Sarratt Box Office Ticket Policy
Sound Amplification Policy
Electrical and Stage Needs
How to Reserve a Vehicle
Student Governance & Organizations
Catering and Other Food
Alcohol Policies for Programs and Activities
2. An Event Setup Contract must be completed at least five business days before the date tickets are requested to go on sale. It is recommended that the Event Setup Contract be completed three (3) weeks prior to the event allowing one (1) week for setup and two (2) weeks of on sale time.
3. A Vanderbilt University center number must be provided at the time of signing the Event Setup Contract.
4. Events can only be setup if they adhere to the following guidelines:
a. Sponsored or hosted by currently registered Vanderbilt Student Organization and/or Vanderbilt Department
b. The event must be held in a University facility or a venue contract must be presented in order to prove freedom in ticketing and capacity.
c. The event falls under one of a combination of the following descriptions: concert, speaker, lecture, dance, benefit, and/or performance.
*Please see the “Forms” section for more details towards the end of the Student Organization Manual
Functions or special events which require outdoor electronic sound amplification (for musical instruments, stereos, vocal performances, or public address) must be registered with the Special Event Registration Committee.
The Office of the Dean of Students may issue guidelines for activities routinely permitted without specific authorization, such as weekend music in fraternity row. These guidelines may be revised upon the recommendation of the Interfraternity or Panhellenic Councils, or upon the initiation of the Office of the Dean of Students.
Electronic amplification may not be used in the vicinity of classroom buildings, the library, the hospital, or the apartments for family housing. Use of outside amplification at any event or function held in close proximity to the residence halls should involve consultation with the Office of Housing and Residential Education . Indoor or outdoor sound amplification which disrupts classrooms, the library, the hospital, or other residences is prohibited.
Electrical and Stage Needs
Before hiring entertainment, inquire about a performer’s contract “rider” requirements for microphones, stage equipment, etc. Plant Operations (322-2622) can provide cost estimates for stage and electrical services. Outside vendors may also be used for some of these services, although students should communicate their vendors’ specific needs and plans to Plant Operations throughout the planning process. Whether using Plant Operations or an outside vendor, it is necessary to notify the Office of Schedules and Reservations and the Events Registration Committee of your event plans so that they may arrange for any additional services when you turn in your completed event registration form.
- How to Reserve a Vehicle
- How to register your student organization
- How to find out about student organizations
- How to find out about University policy for student organizations
- How to start a new organization
- How to set up a listserv for my student organization
- How to change the password for more organization’s website
- How to start a new website for my student organization
- How to create a Listserv
- How to use Group Mail
- How to start a new website
- How to Maintain an Existing Website
- How do I use SiteMason Tools
- How to join a fraternity or sorority
- Which fraternities and sororities are at Vanderbilt
- How to help a friend who is being hazed
All events should be wheelchair accessible. Please include a statement in advertisements (e.g., postings, announcements, invitations) concerning disability needs. For example, “If disability accommodations are needed, please contact event planners.” For further assistance, contact the Opportunity Development Center at 322-4705.
Catering and Other Food
When reserving your facility, be sure to inquire about specific guidelines for food. Contact Vanderbilt Catering at least two weeks in advance with your food order (322-2837), or 48 hours in advance if ordering from Vanderbilt Catering To Go. Whether you use Vanderbilt Catering or another food service vendor, you should request a written quote for the order prior to the event, and follow up frequently to ensure success. If you buy your own food and drinks, make sure to keep your receipts, so you can be reimbursed by your organization.
Security is required for events at which alcohol is present, for large events, and for events open to the general public. Consult your adviser and VPD (322-2745) to determine your specific needs, or inquire at the weekly Events Registration Committee meeting, Wednesdays at 2:30-3:30 p.m. in Sarratt. Depending on the nature of the event, you may be allowed to hire private, third-party security, as opposed to uniformed VPD officers. Both VPD and private security can be arranged through VPD.
The following information is a summary of the University alcohol policies which affect student organization events. Please contact the Office of Alcohol, Tobacco, and Other Drug Prevention (343-4740) for more specific and comprehensive information about the alcohol policy and use of alcohol at student organization functions.
Vanderbilt University prohibits the unlawful possession, use, or distribution of illicit drugs or alcohol by students, student organizations, faculty, or staff on its property and as part of any University-sponsored activities. This prohibition extends to off-campus activities that are officially sponsored by Vanderbilt or its registered organizations, which includes conferences.
Officers of an organization or a residence hall or individuals hosting an event are responsible for ensuring compliance with University policies and state and local laws. Organizations and individuals who violate these policies are subject to disciplinary actions by the University, by the state of Tennessee, and by the Metropolitan Government of Nashville.
Students who are age 21 or older may consume alcoholic beverages at registered and approved “BYO” (bring your own) events or special events approved for allowing alcohol at the place and during the time approved for the event (see the BYO policy, page 11). However, intoxication is prohibited, in accordance with Tennessee state law and Vanderbilt policy.
Food and nonalcoholic beverages must be available at any BYO event or where alcoholic beverages are served, for the full length of the event.
The distribution of alcohol to underage students is prohibited, including if the group allows its individual members to provide alcohol to underage students.
