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Appendix III: Events Where Alcoholic Beverages are Served

Appendix III: Events Where Alcoholic Beverages Are Served

Scope: This policy applies to all student events and student organization-sponsored events at which alcoholic beverages are served.

ABC Banquet/Special Event License: The university (and/or VA Department of Alcohol Beverage Control) may require a license from the Virginia Alcoholic Beverage Control Board for certain events. The event organizer is responsible to check and secure any license in advance. Allow two weeks for processing. Submission of an application for an ABC license does not guarantee approval. Students may obtain applications from the Office of Student Leadership Development. Advertising (for non-private events):
1. Advertising means publicity that promotes attendance at any event. It includes, but is not limited to ads, posters, flyers, or electronic media.
2. Advertising for private functions is prohibited.
3. Advertising for campus-wide events, banquets or events with a Special Event License, or any event that involves the sale of alcohol must be limited to the campus.
4. Advertising for non-private events must include the name of the sponsoring organization and a statement indicating that a William & Mary ID and proof of age are required for entry into the event. Advertising cannot focus on alcohol consumption and should be limited to the type of function, location, date, time, and entertainment.
Alternative Beverages and Food Items: Non-alcoholic beverages must be visible and available on the same basis as any alcoholic beverages served at approved functions. The event host is responsible for providing appropriate food items and sufficient quantities to last throughout the function as long as alcoholic beverages are present.
Entrance and ID checking:
1. A completely sober individual (who has refrained from consuming any alcohol) must check to ensure that every guest either has a William & Mary ID card or is accompanied by a William & Mary student with a valid ID. An additional ID that provides proof of legal drinking age is required to consume alcohol. The use of false, altered, or borrowed identification of any type is lying, an infraction of the Honor Code, and is also a criminal offense.
2. Wrist Bands/Hand Stamps– At functions where alcoholic beverages are served, sold, or consumed, the sponsoring organization must distinguish between those of age and those underage by either a separate drinking area or by use of wrist bands and/or hand stamps.
Event Management:
1. All registered events require at least one "Event Manager." The Event Manager takes full responsibility for management of the event. Events where the alcohol is served/provided by the hosting organization must have a University Intervention trained Event manager. Events where the alcohol is served by licensed caterer are encouraged, not required, to have a University Intervention trained Event Manager.
2. All Event Management Staff must be sober (have refrained from consuming any alcohol).
3. Events where alcohol is provided/served by the hosting organization:
  1. If the event has more than 25 guests: at least one Event Manager and one server is required
  2. If the event has fewer than 25 guests: the Event Manager may also be the Server.
4. Additional event management requirements:
  1. Two individuals stationed at main entrances for any event with more than 50 guests.
  2. One individual stationed at each additional point of entry/exit.
  3. Minimum of one monitor per 50 guests, whose purpose is to address violations of the alcoholic beverage policy that are not occurring at the bar and/or entrance to the event.
  4. Monitors are strongly encouraged to have completed university training. This training is required for Event Manager and Servers.
5. The consumption of alcohol at/around/adjacent to events that have been scheduled or registered as non-alcoholic is prohibited. Host organizations may be held responsible for alcohol consumption at events they register as non-alcoholic.
Event Management Planning Meeting: Student organizations hosting events with alcohol will be required to participate in at least one planning meeting with a representative of the Student Event Approval Committee in preparation for the event(s). This meeting should take place at least one week prior to the date of the event.
Event Managers:
1. Are responsible for registering the event with The Office of Student Leadership Development and participating in an event management planning meeting with a representative of the Student Event Approval Committee.
2. Are responsible for supervising the serving and management of alcohol.
3. Are responsible for designating the Event Management Staff for the event and for ensuring that they carry out all responsibilities of the Event Management Staff.
4. Are responsible for the process of checking identification and verification of those eligible to be served throughout the entire event.
5. Must be present in the area where the alcohol is being served and consumed throughout the entire event.
6. Must display notice at all entrances stating "Private Function. Members and invited guests only."
7. May share responsibility with their organization and possibly face student conduct allegations and/or legal penalties for violating the provision of this policy and/or the laws of the Commonwealth.
Event Termination: Events that fail to comply with the university's Alcohol Beverage Policy or state law or with generally accepted rules of safety may be terminated by a member of the Student Affairs staff, law enforcement officers, including agents of the Virginia Alcoholic Beverage Control, or an appropriate fire or safety officer (depending on the circumstances)
Focus of Events: Progressive drinking parties, drinking games, and other activities where drinking alcohol is the principal attraction are not permitted.
Guests and Guest Lists (for private events): Individuals or groups sponsoring social functions are responsible for the actions of all guests in attendance at the event.
1. All private events must have a guest list. Guests are defined as those individuals who are known to the host(s) of the function and have previously been identified as invited guests to the function.
2. Guest lists must be approved by the Office of Student Leadership Development. Guest lists should be submitted electronically to SLD by 12 noon on the day of the function ro no later than 12 noon on Friday for functions occurring on the weekend.
3. The maximum number of guests on a guest list will be two and a half times the occupancy of the room, not to exceed 400 total, without an exception granted from the Student Event Approval Committee.
4. At no time may the number of guests at a function exceed the maximum occupancy restrictions for that facility.
5. The signed guest list must be turned into the Office of Student Leadership Development on the first business day following the event. Failure to turn in a guest list, prior to or following the event, may result in loss of privileges. The university reserves the right to confirm the accuracy of guest lists by reasonable means.
