[greenej]

Hi Kristen,

So our process is always a work in progress, but we have come up with a vetting and approval process.  It’s a little convoluted to put into a response out so feel free to direct message/call me if you want more info.  Essentially all events (University or Non-University) that serve alcohol must fill out our alcohol review form and submit it to our University Police Event Liaison.  That person then reviews it, sends it to me to see if I have any concerns from an event safety lens, and then will send it to our Chief of Police for final approval.  We may involve members of environmental health & safety or even general council, but that’s only if the request is for lack of a better term “weird.”

 

For alcohol vendors, we try and encourage them to use our food service provider (FSP) since they have all the license/insurance/resources needed to safely distribute alcohol.  That said, due to political and contractual reasons, groups are not locked into our FSP and can contract an outside company if they choose (should they meet all standards).  If they go this route office then ensures that that company has the appropriate catering and alcohol license, proper insurance information’s with our BOT listed as insured, and copy of health certificates.  We also bring up logistical issues with the client such as making sure bartenders are properly trained, asking what the cleanup plan is should a glass or bottle break, etc.  Not all of our spaces have custodial after 5pm so that can add a layer to this that our FSP normal covers since they have access to cleaning equipment.

 

Things I really look for on my end when vetting requests:

Who is in attendance? – University personnel, Community folks, Families, etc.

What are the age groups? – All over 21, is it mixed, are there minors under 18 present, etc.

How long is it being served? – full event, cocktail hour, etc.

How is alcohol being monitored/distributed? – Is it open bar, is there a drink cap, etc.

If individuals under 21 are present? – how is the alcohol being kept separate

What kind of function is it? – is it a ceremony/awards function, is it a pure social, is it student based

Who is the vender and have they been vetted?

How are they paying for the alcohol?

What happens to the leftover alcohol?

 

I take all of this information and hand it to our Chief of police who has no problem “being the bad guy” if things are just not well thought out or designed well.  For the most part our alcohol activity lives more in the realm of donor events or some external functions like weddings or fundraising galas.

 

One thing I am trying to add to our process is to have Dean/VP/VC sign off on the activity to make sure there is university support behind the activity and not something that is haphazardly thrown together.  This is already an expectation for any student organization activity, to which we have only had two to my knowledge, both being senior graduation events for families and had strict caps on drinks.

 

Here are our current forms although I am trying to   They were made by our UPD so I am working with them to facilitate more of my vetting questions so we get a clearer picture on their alcohol activity and hopefully make them a little prettier in the process.
Planning guide: https://www.stpetersburg.usf.edu/student-life/university-student-center/documents/alcohol-event-planning-guide.pdf

 

Alcohol form: https://www.stpetersburg.usf.edu/student-life/university-student-center/documents/alcohol-review-form.docx

 

Again feel free to reach out if you have questions.

 

Best regards,

 

Jim Greene

Associate Director, Student Centers & Events

University of South Florida St. Petersburg campus

200 6th Ave S. USC 175, St. Petersburg, FL 33701 

O: (727) 873-4598

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——————————————-
Original Message:
Sent: 6/9/2022 1:28:00 PM
From: Kirsten Stava
Subject: Alcohol Service procedures

Good morning,

We’re working on updates to many of our event procedures in our student union. Would anybody mind sharing their procedures for alcohol service at events? We host on-campus and off-campus clients. What I’m most interested in is the risk management aspects of your procedures- timelines, approvals, requirements, etc.
Thank you in advance for any info!

Best,
Kirsten

——————————
Kirsten Stava
Associate Director, TSU Operations and ASI Diversity, Equity, and Inclusion Initiatives
California State University Fullerton
Fullerton CA
——————————

[Julie Eatley]

We use a digital form that automatically routes to all relevant parties on campus for their approval. Everyone uses this form, University and Guests.

https://wtamuuw.az1.qualtrics.com/jfe/form/SV_bIA6tMPZP6amI2p

——————————
Julie Eatley
Events Coordinator
West Texas A&M University
Canyon TX
——————————
——————————————-
Original Message:
Sent: 06-09-2022 13:27
From: Kirsten Stava
Subject: Alcohol Service procedures

Good morning,

We’re working on updates to many of our event procedures in our student union. Would anybody mind sharing their procedures for alcohol service at events? We host on-campus and off-campus clients. What I’m most interested in is the risk management aspects of your procedures- timelines, approvals, requirements, etc.
Thank you in advance for any info!

Best,
Kirsten

——————————
Kirsten Stava
Associate Director, TSU Operations and ASI Diversity, Equity, and Inclusion Initiatives
California State University Fullerton
Fullerton CA
——————————