EVENT PLANNING GUIDE: EVENT WITH ALCOHOL • 1
EVENT PLANNING GUIDE: EVENT WITH ALCOHOL
Alpha Gamma Delta’s Event Planning Guide • June 2013
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PLANNING AN EVENT
Alpha Gamma Delta sponsored events should be fun and meaningful experiences. This guide is provided as a tool to help plan safe and appropriate activities that follow Fraternity policies.
STEPS TO PLANNING A SUCCESSFUL EVENT 1
Review and understand the Alpha Gamma Delta policies regarding hosting events.
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2
Plan event using this planning guide and FIPG as resources.
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3
Review and complete any contracts and certificates of insurance needed for the event.
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4
Review EPG with Risk Management Coordinator for compliance and Vice President Finance for budget management.
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Present EPG to Executive Council OR Executive Council Sub-Committee for review.
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5 6
Present EPG to chapter for approval. 2/3 affirmative vote needed for alcohol-free events. 3/4 affirmative vote needed for events where alcohol is present.
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7
Register event with appropriate campus administration.
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8
Distribute EPGs appropriately.
Alpha Gamma Delta’s Event Planning Guide • June 2013
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UTILIZE THE TOUCHSTONES AS YOU PLAN FOR THIS EVENT
The Event Planning Guide is a useful tool for navigating the steps necessary to plan your event. As you continue with the event planning process, keep the Alpha Gamma Delta Touchstones in mind. 1
The choices I make will inspire and impact others.
2
I will prioritize the health and dignity of my sisters, my chapter, myself and the Fraternity.
Additional questions to consider as you are planning are:
1 2 3 4 5
HERE for Each Other: Does this choice demonstrate a commitment to our members and our Fraternity? HERE to Inspire: Will this choice encourage our members to be the best versions of themselves? HERE for the Whole Person: Could this choice cause harm (physical, emotional, etc.)? HERE to Impact: Will this choice result in intended or unintended consequences that have negative impact? HERE to Stand for Something: Does this choice demonstrate value for our individual and collective self-worth?
Alpha Gamma Delta’s Event Planning Guide • June 2013
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
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EVENT PLANNING GUIDE - EPG Complete this guide and follow the review and approval procedures for your event. Chapter Name:
Date of Event:
Name of Event:
Start Time: End Time:
Location of Event: Name:
Additional Host Organizations:
Address: Phone: *Events held on or near water must be alcohol-free.
Their President’s Name: Phone:
Purpose of Event:
Their Social Coordinator’s Name: Phone:
(i.e sisterhood, social, philanthropic)
Attendance Details: Is chapter member attendance required? __________
Is chapter new member attendance required? __________
*Mandatory events must be alcohol-free.
Total number of members/new members expected to attend? __________ Total number of guests expected to attend? __________ Total number of alumnae/parents/others expected to attend? __________ Combined total number of attendees expected? __________ Capacity of venue? __________ Contacts/Emergency Information: Collegiate Member Coordinating the Event: Phone: Police Department: Phone: Fire Department: Phone: Medical Care: Phone:
Alpha Gamma Delta’s Event Planning Guide • June 2013
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EVENT PLANNING GUIDE - EPG
ALCOHOL MANAGEMENT: WILL THERE BE ALCOHOL AT THE EVENT? ____ No
____ Yes
Complete the Event Planning Guide: Event without Alcohol for the review and approval process.
Continue completing this guide and also be sure to complete the BYOB or 3rd Party Vendor form for the review and approval process.
TRANSPORTATION INFORMATION Distance of Event from Chapter/Campus:
Chartered Transportation: If this event is out-of-town and non-members and/or alcohol are involved, chartered transportation must be provided.
Method of Transportation: ___ Walking ___ Chartered Transportation (See right
)
Charter Company Name:
___ Local Public Transportation
Contact Name:
___ Personal Vehicle
Phone Number:
Regardless of the method of transportation, Alpha Gamma Delta members should have a safe plan for themselves and their guests for getting to and from the event safely.
Date of Contract: A certificate of automobile insurance from the insured’s provider must be attached.
