UNSAFE! Some examples of exposures to loss due to unsafe facilities and/or equipment: Fires Diving Boards at pools Bleachers Sidewalks Ice Carnival Rides If a contract is signed by the chapter that agrees to the facility/equipment "as is," the chapter is assuming liability for injuries to members, guests, and other participants. Remember to always have chapter legal counsel review each contract associated with a chapter event before it is signed by the chapter. Note: The local Fire Marshall typically has various policies that the chapter must know and observe. The policy that will probably affect a chapter event pertains to the number of persons allowed in a facility. A Facilities Agreement can be found at the end of the Event Planning Guide. Each time the chapter must use a facility that will be leased, rented, or borrowed, this agreement should be signed. Hold Harmless Agreements The involvement of third party vendors (for example, leasing, renting, or borrowing facilities) will sometimes require the chapter to provide an indemnity agreement to the facility owner. An indemnity agreement, often a Hold Harmless Agreement, states that the chapter indemnifies the owner. In other words, the chapter will not transfer any liability for a claim to the owner and will assume owner's liability and defense obligations. The chapter should never enter into an indemnity agreement, specifically a Hold Harmless Agreement, without contacting the chapter's legal counsel first. 19

23 Certificates of Insurance A certificate of insurance is a sheet of paper that outlines the types of liability coverage that an insured (policyholder) maintains. The limits of coverage (the most the policy will pay for a claim) are also stated. When using a third party vendor, a certificate of insurance must be obtained from the vendor. This certificate of insurance verifies that the vendor's liability insurance coverage names the chapter, the house corporation, and the General Fraternity as additional insured. Requesting Certificates of Insurance If your chapter is in need of a copy of a Certificate of Insurance, please make your request by calling Lambda Chi Alpha Fraternity at or by ing harmreduction@lambdachi.org. In the request, please include: The name, physical address, address, phone number, and organization name of the person requesting the certificate All supporting documents that indicate the reason or written request showing why the certificate is being requested. All information for a third-party organization, in the case the third party is requesting a copy of the Certificate of Insurance or proof of insurance. Adding Additional Insured s Any requests to add third parties, such as universities and colleges, landlords, or special event sponsors to the Lambda Chi Alpha group liability insurance policy as Additional Insureds, must be made in writing and be accompanied with appropriate documentation. These requests take approximately two weeks to process, so please plan requests accordingly. The insurance company charges a $250 fee to add a third party as an additional insured under the policy. If your request comes in less than 14 days prior to your event, there is an additional $250 charge. The third party is requesting to be added with primary coverage it is a $500 charge. The following are provisions of being an Additional Named Insured: Who is an insured (SECTION II of our Insurance Policy which is located on Officer Portal) is amended to include as an additional insured the person(s) or organization(s) shown in the schedule above, but only with respect to any bodily injury, property damage, personal injury or advertising injury arising solely out of an occurrence or offense by an insured. The insurance does not apply on any basis to bodily injury, property damage, personal injury or advertising injury arising out of an occurrence or offense by the additional insured. This insurance is excess over any other insurance, including any self-insured retention or deductible portion thereof, whether primary, excess, contingent, or any other basis, available to the additional insured unless the first named insured has agreed in a written agreement for this insurance to apply otherwise. 20

24 James R. Favor & Company Fraternity / Sorority Risk Management & Insurance Program Requesting "Certificates of Insurance" & Risk Management Services Providing a Certificate of your Insurance to another party may be the last chance you will have to apply Risk Management techniques to a given exposure or potential loss situation. To provide Risk Management Services, our staff and your legal advisors need complete information, documentation and adequate lead-time. Your cooperation in following the procedures outlined below will enable our staff and your legal advisors to provide you with effective, and prompt Risk Management Services in response to your Certificate of Insurance Request. 1) Written requests from the party requesting a certificate of your insurance will speed Risk Management evaluation, response, and minimize errors by providing details of the requirements and communications information. 2) To accurately issue certificates of insurance the following information is needed: Fraternity or Sorority Name, Chapter Name, School, Mailing Address, The Parties Concerned, Insurable Interests, The Reason for Providing a Certificate, Contact Information, Date Required, and Cancellation Requirements. For lenders the Customer or Loan Number and Required Property Values may be necessary. 3) Requests and supporting documentation should be received in our office 30 days before the certificate is needed. This permits the time needed for gathering added information, review by your legal counsel or the insurance company, and accomplishing adjustments as necessary. 4) Review all contracts with your legal counsel before execution. We do not offer legal advice or draft contractual agreements. We will be pleased to assist your legal counsel in reviewing the risk management considerations of contracts. 5) Functions, Special Events and any Additional Insureds deserve special attention in order to review and attempt to minimize your exposures. Certificate requests for these types of activities should include a complete function planning form including all the appropriate attachments. 6) Risk Management Services and Certificates of Insurance are provided at no charge. Extra charges may apply for Additional Insureds, and for any extra expenses incurred for priority handling. (Express Mail, Federal Express). 7) Certificates of Insurance will provide the policy numbers, underwriters, policy period, coverages, limits and deductibles. 21

25 How does this apply to you? Dealing with contracts and vendors can be difficult. Our main goal when working with you, is to make sure that the every contract you sign doesn t put you or the General Fraternity in a position that we cannot support in you. There are too many polices and restrictions within contracts that are helpful for you, as the chapter. So, when you are planning an event, always try to keep in mind some keys points: If you are in need of a contract, make sure you place the Zeta Designation for the name. If you need a certificate of insurance or are requesting an additional insured, harmreduction@lambdachi.org All Event Planning Forms need to be received by the Office of Administration at least 30 days prior to the start of the event. If the company you are working with requires an Additional Insured, remember that it will cost the chapter $

