Summary of Alcohol Guidelines
ALCOHOL PERMIT EVALUATION GUIDELINES
University policy allows the use of alcoholic beverages on campus at group events under conditions that:
- reasonably protect the interests of the University;
- reduce the liability of the University;
- indicate that alcohol is incidental to the program being presented;
- prevent over-indulgence; and,
- support the laws related to alcohol use.
Decisions to approve or deny alcohol use on University premises are reached after an examination of specific event characteristics. Permits are not issued when either a single or a combination of characteristics creates adverse conditions for the University. In some cases special requirements may be imposed on an event to create an acceptable situation.
The following planning characteristics are evaluated whenever a request is made to serve alcoholic beverages on University premises.
1. Person in Charge
The person applying for an alcohol permit must be 21 years of age and have recognized authority or responsibility for the group; e.g., department chairperson, program director, student authorized by the group through the registered campus organization process. This person shall be responsible for compliance with applicable state laws, campus policies and procedures, and University policies. Violation of campus policies and procedures may result in cancellation of the event or future events and/or appropriate University disciplinary action. Attendance at the event and during the entire period alcohol is served is required.
2. Type of Event
The sponsor shall state the purpose of the event and describe a program or activity that is consistent with the stated purpose. The issuance of an alcoholic permit will be largely dependent on the purpose and program of the proposed event. The serving of a non-alcoholic beverage (besides water) and food at an event is required if an alcohol permit is approved.
A request for an alcohol permit to serve wine with dinner or to serve cocktails at a one-hour social before dinner for an awards banquet would normally be approved (assuming other characteristics of the event do not disclose potential problems).
A request for an alcohol permit to serve beer for six hours at a lodge event that has no other apparent program or activity defined would be denied. The service of controlled amount of beer and wine as refreshments during a reception would normally be approved if appropriate amount of food also served.
3. Composition of Group
California law states that persons under 21 years of age may not be furnished, served, or given alcoholic beverages. In order to provide for compliance, sponsors will be asked to describe their group (including guests) as part of the permit application process. The age of attendees will significantly influence the decision on whether to issue an alcohol permit. Groups that are composed entirely of persons over 21 such as graduate student associations, faculty and staff groups, or combinations of these will generally receive approval (providing that other characteristics of the event do not present problems).
Groups that include significant numbers of persons under 21 will be reviewed individually, but generally will not be issued an alcohol permit.
4. Method of Determining Event Attendees
An alcohol permit may be issued only for closed events (not open to public or University community and not publicly advertised). Therefore, the sponsor will have to demonstrate how this condition will be met for the proposed event. A limited number of written invitations or printed tickets to the event is one way to establish attendance when the sponsoring organization is large or intends to invite guests. In many instances, a verbal invitation for the membership will be acceptable. Groups are not to advertise their event via flyers, posters, newspaper ads, or through any other public media. If advertising is to be allowed, the proposed advertising must be approved by CEVS in advance and may not specify that alcohol is being served.
5. Evidence of Planning
A five-day minimum processing time is required for the issuance of an alcoholic beverage permit. The request must also produce evidence that sufficient planning has occurred to avoid potential problems associated with the event and the use of alcohol. A request to serve alcohol at an event scheduled fewer than five days from the time of the request may be approved only when the sponsor can show that suitable planning has occurred despite the fact the request for an alcohol permit is being sought so close to the date of the event.
6. Location of the Event
Approval for use of alcohol at group-sponsored events will normally be limited to events in areas such as the University Club, Alumni Center, Rec Pool Lodge, Putah Creek Lodge (including grounds), Silo, Silo Pub, Freeborn Hall, and Memorial Union. All other outdoor areas, academic buildings, offices, classrooms, laboratories, and libraries are generally not approved.
7. Hours of Event
Requests for alcohol permits will normally be approved only if they fall within the following time periods:
- After 5 p.m. on weekdays.
- Noon hour on weekdays when accompanied by a luncheon.
- After 12 noon on Saturday/Sunday or holidays.