ATTENDEE LIST The attendee list should include all members attending, their guests and attendees’ birth dates. Name of Collegian Preparing Attendee List: Phone:
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EVENT PLANNING GUIDE - EPG SECURITY Who will be providing security at the event? ___ Contracted Security (Required for events with alcohol.)
REFRESHMENTS & COSTS What types of refreshments will be served, and how much will be provided? Food:
Name: Phone: Non-Salty Snacks: A Certificate of General Liability and Worker’s Compensation Insurance from the insured’s provider must be attached.
Non-Alcoholic Beverages:
How will the attendee list be managed?
Event Finances ___ IDs checked at the door ___ Matching IDs to attendee list ___ Sign in/out by members If alcohol is involved all hosts must agree to the following: “Alpha Gamma Delta’s local chapter will monitor its members/ new members and all other groups are expected to monitor their members/new members to be certain their respective inter/national policies are observed.”
Alpha Gamma Delta’s Event Planning Guide • June 2013
Total Cost of Event: $________ If expenses exceed $250, attach detailed listing.
Amount Budgeted for Event: $________ Amount Financed by Additional Host Group(s): $________
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EVENT PLANNING GUIDE - EPG ORIGINAL SIGNATURES REQUIRED ON 4 COPIES OF EPG Name of Event: Date of Event:
Collegian Responsible for Planning the Event: Name:
Date:
Vice President Finance’s signature indicates the chapter has sufficient funds to cover the expenses for this event. Name:
Date:
Vice President Operation’s signature indicates the chapter voted in favor of participating in this event. Date Approved by Chapter: _________________ Total Number Chapter Membership: _____ Number Votes in Favor: _____ Number Votes Opposed: _____ 2/3 affirmative chapter vote required for event without alcohol. 3/4 affirmative chapter vote required for event with alcohol.
Name:
Date:
DISTRIBUTION OF SIGNED EPG 1
Collegian responsible for planning the event (to be taken to the event)
2
Vice President Operations (attach to chapter meeting minutes)
3
Risk Management Coordinator (to be taken to the event)
4
Chapter Advisor Be sure to attach the appropriate BYOB or 3rd Party Vendor form as well as any required contracts for service, and insurance verification documents to this EPG, as needed. DATE OF COMPLETED REVIEW BY EXECUTIVE COUNCIL
Alpha Gamma Delta’s Event Planning Guide • June 2013
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BRING YOUR OWN BEVERAGE–BYOB If your chapter chooses to host or co-host a “Bring Your Own Beverage” event, Alpha Gamma Delta has practical policies and guidelines for implementation. Complete this form and attach to EPG for review and approval regardless of where the event is held, whether it is co-hosted or not.
ARE THERE ANY CAMPUS BYOB POLICIES? NO. Our campus does not have any BYOB policies that our chapter must follow. YES. Our campus has BYOB policies that the chapter must follow listed here or attached:
BYOB SERVERS Who will be operating the service distribution center?
*Members of Alpha Gamma Delta shall not work the service distribution center. *A licensed and insured professional bartender should act as the server whenever local circumstances allow.
ATTENDEE LIST MANAGEMENT An original invitation attendee list with specific names and birthdays of all members and invited guests for this specific event has been generated at least 24 hours prior to the start time. No substitution or add-ons are permitted.
Alpha Gamma Delta’s Event Planning Guide • June 2013
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BRING YOUR OWN BEVERAGE–BYOB
ENTRANCE MANAGEMENT There is one well-lighted entrance, controlled and monitored by contracted security that is licensed and bonded. Members and guests with alcohol are required to show proof of legal drinking age by way of a valid picture ID to contracted security. Exits are available to meet fire code, but are not used as entrances.
IDENTIFYING ATTENDEES OF LEGAL AGE TO CONSUME ALCOHOL Non-removable wristband
Unique hand-stamp for this event only
ALLOWABLE BYOB LIMITS PER ATTENDEE The Alpha Gamma Delta BYOB policy provides that an attendee of legal age may bring one six-pack of twelve-ounce beer OR one four-pack of wine coolers/malt beverages to an event for personal consumption.