Kegs and common containers are prohibited at student organization events.
The sale of alcoholic beverages, including but not limited to the sale of tickets, which can be traded for alcoholic beverages or the sale of t-shirts which are required for entry into an event where alcohol will be given is prohibited.
Student organizations found guilty of infractions may be placed on disciplinary probation for one calendar year, with no parties with alcohol permitted for a period of six months. In determining sanctions, the University will consider a group’s actions within a four-year period prior to an infraction. Violations during probation may result in a group’s registered status being withdrawn.
Officers of all groups are responsible for enforcing the alcohol policy at their events. Resident Advisers have the authority at all times to investigate students if reasonable cause indicates that a person is violating the alcohol policy. The alcohol policy will be enforced off campus whenever the University has an interest (e.g., if violations occur at events sponsored by Vanderbilt organizations, if neighbors complain of noise). VPD has the right to enter parties and events at all times to address policy violations and ensure safety of Vanderbilt students. If it is determined that an organization is collectively responsible for violations of the alcohol policy, the group may be subject to disciplinary action.
It is University policy that no student seeking medical attention for inebriation or overdose shall be formally disciplined for the simple illegal use or possession of alcohol or other drugs, provided that the sole reason a student’s inebriation or overdose was discovered by University officials arose from the seeking of medical care (by the affected student, by friends, or by Resident Advisers).
If you (or a friend) are drunk and need medical attention, call 1-1911 on campus! You will not be disciplined by the University for the alcohol policy violation if being at the ER was the only way your condition was discovered!
For more information, contact the Office of Alcohol, Tobacco, and Other Drug Prevention at 343-4740, or drop by the Office at 206 Sarratt.
See the Student Handbook for more complete information on the alcohol policy.
Undergraduate Bring-Your-Own Policy
For a complete guide to hosting BYO events, contact the Office of Alcohol, Tobacco, and Other Drug Prevention.
Summary of guidelines for hosting BYO events.
1. Student organizations seeking approval to host a BYO function will be expected to register the event with the Special Event Registration Committee (322-0494), and are required to send at least two officers to a Party Management Program presented by the Office of Alcohol, Tobacco, and Other Drug Prevention. Workshops can be scheduled in 206 Sarratt.
2. Normally, one entrance should be used for guests of a BYO event to enter and exit. Multiple entrances and exits may be used as long as there are personnel to monitor additional access points at all times.
3. Each entrance must be monitored at all times by a minimum of two security guards and/or fully recognized members of the organization. These monitors may not consume alcohol at any point prior to or during the event. Sponsoring organizations will provide appropriate instruction to persons monitoring access (third party security).
4. Guests must present a valid driver’s license or State-issued I.D. for admission to a BYO event, along with a Vanderbilt ID. Non-Vanderbilt students must be accompanied by a Vanderbilt student and have identification to verify their age.
5. Persons over 21 who plan to consume alcohol must receive a wristband at the entrance to the event. Persons under 21 must receive a stamp on the left inner wrist.
6. Approval for the maximum amount of alcohol required during the Special Event Registration Process. Only when events are 4 hours or longer can guests of legal age bring a maximum of six 12-ounce cans of beer, four 12-ounce wine coolers or comparable prepackaged alcoholic beverages into an event. Persons bringing distilled spirits may bring a maximum of one half-pint (not exceeding 100 proof) or one 750 ml bottle of wine into an event. Pure grain alcohol is never allowed.
7. All alcohol brought by guests must be in its original sealed container.
8. At closed venues where a bar area is available, all alcohol brought by guests must be checked in with a server at the bar area immediately. The server will provide the guest with a punch card identifying their items; the punch card may be redeemed only by the person who brought the alcohol. Guests may redeem only one alcoholic beverage at a time (one 12-ounce can of beer or one wine cooler, five ounces of wine, or one and a quarter ounces of distilled spirits). Servers should be 21, should not consume alcohol at any point prior to or during the event, and should receive appropriate instruction for serving and liability.
9. At open venues such as tailgates and other outdoor events, a bar area is not required. Event hosts may elect to establish a bar area if they choose. It remains the responsibility of the event host to monitor the possession and consumption of alcoholic beverages. Event hosts will be held liable for the actions of their guests.
10. Unopened containers of alcohol may be retrieved by the guest at the end of the event or when the guest chooses to leave the function. Visibly intoxicated persons may not redeem their alcoholic beverages. If the intoxicated guest demands their alcohol, call VPD.
11. Hosts must ensure that no one under 21 possesses or consumes alcohol. The passing of beer, drinks, etc., is prohibited. Underage guests may not bring alcohol into the BYO event.
12. Providing alcohol to underage individuals in any situation is prohibited. Prohibited activity includes, but is not limited to, leaving alcohol in locations where those under 21 may serve themselves.
13. The event host must have an event staff to assist in event management. Individuals must be easily identifiable and must be present throughout the duration of the event. For large campus-wide events, the hosts must hire professional security to assist in party management.
14. Punch bowls, kegs, and other common containers are prohibited.
15. Sanctions for violating the BYO policy could result in the loss of social privileges and other disciplinary action. Individuals as well as student organizations serving as event hosts may be disciplined for violations of the University policy.