- For less than four hours. Events planned for more than four hours may be scheduled, but the service and consumption of alcohol will usually be limited to a four-hour period.
- For more than four hours if a full sit down meal and after dinner if a dance is a component of the event.
- Prior to 5 p.m. on weekdays, if the sponsor is a University department and the Department Chair, Dean or Vice Chancellor has approved service of alcohol (generally, alcohol permits would not be approved before 4 p.m.).
Approval of permits may also be influenced by other planned campus activities on the same date, particularly if the events are proposed in close proximity (time or physical space) to one another.
NOTE: Hours at the University Club are determined by the Club Manager and sponsor.
8. Kind, Amount, and Method of Alcohol Service
Alcoholic beverage permits are usually provided for the service of beer and wine which, as refreshments, are incidental to the main program. Non-alcoholic beverages and food must also be provided or available during the entire period alcohol is served. The event will be reviewed to determine the emphasis placed on alcohol, the proportion of servings of alcohol to the anticipated crowd, and the alcoholic content of the beverage. The type of beverage, event, service, and time must be coordinated to discourage the excessive use of alcohol, prevent over- indulgence, and meet legal requirements. Appropriate controls will be imposed to guarantee such coordination, including requirements for bartenders, Aggie Hosts or limiting self-service. Larger groups will require more control at the dispensing point. Checking identification for proof of legal age is required unless the group is limited to persons at least 21 years of age. Acceptable identification consists of a valid driver's license with photo of other ID issued to non-drivers by the Department of Motor Vehicles. The burden of proof for showing legal age is placed upon the person desiring alcohol service. No service will be provided unless clear evidence of legal age is presented.
NOTE: There shall be no sale of alcoholic beverages. Exchanging any consideration for alcoholic beverage constitutes a sale. "Consideration" includes money, tickets, tokens, or chits which have been issued in exchange for money or anything else of value. (See Alcohol Service When An Event Is Charging)
9. History of the Group/Event
In the review of an application to serve alcohol, the history of a group or event will be considered. A history may be available through lodge/facility reports which are completed following lodge events and other campus activities. In addition, Student Programs & Activities Center and Campus Events and Visitor Services staffs will consult other campus resources (e.g., faculty advisors, facility managers, etc.) as needed regarding the record of a group or particular event. A report of prior event problems may be cause for denial of permit or additional special condition.
10. Attendance/Amplified Sound
Department sponsored events of 150 or more and graduate student events with an attendance of 100 or more normally require an Aggie Host for the duration of alcohol service. Events where alcohol is being served outdoors with amplified sound may require an Aggie Host regardless of attendance.
UC Davis Policy and Procedure 270-21: Consumption of Alcoholic Beverages
UC Davis Policy and Procedure Manual
270 PROPERTIES USE AND EXTRACURRICULAR ACTIVITIES
I. PURPOSE
This section outlines policy pertaining to the consumption and service of alcoholic beverages on all property owned or leased by the University. State laws relating to alcoholic beverages are to be complied with on University properties. (Policy governing the purchase of alcoholic beverages with University-controlled funds is outlined in Section 330-80.)
II. POLICY
A. The public sale of alcoholic beverages is prohibited except in facilities appropriately licensed by the State Department of Alcoholic Beverage Control. The only facility currently licensed for public sales is the Silo Union.
B. The selling, furnishing, or giving of an alcoholic beverage to any person under 21 years of age is prohibited by law.
C. The consumption of alcoholic beverages is not permitted in University-owned or operated buses and is against State law in other vehicles.
D. The consumption of alcoholic beverages is permitted only in the locations and under the circumstances described below.
1. In individual residence rooms and residential apartments on University premises at the discretion of the occupants and in accordance with Student Housing policy.
2. In the Silo Union, consistent with licenses issued by the State Department of Alcoholic Beverage Control and UCD policies.
