Event Registration Policy
Events (without alcohol) need to be registered how many days in advance?
10
True or False: Tailgates require a guest list
False: Tailgate guests are monitored via capacity. IFC fraternities have clickers to be able to adequately monitor this.
How far in advance do events with alcohol need to be added into VOLink?
14 days
True or False: Security is required in the fort
False: Security is not required in the fort, but generally recommended
What happens if you are not in alignment with the event registration policy?
The group may receive a policy violation.
When may a gameday event start?
An event with alcohol can last no longer than _____ hours.
4
True or False: For an off campus BYOB event, the alcohol distributor can be anyone on the sober monitor list.
False: For an off campus BYOB event, the alcohol distributor must be both sober and 21+
What are 3 general requirements for all events to be approved?
- Org is registered on Vol Link
- Org has submitted all chapter related forms to OSFL
- Org is in good standing with respective Council
- Org is in good standing with the Bursar's Office
- Org is in compliance with any disciplinary sanctions issued by SSCS
True or False: If it is the Parents' Weekend Tailgate, the alcohol parents supply is okay to use.
False: To be in alignment with our policy, all alcohol at a gameday event must be supplied by the third party vendor.
Requirements of an on-campus event with alcohol:
· Alcohol may only be sold and served by a University approved third-party vendor (bar, restaurant, caterer, or similar operation). The third-party vendor must be properly licensed by the appropriate local and state authorities and be licensed to sell on the premises where the function is to be held.
· A third-party security vendor approved by the University must be present at the event at least one (1) hour prior to the event and one (1) hour after the event concludes. Approved security vendors must be properly licensed and possess all appropriate governmental permits and licenses.
o A minimum of two (2) security officers are required for any event, and an additional two (2) security officers are required for every 100 attendees.
o The security vendor is responsible for maintaining safety at the event, ensuring attendees remain in the designated area, monitoring noise levels, and ensuring the event ends on time.
True or false: If multiple organizations are hosting an event together, only one organization has to have sober monitors for all attendees.
False. If the event is co-hosted by more than one organization, members of each participating organization must serve as sober monitors. The ratio from each organization should be based upon the number of attendees who are members or guests of that organization.
When is the event approved?
When all necessary documentation has been submitted and your chapter advisor has approved the event, that then indicates to OSFL to approve event.
How do I reserve FIJI Island or spaces in Fraternity Park for my tailgate?
The attendee to sober monitor ratio
1:15
If you are hosting an event with alcohol at a venue what are all of the materials need to be submitted on Vol Link?
Contract with Venue, Risk Plan, Guest List, Sober Monitor List, Security*
Where can I find approved third party vendors?
Vendors submit new paperwork to Assistant Director of Harm and Risk Reduction each calendar year. Approved vendors are on OSFL website.
True or False: The rules at every school are the same, so the members of the fraternity/sorority from the opposing team knows how to act in my house
False: Not everyone at your tailgate knows the rules and regulations that are in place at the university. It will be proactive to engage in conversation with the visiting chapter members to make sure they are good guests
The three required elements of a guest list
1. Name
2. Birthdate
3. NetID
If I am hosting a dry brotherhood/sisterhood white water rafting event, what is something that needs to be completed by participants prior to participating?
OSFL Waiver