SACRED HEART UNIVERSITY STUDENT ORGANIZATION EVENTS INVOLVING ALCOHOL

Transcription

1 SACRED HEART UNIVERSITY STUDENT ORGANIZATION EVENTS INVOLVING ALCOHOL For all social events involving alcohol (i.e., socials, semi-formals, formals), the event must be submitted through the event registration system as an off-campus event at least 45 days in advance. Additionally, the student organization president and the individual responsible for planning the event must meet with the Director of Student Activities or Greek Life 14 days prior to the date of the event. At the time of the meeting, documentation related to the Risk Management Checklist (forms A-C) must be completed and signed by the student organization president, individual in charge of the event, and the student organization advisor. Failure to complete these requirements within the 14 day deadline will result in cancellation of the social event. Further, failure to provide an alphabetized list in an excel spreadsheet, two weekdays from the event will result in cancellation of the event. For example, should an event occur on a Friday, all lists will be due Wednesday. For an event occurring on a Saturday, all lists will be due on Thursday. RISK MANAGEMENT INFORMATION General Expectation and Information Executive board members will role model mature behavior and hold members accountable for inappropriate actions and decisions. Members are responsible for their dates/guests. No underage drinking will take place and the student organization will take all necessary measures to guarantee and ensure that underage drinking does not occur. No exceptions will be made regarding the time frame for planning an event involving alcohol. Not adhering to the 14 day deadline will result in cancellation of event and possible forfeiture of facility deposit and/or additional expenses. Events require an official start time and an official end time. The event starts upon departing from campus and the event ends when all participants are safely returned to campus. The location for events must be closed to the public only Sacred Heart University students and approved guests are permitted. A third party vendor is required to serve alcohol. The vendor must complete and adhere to expectations outlined in Form B. Participants violating University policies, state or federal laws will be subject to University conduct sanctioning and chapter sanctioning if applicable. Final signatory approval for the event is at the discretion of Student Life staff. For Fraternities and Sororities, all National Headquarters risk management procedures and University policies will be respected and adhered to. Chapters must gain confirmation, in writing, from their National Headquarters that shows knowledge of the event prior to Greek Life approval. Transportation Transportation must be provided to all attendees to and from the event. Under no circumstance can an individual drive his/her own vehicle. There must be designated 2 Risk Monitors per bus from the student organization who arrive 10 minutes early to assist in loading the buses. The individual planning the event must also arrive 10 minutes before the assigned meeting time and oversee the bus loading process. Buses will pick-up members on campus. All participants are required to return to campus on the same transportation. Risk Monitors will be responsible for checking all bags and purses prior to individuals loading buses. Members who have been consuming alcohol prior to the event will not be allowed to attend the event. Water bottles, unless sealed, will not be permitted on the bus.

2 Identification and Lists An excel spreadsheet must include an alphabetical list of all members and guests/dates attending the event. Birthdates must be provided for all individuals age 21 and over. Guest List is due to the Student Activities or Greek Life Office two (2) week days prior to the event. No changes may be made to the guest list once it has been submitted. Alumni are only permitted to attend if they are listed on the guest list as the guest of a member of the organization. Alumni are required to take the bus transportation to and from the event. Members must present two (2) forms of identification to third party vendor, bartender, and/or police officer. The facility is expected to check two (2) forms of identification at all times. Those 21 and over must be wrist-banded by the venue. The Office of Greek Life or Student Activities will provide wristbands to the student organizer of the event. The venue must have a separate area for the bar in which only members and guests who are 21+ can enter. Alcoholic beverages may not leave the designated bar area. At the Event Student Organizations must have at least one local police officer present at the event. Shots and open bar are strictly prohibited. Individuals may only purchase one drink at a time. Executive board members, as well as facility personnel, will monitor event. Members and dates will be sent home in a taxi at their own expense should they act inappropriately. Individual health and safety are of utmost importance in these situations. One (1) Risk Monitor, who must remain sober throughout the event is required per 20 participants. Non-alcoholic beverages and food must be provided. If it is deemed that a student be transported to the hospital, the student will be responsible for their own transportation back to campus.