3. At group-sponsored events for which a UCD Permit to Serve Alcoholic Beverages has been approved, and only in the area specifically designated on the permit. (See procedures in III, below.)
a. Approval will normally be limited to events in areas on campus such as the Alumni & Visitors Center, Rec Pool Lodge, Putah Creek Lodge, Freeborn Hall, Memorial Union, the Silo Union, the University Club, or Mondavi Center for the Arts. Approval will not generally be granted for alcohol consumption in classrooms, laboratories, libraries, public areas in student residential facilities, or generally accessible open areas such as the Quad. Approval of alcohol consumption in open areas, academic buildings, and offices may be granted by exception if the event is determined to be out of general public view. Requests for exception require co-signatures on the permit by the Director of Campus Events & Visitor Services (CEVS) and by the department head or vice chancellor/dean, indicating approval of alcoholic service at the designated location.
b. At UCDMC, approval will normally be limited to designated buildings and conference rooms. Alcohol permit guidelines are available from the UCDMC Special Events Office.
E. All the following conditions shall prevail with respect to approved, group-sponsored events:
1. Service and/or consumption of alcoholic beverages is to be complementary to the group-sponsored event, and under no circumstances should an event have consumption of alcohol as its primary focus. Sponsoring groups shall assure that nonalcoholic beverages and food are available during the entire time alcohol is served.
2. Attendance shall be limited to members of the sponsoring group and their personally invited guests or conference participants.
3. The event shall not be advertised to the public or University community as an event where alcoholic beverages are to be served. Invitations, as well as program materials, to a select audience may indicate that alcoholic beverages are being served as part of the event.
4. Alcohol permits normally limit service to the following:
a. After 5:00 p.m. on weekdays. (Requests for service prior to 5:00 p.m. must have the co-signature of the department head or vice chancellor/dean on the permit. Requests for service before 4:00 p.m. are not generally approved except as noted in b and c, below.)
b. Noon hour on weekdays when accompanied by a luncheon.
c. After 12:00 noon on Saturdays, Sundays, or administrative holidays.
d. Four hours. Exceptions for up to five hours of alcohol service may be considered if the event consists of several distinct components (e.g., reception, meal, and presentations).
5. Both the chair of the event and the sponsoring organization shall be responsible for compliance with applicable State laws and UCD policies. The event chair must be present during the entire event.
6. No person under 21 years of age nor any obviously intoxicated person shall be furnished, served, or given an alcoholic beverage.
7. Service of alcohol at events attended by individuals under 21 years of age is discouraged. Approval may be granted based on evaluation of several factors, including number of participants over and under 21 years of age, the nature of the event, the amount of alcohol requested, and level and method of sponsor oversight of alcohol distribution and event monitoring.
8. There shall be no sale of alcoholic beverages except pursuant to a valid license or one-day permit issued by the State Department of Alcoholic Beverage Control. Exchanging any consideration for alcoholic beverage service constitutes a sale. "Consideration" includes money, tickets, tokens, or chits that have been issued in exchange for money or anything else of value. To review one-day sales license eligibility and guidelines, contact CEVS at 530-752-2813.
III. PROCEDURES
Requests to obtain a Permit to Serve Alcoholic Beverages at a group-sponsored event may be made by submitting an alcohol permit application at least ten working days prior to the proposed event to CEVS for events on the Davis campus, or to the Special Events Office for events taking place at UCDMC. Requests for permits for locations at Bodega Bay, Livermore, and Tulare should be submitted to the director of those facilities. Application forms and alcohol permit evaluation guidelines are available from CEVS or the UCDMC Special Events Office at (916)734-5441, or on the Web (see IV, below).
IV. REFERENCES AND RELATED POLICY
A. CEVS Web page: Online Alcohol Permit Form (above)
B. Campus food service contractor Web page: Alcohol permits and service (http://catering.ucdavis.edu/)
C. Section 330-80 Entertainment with University-Controlled Funds.
To view policies regarding alcohol on campus or to download the forms for Alcohol Permits, please click on the following links:
UC Davis Policy & Procedure 270-21: Consumption of Alcoholic Beverages
">
|