26 APPENDIX II: MANDATORY RESOLUTIONS Below you will find (4) four mandatory resolutions that are excerpted out of the Constitution and Statutory Code. These are resolutions that are voted on by the undergraduate delegation at General Assembly s where undergraduates hold 66% of the vote. These can be found both on Officer Portal and at the back of your Constitution. RESOLUTION APPROVED BY THE FIFTY-THIRD GENERAL ASSEMBLY PHOENIX, ARIZONA, 2010 A Mandatory Resolution on Alcoholic Beverages Be It Resolved by Lambda Chi Alpha, originally convened at the 1988 General Assembly, that the following policy be adopted as official policy of Lambda Chi Alpha Fraternity (Amended by the 1992 General Assembly): POLICY ON ALCOHOLIC BEVERAGES Recognizing its responsibility for the social well-being and welfare of its members; and with the objective that the social atmosphere and environment of its Chapters be one in harmony with the spirit and ideals of this Fraternity; Lambda Chi Alpha Fraternity adopts this policy related to alcoholic beverages. 1. The possession, consumption, and distribution of alcoholic beverages on the premises of any Chapter or at any entertainment or function given in the name of, or for the benefit of, Lambda Chi Alpha Fraternity shall not be in conflict with institutional, state, provincial, or local regulations and policies. 2. There shall be no sale of alcoholic beverages by a Chapter. 3. Chapter funds shall not be used to purchase alcohol. 4. No Chapter shall sponsor or co-sponsor any activity that is classified as an open party that is characterized by unrestricted and/or public access to alcoholic beverages. 5. No Chapter may co-sponsor an event with an alcohol distributor, charitable organization or tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol) where alcohol is given away, sold, or otherwise provided to those present. 6. No Chapter or individual member shall support, under any circumstance, the practice of highrisk or binge drinking. High-risk drinking shall be defined as the drinking of alcoholic beverages with the intention of becoming excessively intoxicated by consumption of alcohol over a short period of time. 23

27 7. No member shall permit, tolerate, encourage, or participate in drinking games on Chapter premises or at any Chapter activity or function. 8. No alcohol shall be present at any associate member, pre-initiation, or initiation activity of the Chapter. 9. Designated drivers shall be available in sufficient numbers at any function where alcoholic beverages are present. 10. Adequate procedures shall be used to admit only invited guests to Chapter events. 11. The presence of alcoholic beverages shall be monitored in an appropriate manner to assure compliance with the risk management guidelines of Lambda Chi Alpha Fraternity. 12. The Fraternity directs its Chapters to implement a membership recruitment program that eliminates the use of alcoholic beverages.115 Fortieth Edition 13. Chapters are directed to develop a comprehensive alcohol awareness program of education on the responsibilities and liabilities of alcohol possession, consumption, and distribution. 14. The Fraternity directs its Chapters to develop a balanced social program that incorporates creative, non-alcoholic oriented programming. 15 The Chapter Executive Committee is directed to supervise the design and implementation of the Chapter s social program so that it conforms to the spirit of this policy. It is further directed to take corrective and/or disciplinary measures when warranted on any individual who negatively affects the well-being of a Chapter through misuse or over- indulgence of alcoholic beverages. The Lambda Chi Alpha Fraternity bases its position upon recognition that clear evidence exists that the misuse of alcoholic beverages can erode the foundation of fraternalism and diminish the complete attainment of the goals and objectives of Lambda Chi Alpha and the educational community. 24

28 RESOLUTION APPROVED BY THE THIRTY-NINTH GENERAL ASSEMBLY NASHVILLE, TENNESSEE, 1982 A Mandatory Resolution Regarding Illegal Drugs Be It Resolved by Lambda Chi Alpha Fraternity, duly convened at the 1982 General Assembly, that the following be adopted as the official policy of Lambda Chi Alpha Fraternity: POLICY ON ILLEGAL DRUGS Recognizing that the use of illegal drugs has adversely affected the morale, operations, and standards of its collegiate Chapters, Lambda Chi Alpha Fraternity adopts this policy related to the use of such drugs within the Fraternity. 1. There shall be no possession or use of illegal drugs, including related paraphernalia, in Chapter houses, on Fraternity premises, at Fraternity functions wherever held, or in any other fashion that would be connected in any way with the Fraternity. Violation by a member or a Chapter is an offense against the Lambda Chi Alpha Fraternity, which shall not be tolerated. 2. Chapters are to strictly enforce this policy as prescribed in Article X of the Constitution, as well as to take a positive educational approach on illegal drugs in preventing problems affecting a Chapter. 3. The Grand High Zeta is directed to take the necessary action, where warranted, to enforce this policy as to individual members and Chapters. 4. The Administrative Staff is further directed to obtain and/or develop appropriate materials for an educational program dealing with drug usage. The materials should be appropriate whether or not a Chapter currently has a drug problem. 5. The Fraternity encourages each Chapter to implement a comprehensive educational program dealing with drug usage and its injurious effects on the individual member and on the well-being of our Chapters. 6. The Fraternity s position is based upon the recognition that clear evidence exists that the use of illegal drugs, including marijuana, is both injurious to the individual member and detrimental to the well-being of its Chapters. 25