Booking Space : Events with Alcohol : Overview

Hosting an event at which alcohol is served requires careful attention and prior planning. All events with alcohol must follow University policies as well as local, state, and federal laws. In addition, many on-campus venues have specific restrictions as to the type, amount or form of alcohol served.

The following section provides a summary of relevant policies. However, reading these guidelines is not a substitute for a conversation with your advisor. Ultimately, whether or not alcohol may be served at your event is the decision of your group’s advisor and University Events Management (UEM).

A representative of your Student Group who has gone through UEM Alcohol Training must attend every event at which alcohol is served. This representative may not drink during the event and must be present at all times. Planners of any event involving alcohol must also read the University’s official Alcohol and Drug Policy. 

Please note: this summary is derived from the official University Alcohol and Drug Policy; in the case of any discrepancies, the Alcohol and Drug Policy takes precedence.

Requirements Overview

As with all other events, any event with alcohol must be approved by your group’s advisor. Please remember that all events must have a purpose that is primarily social, cultural or educational, rather than merely offering alcohol. You must allow at least ten business days after the submission of the Alcohol Registration form for advisor and UEM approval. In addition, if any cash will change hands at your event (including tickets, donations, charging for drinks, selling items, etc.), you must file your event with the State Liquor Authority. The State Liquor Authority requires 15 business days to process your application.

Your event will also require a safety and security review meeting, in which it will be determined how many proctors your event will require and whether it will need additional security guards. To host an event with alcohol, at least one member of your group who has gone through UEM Alcohol Training must be present at all times and may not be drinking. Any event with alcohol must also have ample quantities of food and non-alcoholic beverages (in addition to water) continuously provided and visibly displayed.

Alcohol Trainings

All events at which alcohol will be served must comply with state laws and University policies applying to the sale and/or distribution of alcohol. Student Groups must submit a registration form to serve alcoholic beverages at university events.  If you plan to serve alcohol at any of your group's events, at least one group representative (age 21 or over) is required to attend alcohol training. No prior registration for trainings is necessary.  View the current training schedule. 

Alcohol Registration Form

The Alcohol Registration form must be submitted ten days before your event. Please submit completed forms to your advisor for signature and then to the UEM office. Forms are available in the 7th floor UEM office.

Proctoring

All events with alcohol are required to have alcohol proctors supervising the distribution and consumption of alcohol. Please include your estimate of the number of proctors required on the Alcohol Registration form. Generally, there must be one proctor at the point where alcohol is distributed, one passing out wristbands, and one or more roving the venue depending on the size of the event.

In the security review meeting you may be asked to add more proctors to your event. The number of proctors required depends of the size of your event, the venue, the time, and many other factors and is determined by your advisor in consultation with Public Safety and UEM.

Safety and Event Review

Events with alcohol may undergo a safety and event review with Public Safety, University Event Management, and the Student Group's advising office. This review may mandate that more proctors be added to support the event, that Public Safety officers be present at the event, or that the event cannot proceed as an alcohol event. University Event Management policies require that a maximum of one drink per person per hour be served. Please be prepared to explain how your event will comply with this regulation. Please note that Public Safety officers must be hired for a minimum of 4 hours.

NY State Temporary Beer and Wine Permit

New York state law governs the sale of beer and wine. Any event at which money will change hands, whether for the sale of drinks or any other purpose, is not legally allowed to serve alcohol without a NY State Temporary Beer and Wine Permit. Applying for and receiving this permit requires a minimum of 15 business days. Applications are available in the UEM office on the 7th floor of Lerner Hall.

Rules Governing the Serving of Alcohol

• Serving alcohol to a minor is a criminal offense and a violation of University regulations.
• No visibly intoxicated person may be served alcohol.
• All persons are limited to one drink per hour.