Outdoor Events:
1. Outdoor events with alcohol will be approved on an individual basis based on the ability to be shielded from public view; control access; and the distance from residential or academic areas.
2. Alcohol service must end by 12:30 AM and the event must end by 1 AM.
3. Amplified music at outdoor events must have the volume reduced to a reasonable level after 11 PM and must conclude by 12 AM.
Public/Common Areas: Alcohol may be served and/or consumed only in public areas approved through the event registration process. Public areas include all indoor and outdoor university property. In residential facilities, common spaces include lobbies, lounges, kitchens, bathrooms, and hallways.
Registering an Event with Alcohol:
1. Functions at which alcohol will be served must be registered through the Office of Student Leadership Development, 273 Sadler Center. For all events at which alcohol will be served, completed forms must be submitted no later than one week prior to the event. Registration of an event must also include participation in Event Management Planning (see above)
2. Area Directors from Residence Life must sign completed forms for events to be held in residential spaces.
3. Forms for events that are approved must be picked up and displayed at the event or the event is considered "unauthorized."
4. For smaller, more spontaneous weekend events of fewer than 20 students, the host may submit a request, via an online form, to the Student Event Approval Committee by 12 PM on the Friday preceding the event. The event is not considered approved unless the requestor or Event Manager receives an email from a representative from this committee. Student Leadership Development will provide notice of approval to the William & Mary Police and the appropriate Residence Life staff.
Security: The university may require professional security personnel to be present for any event that involves the serving or sale of alcoholic beverages. The Student Event Approval Committee will make this determination in consultation with W&M Police. The number of attendees, amount of alcohol present, location of the event, and potential for crowd control issues will all be factors in determining security for an event. W&M Police or professional security personnel may be required at registered events scheduled for the Sunken Garden, the Alumni House, and the Martha Wren Briggs Amphitheatre shelter and/or amphitheatre.
Servers:
1. Must be at least 21 years of age.
2. Events where alcohol is served by students:
  1. Must be trained through participation at an Intervention Training seminar sponsored by the university.
  2. May share responsibility with their organization and possible face student conduct charges and/or legal penalties for violating the provisions of this policy and/or the laws of the Commonwealth.
3. Events where alcohol is served by an establishment that does not hold off-site catering license:
  1. Servers are not required to have participated in the university's Intervention training
  2. Servers may not be students or employees of the university.
4. Events where alcohol is served by an establishment that does hold an off-site catering license:
  1. Servers are not required to have participated in the university's Intervention training.
Student Event Approval Committee: References to the Student Event Approval Committee in this policy refer to designated staff from the Division of Student Affairs (referred by the Office of Student Leadership Development).
Serving of Alcoholic Beverages:
1. Alcohol service is limited to one standard drink per person at the time of serving.
2. Self-service disbursement of alcohol including bars, taps, and beer trucks or trailers with open taps are prohibited.
3. No alcohol may be served or consumed in glass containers at functions in or on university-owned or controlled facilities or grounds. This includes outdoor functions. Glass bottles are permitted, but all alcohol must be served to guests in plastic cups.
4. Alcoholic beverages may not be served or consumed in the arena without the prior written approval of the Department Chair and the Student Event Approval Committee. Alcoholic beverages may not be served or consumed in the arena area (including the stands) of William & Mary Hall, in Zable Stadium, in any areas of the Student Recreation Center, or on any athletic or intramural field without prior written approval by the Student Event Approval Committee in concurrence with the appropriate facility director or supervisor.
5. The serving or consumption of alcohol at any activity or event related to membership recruitment, initiation or induction is prohibited.
Student Event Approval Committee: References to the Student Event Approval Committee in this policy refer to designated staff from the Division of Student Affairs (referred by the Office of Student Leadership Development).
Third Party Vendors: Caterers with the appropriate ABC issued off-site catering license may be used in place of Event Management Staff (an Event Manager is still required). A third-party vendor must be a company, business, or establishment that is insured and has been issued a Mixed Beverage Caterer's License by the Virginia Alcohol Beverage Control Board.
Timing of Events:
1. The university may limit the number, frequency, and duration of events. The university will not approve functions with alcohol during the first week of each semester and after the last day of classes each semester, with the exception of officially scheduled events associated with Commencement. No events with alcohol may be scheduled during reading and exam period without prior written permission from the Student Event Approval Committee.
2. Alcoholic beverages may not be sold or served prior to 3 PM Monday through Friday and 12 noon on Saturday and Sunday unless written permission is granted by the Student Event Approval Committee.
3. The maximum duration of an event with alcohol is five hours.
4. Functions scheduled Sunday through Thursday must conclude by midnight and events scheduled Friday and Saturday must conclude by 2 AM unless prior written permission has been granted by the Student Even Approval Committee. Exception: outdoor events must end by 1 AM (please refer to "outdoor events" above).
5. Events in residential areas must conform to the rules and times established by the pertinent hall council but may not exceed the above time limits under any circumstances.
Training: Eligibility to be either an Event Manager or a server requires completion of the following:
1. Intervention Training: Participation in university-provided intervention trainings. All approved individuals must complete the specified training in any academic year the individual wishes to be eligible to be an Event Manager or Server during their William & Mary tenure.
Types of Alcohol: Beer, wine, malt beverages or wine coolers are the only alcoholic beverages that may be served and/or consumes at an event. Hard liquor is not permitted except under special circumstances approved in advance by the Student Event Approval Committee. Grain alcohol served in any form is strictly prohibited.