ENTRANCE MANAGEMENT Punch cards will be distributed to each attendee as beverages are checked in at the entrance. The punch card will be personalized at the door with: name of attendee, birth date, type and amount of alcohol checked, and will be collected as attendees depart. Alcoholic beverage service will end at least one hour before leaving the premises. No container of alcoholic beverage will be removed on the evening of the event. Unopened containers are to be emptied or picked up the next day, no sooner than four hours after the event has ended.
Alpha Gamma Delta’s Event Planning Guide • June 2013
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3RD PARTY VENDOR If your chapter chooses to use a 3rd Party Vendor who will serve alcoholic beverages, Alpha Gamma Delta has practical policies and guidelines for implementation. Complete this form and attach to EPG for review and approval regardless of where the event is held.
QUALIFIED 3RD PARTY VENDORS The 3rd party vendor is properly licensed by the appropriate local and state authority to sell alcohol on the premises where the event will be held. Copies of state and local licenses are attached. The 3rd party vendor has minimum general liability coverage of $1,000,000, as evidenced by a properly completed Certificate of Insurance prepared by their insurance provider. Coverage should include “off premises liquor liability coverage and non-owned hired auto coverage.” The certificate of insurance must name, as additional insured, the local chapter hiring the vendor as well as the international Fraternity. A copy of the 3rd party vendor’s Certificate of Insurance is attached. The 3rd party vendor has agreed in writing to “cash sales only,” collected by the vendor, during the event. The 3rd party vendor has agreed in writing to all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business including, but not limited to: • Not serving alcoholic beverages to minors. • Not serving individuals who appear to be intoxicated. • Maintaining absolute control of all alcoholic containers present. • Collecting all remaining alcohol at the end of a event. • Removing all alcohol from the premises at the end of a event. The 3rd party vendor agrees to stop serving alcohol at least one hour prior to leaving the premises of the event. The 3rd party vendor has signed the agreements, and it is attached to the EPG.
Alpha Gamma Delta’s Event Planning Guide • June 2013
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3RD PARTY VENDOR All contracts with 3rd party vendors should be signed by two collegiate Executive Council officers and only if the event has been reviewed by Executive Council and approved by the chapter. List the Executive Council officers name and title, who have signed the event contract with the 3rd party vendor:
Name
Office
Date
Name
Office
Date
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ALPHA GAMMA DELTA 3RD PARTY VENDOR CHECKLIST & AGREEMENT The chapter will be in compliance with the risk management policies of Alpha Gamma Delta and FIPG if you hire a third party vendor to serve alcohol at your events WHEN you can document the following checklist items. THE VENDOR MUST: 1. Be properly licensed by the appropriate local and state authority. This might involve both a liquor license and a temporary license to sell on the premises where the event is to be held. ATTACH COPIES OF STATE AND LOCAL LICENSES TO THIS CHECKLIST. 2. 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 insurance provider. The above “Certificate of Insurance” must also show evidence that the vendor has, as part of his coverage, “off premise liquor liability coverage and non-owned and hired auto coverage.” The certificate of insurance must name as additional insured (at a minimum) the local chapter of the fraternity hiring the vendor as well as the national fraternity with whom the local chapter is affiliated. ATTACH A COPY OF THE CERTIFICATE OF INSURANCE AND HIGHLIGHT REQUIRED CLAUSES. 3. Agree in writing to cash sales only, collected by the vendor, during the event. 4. Assume in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to: • Checking identification cards upon entry. • Not serving minors. • Not serving individuals who appear to be intoxicated. • Maintaining absolute control of ALL alcoholic containers present. • Collecting all remaining alcohol at the end of a event. (No excess alcohol—opened or unopened—is to be given, sold or furnished to the chapter.) • Removing all alcohol from the premises. This form must be signed and dated by both the Chapter President and the vendor. In doing so, both parties understand that only through compliance with these conditions will the chapter be in compliance with FIPG and national organization requirements: Chapter President’s Signature & Date
Vendor’s Signature/Company & Date
Alpha Gamma Delta’s Event Planning Guide • June 2013