3 Event Information: EVENT DETAILS (FORM A) Sponsoring organization: Name of venue*: Location/address of venue: Venue contact person and phone: Name and purpose of event: Type of Event: Date Party or Semi-Formal/Formal Social or Co-Sponsored Party Other: List type of alcoholic beverages to be present: Beer Liquor Wine Food provided by: Venue Organization Date of event: Start time: End time: Number of individuals attending event: Number of Risk Monitors required (1:20): *Alcohol must be sold by the 3 rd party vendor listed above. Vendor complete FORM B Student Organization Leadership: Name of individual responsible for event and phone: Student Organization President and phone: Identification and Lists: (If co-sponsoring an event, signatures are needed by both organizations) Attach an excel spreadsheet with a list of all student organization members and guests/dates, including birthdates, indicating whether or not they are Sacred Heart University students. It will not be possible to edit this list once submitted. I have read and understand all aspects of the Risk Management Checklist and the accompanying forms. I will ensure as the student leader responsible for this event, I will adhere to all policies outlined and will enforce these procedures with all event participants. In addition, I certify that the information provided is complete and accurate. Signature of individual responsible for event Date Signature of student organization president Date Signature of student organization advisor Date

4 THIRD PARTY VENDOR CONTRACT (FORM B) To comply with risk management guidelines, all organizations must hire a third party vendor to serve alcohol at events. Compliance is achieved when the third party vendor provides documentation of the following: 1. The vendor must be properly licensed by the appropriate local and state authorities. This might involve both a liquor license and a temporary license to sell on the premises where the function is to be held. 2. The vendor must be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed certificate of insurance prepared by the vendor s insurance provider. A copy of the insurance policy must be provided. 3. The vendor must accept all responsibilities that any purveyor of alcoholic beverages would assume in the normal course of business: a. To verify the age of individuals who are purchasing alcoholic beverages. b. To not serve individuals who appear to be intoxicated. c. To not serve minors. d. To maintain control of all alcohol containers. e. To collect all remaining alcohol at the end of the function (no excess alcohol opened or unopened is to be given, sold, or furnished to members of the organization). f. To serve only one drink at a time, per customer. g. The event is for Sacred Heart University students and guests only, not open to the public. h. Shots and open bar are strictly prohibited. i. The facility is expected to check two (2) forms of identification at all times. j. The facility is expected to wrist band anyone 21+. Wrist bands will be provided by the Advisor of the event. k. There must be separate area for the bar in which only those who are 21+ can enter. Alcoholic beverages may not leave the designated bar area. By signing below, the vendor agrees to adhere to the above responsibilities and requirements. The vendor also understands that should these guidelines be violated, the business will be rejected for future events. Vendor s signature: Date: Contact information for questions or to fax paperwork: Laura Arena Sacred Heart University 5151 Park Avenue Fairfield, CT Fax: [email protected]

5 RISK MONITOR CONTRACT (FORM C) The sponsoring organization must: 1. Have 1 Risk Monitor per 20 event participants. 2. Submit one completed Risk Monitor Contract per person. 3. Utilize all members for this responsibility, not just new/underage members. 4. At least half of the risk monitors must have been a member of the organization for two or more semesters. 5. If fraternity or sorority, new members who have not been initiated cannot serve as a Risk Monitor. CONTACT INFORMATION Sponsoring organization: Location and date of event: Risk Monitor name: Date of birth: DUTIES OF A RISK MONITOR INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING: In partnership with the staff/security/bartenders of the third party vendor, the Risk Monitor shall serve as a liaison for the sponsoring organization and monitor or communicate any issues that arise in the following areas: 1. Food and non-alcoholic beverages are available throughout the event. 2. Intoxicated individuals are not served/continue to consume alcohol. 3. Members/guests do not leave the function intoxicated. 4. Attend to safety issues immediately. 5. Contact event security and event advisor as appropriate. I agree to be a Risk Monitor throughout the entire event. I will not consume alcohol nor use illegal substances at least eight hours prior to the event or during the event. As a Risk Monitor, I am responsible for assisting with and ensuring that my organization conducts its event in compliance with Sacred Heart University policies and per the criteria established by the Risk Management Policy Checklist. Further, I understand the importance of my role as a Risk Monitor to ensure the safety of student organization members and invited guests. PRINT NAME SIGNATURE/DATE CELL PHONE

6 FOR OFFICE USE Date received in office / / Received forty-five (45) days prior to event: Submission of online Event Registration request for off-campus event Received fourteen (14) days prior to event: (Form A) attached with appropriate signature (President, individual responsible for event, student organization advisor) Third Party Vendor Contract (Form B) and copy of liability insurance attached or faxed If applicable, Proof of National confirmation of event (i.e. copy of /letter from National Representative) Risk Monitor Contracts (Form C) Meeting completed with Director of Greek Life or Student Activities Received two (2) weekdays prior to event: Typed guest list in alphabetical order (last name, first name, birthday, SHU Student) attached Office of Student Life Signature: Date / / Above signature serves as approval of social event registration with the information provided. If any information regarding the event should change from what is approved on this form, the event is no longer permitted without resubmitting.