Types of Events (defined)

Campus-wide events are those limited to William & Mary students, faculty, staff, and their invited guests. In campus-wide events these restrictions apply:
1. A Virginia ABC licence is required or a licensed third-party vendor must be used if the host is charging an admission fee or charging for drinks.
2. Alcoholic beverages must be sold individually and not given away.
3. Beer, wine, malt beverages or wine coolers are the only alcoholic beverages that may be served.
4. Admission is restricted to persons who are at least 21 years of age, unless alcoholic beverages are confined to a separate restricted area that has been approved for that purpose or unless approved by the Student Event Approval Committee.
Private events are those to which attendance is limited to an invited group. In private events these restrictions apply:
1. Announcement of the vent may be by personal invitation only; advertising of the event is not permitted. Advertising includes, but is not limited to ads, posters, flyers, or electronic postings/messages.
2. The percentage of the group's membership, residents, and/or guest list that is of legal drinking age will be a factor in determining what quantity of alcohol may be served. A separate area may be required for the consumption of alcohol.
B.Y.O. (Bring Your Own) Events: Even though the attendees provide the alcohol, BYO events must conform to the same guidelines as all other events where alcohol is to be present. The student or organization sponsoring the event will control the collection, serving and disbursing of alcoholic beverages, a designated serving area will be establishes, and only one drink at a time may be obtained. Tickets or a punch card system must be in place for attendees to obtain beverages from the serving area, and hosts must adhere to food and alternate beverage requirements set forth in this policy. Deviations from these regulations must be approved in advance by the Student Event Approval Committee.

Nothing in the Alcoholic Beverages policies shall operated or be interpreted as assumption of liability by the university for any injury, damage, or loss caused by any student's, sponsor's or organization's failure to comply with the foregoing policy. Each student, organization and sponsor is responsible for becoming informed and observing the law. Permission by the university to conduct any activity covered by these rules does not release the student, organization or sponsor from responsibility under applicable laws governing the activity. Student organizations or sponsor are not agents of the university and have no authority to make any representations or undertake any actions or contracts on behalf of the university.