University of Louisville Policy for Hosting Events with Alcohol for Recognized Student Organizations and Councils
This policy applies to all University of Louisville, Recognized Student Organizations and Councils which sponsor, cosponsor, host, arrange, organize, participate in, or otherwise facilitate events, (activities, functions, parties, gatherings, etc.) where alcohol is served or consumed that are held on campus or off campus when University funding is used for the event. Changes of this policy will be approved by the Dean of Students. Failure to observe these guidelines may result in conduct charges and sanctions against the Recognized Student Organization(s) and Council(s).
The Dean of Students or designee will evaluate each event and notify the student organization and council if the event has been approved or not. The Dean of Students or designee’s decision is final.
Section 1 - Alcohol Laws and University Rules
The Code of Student Conduct (http://louisville.edu/dos/students/code-of-student-conduct.html) prohibits the following:
- Providing alcoholic beverages to individuals less than 21 years of age, or possession or use of alcoholic beverages by individuals less than 21 years of age.
- Unauthorized possession of an open container of an alcoholic beverage.
- Unauthorized distribution of alcoholic beverages or possession of alcoholic beverages for purposes of distribution.
- At an event involving alcoholic beverages, the cost of the alcoholic beverages may not be included or sold directly or indirectly through any means such as tickets, admission charges, meals, entertainment charge, or donations.
- University allocated funds must not be used to purchase alcoholic beverages.
Section 2 - Event Notification
Prior to submitting the event form, you must contact the Assistant Director for Student Involvement or her designee (email@example.com). If the date of your event is approved, you will then proceed to the Event form. Events are submitted at: https://louisville.edu/engage. Events occurring off campus which are not University sponsored or funded do not require registration with the Office of Student Involvement provided the mandatory education requirement has been met.
Refer to the Guidelines for Hosting Events with Alcohol, Article III, Section 3.1 for detailed instructions.
- Events where alcohol is present may only be held in certain approved locations. Events may not be held at on-campus Fraternity and Sorority facilities.
- The Event Notification form must indicate the anticipated attendance and specific arrangements made for supervision and security at the event.
- The Event Notification form must be submitted a minimum of twenty-one (21) calendar days in advance of the event to the Office of Student Involvement. Without proper notification (21 days), we reserve the right to cancel events or ban alcohol from the event.
- Event notification forms must include the name of at least one advisor that will be in attendance at the event.
Section 3 - Event Requirements
All events where alcohol is served must have the following provisions:
- Any event held on campus or funded by the University MUST utilize an insured, licensed, third party vendor and MUST be a cash Bar.
- The sponsoring organization and the contracted vendor must take steps to identify members and guests of legal drinking age, including the check of an officially issued state or federal identification.
- Soft drinks or other non-alcoholic beverages such as water, punch, and fruit drinks should be available in the same location and be featured as prominently as the alcoholic beverages during the entire time alcoholic beverages are being served.
- Food and/or snacks should be prominently displayed and available during the entire event.
Section 4 - Event Supervision and Security
Recognized Student Organization and Council officers and/or event organizers are responsible for arranging with the Office of Student Involvement appropriate supervision and/or security for events where alcohol is served or consumed.
- At least one of the advisors/staff/faculty who are listed on the event notification form should be present during the entire length of the event. Advisor/supervisor substitutions are only made on an emergency basis and must be approved in writing prior to the event by the Dean of Students or designee.
- For on-campus events involving 100 or more persons or those parties open to the public, Recognized Student Organizations or Councils shall also provide, at their own expense, supplemental security through the University Police. The Recognized Student Organization or Council must contact the Office of Student Involvement at least twenty-one (21) calendar days prior to the event to arrange for supplemental security coverage. In the event that the Recognized Student Organization or Council needs to cancel Police services, notification must occur at least 72 hours prior to the scheduled event or the organization will be billed. The Student Organization or Council contact person should notify the Police Operations Commander at 852-6111 and Julie Onnembo at 852-0317 to cancel Police services.
Section 5 - Education Requirement
At least two executive officers, one of whom must be the Recognized Student Organization/Council President or Social Risk Management Chairperson or their equivalents, must attend an alcohol education session. The President of the Recognized Student Organization/Council must sign an Acknowledgement and Review Statement indicating that the Alcohol Guidelines have been reviewed with the membership. The Acknowledgement and Review Statement must be returned by the deadline established annually. If executive officers do not meet the requirements listed above, no events involving alcohol will be approved.
Section 6 - Failure to Follow Guidelines
Recognized Student Organizations, Councils, organizational leaders, and organizational members may be held accountable to both the University of Louisville and to criminal/civil authorities for violation(s) of the Alcohol Policy; governmental laws or ordinances; or any University rules, regulations, or policies approved by University officials. Recognized Student Organizations, Councils, organizational leaders and members are subject to U of L conduct proceedings regardless of the pendency of criminal/civil proceedings or other University proceedings.