Registering Events with Alcohol: On-Campus Location/Off-Campus Residence
All events with alcohol must be registered, regardless of whether they are being held in an on-campus location, off-campus residence, or third-party venue. Please refer to the following guidelines as you make your plans.
Registration deadlines are as follows. Please plan ahead to ensure your materials are ready in advance!
- Thursday events: Registration due by noon on the Thursday prior
- Friday and Saturday events: Registration due by noon on the Friday Prior
- Dry events: Registration due by noon at least three business days in advance
FORMS TO COMPLETE:
To help ensure the safety of your guests, the following risk management efforts must be planned by the host organization and detailed in writing in the Event Management Plan (see above for link to form).
- Sober Hosts: There must be designated members of the hosting organization who will remain sober for the entirety of the night to help run the event. For events on campus, there must be one sober host per every 30 anticipated guests.
- University-Approved Bartender: AOD will help arrange bartenders for your event. Each student group will have the cost of 1-2 bartenders subsidized in full for up to 4 events each semester. After those 4 events, your organization will be responsible for $35/hr per bartender for your event. Please budget transfer the money to AOD or bring a check (attn: Trustees of University of Pennsylvania) to VPUL (3611 Locust Walk) at least 48 hours before your event.
- Security: AOD will help arrange security guards for your event, where applicable. Each student group will have the cost of security subdized in full for up to 4 events per semester. After those 4 events, your organization/house will be responsible to cover the cost of the security guards. The guards work in pairs with a minimum of 4 hours per event. The cost is $36.45/hr per guard.
- Non-Alcoholic Beverages: Water and alternative non-alcoholic beverages must be readily available to your guests, in amounts appropriate to the expected number of attendees. Drinking water before, during, and after a night of drinking can help reduce the negative consequences of alcohol consumption.
- Food: Snacks or a meal must be readily available to your guests, in amounts appropriate to the expected number of attendees. Consuming food before and during a night of drinking can help reduce the negative consequences of alcohol consumption.
- Space Management: If your space has any off-limits areas, these must be designated as such in a safe manner that does not obstruct emergency exits.
- Hard Liquor: If your event has a pre-set guest list of 150 attendees or fewer, you may elect to serve hard liquor at your event. No more than two types of hard liquor may be stocked at the bar, and it may be served in the form of single-serving mixed drinks only. No shots, no doubles.
- Paying for Alcohol: Per Pennsylvania State Law, no funds can be directly or indirectly exchanged for alcohol without a liquor license. This means that student organizations cannot charge an entry fee and cannot operate a cash bar; alcohol must be free of charge for guests.