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Planning and Policies

Scheduling Meetings and Planning Events / Alcohol Policies for Programs and Activities / Guidelines for Responsible Party Planning

Scheduling Meetings and Planning Events

Registration Requirement

University organizations are required to register all co-curricular programs and special events (meetings, concerts, lectures, etc.) with the Office of Reservations and Events, Suite 100 Sarratt Student Center 615-32(2-2448). Registered student organizations, administrative offices, or academic departments may reserve space on campus.

The University has established a priority system for events and a means to oversee the policy. These events in order of priority are:

  1. University Events (e.g., orientation programs, Commencement). No other events may be scheduled during these times.
  2. Primary Events (e.g., Alumni Reunion, move-in weekend, Family Weekend). Other events may be scheduled only with the approval of the coordinator of the primary event or the Dean of Students or the dean's designee.
  3. Campus Events (all other co-curricular programs and activities).

Scheduling conflicts will be resolved by the Office of Reservations and Events, Suite 100 Sarratt Student Center, 615-32(2-2448). Appeals of scheduling decisions regarding University, Primary, and Campus events may be made to the Dean of Students at deanofstudents@vanderbilt.edu.

Reserving Space

Registered student organizations (or those with registration pending) are eligible to reserve and use space in campus buildings and other facilities. Reservations must be made in advance.

For nonacademic uses of most Vanderbilt facilities, reservations are made with the Office of Reservations and Events, Suite 100 Sarratt Student Center, 615-32(2-2448), whose personnel can make referrals to the appropriate offices for the rare exceptions.

A basic charge is made for most facilities. Some facilities are available for use by student organizations without charge; if, however, the facilities require more than ordinary housekeeping services after use, the organization will be charged for the additional service.

The Office of Reservations and Events recommends that organizations plan and make reservations for space on campus up to one year in advance. The types of space available are described in detail at the Reservations and Events Web site, www.vanderbilt.edu/reservations.To determine availability and cost of space, those seeking to reserve space may call the Reservations and Events office at 615-32(2-2448).

Each student organization may request up to two standing (recurring) room reservations per year, provided appropriate space is available. For example, an organization may book a room for every Wednesday from 8pm to 10pm for an entire academic year, provided that a room is available. (Accommodation may be made by using two or more rooms across the duration of the reservation, if no single space is available for every occurrence.) Standing reservations may be made through the on-line reservation system, over the telephone 615-32(2-2448), or in person at the Reservations and Events office, 100 Sarratt Student Center.

For single-event reservations, Reservations and Events suggests a minimum of five days notice to reserve space..

Once space is reserved, Reservations and Events personnel may determine that a group be required to undertake the Special Event Registration process. (See "Special Event Registration," below.)

Event Planning
  • The Reservations and Events office supports the coordination of space and resources on campus by guiding the Vanderbilt Community through the event planning process. Reservations and Events asks that students discuss their events when making reservations and be prepared to present their needs for resources at the Special Event Registration Committee meeting, should an appearance before the committee be required. (See below.)
  • Meetings and events scheduled on weeknights must end at 11pm so as not to interfere with students' sleep or study. When planning their events, organizations and departments should be cognizant of--and sensitive to--religious observances of a particularly solemn nature. A calendar of religious observances and holy days may be found on the Religious Life website
  • Postbaccalaureate groups may serve alcoholic beverages to members who are of legal drinking age, if nonalcoholic beverages and food are also provided. All other applicable policies must be observed. (See Chapter 6, "Alcohol and Controlled Substances.")
  • Undergraduate groups may not serve alcoholic beverages except with the authorization of the Dean of Students or the dean's designee. Undergraduate students who are of legal drinking age may possess and consume alcohol at events registered and approved for consumption of alcohol. (See Chapter 6, "Alcohol and Controlled Substances.")
  • Authorization must be obtained through the "Special Events Registration" process (see below), to hold a social event or other meeting to which persons other than Vanderbilt students, faculty, and staff will be invited.
  • The Special-Event Registration process is designed to support all outdoor events, large scale events (events open to the entire student population, or to the Vanderbilt or Nashville communities) and events with alcohol.
  • For fraternity or sorority functions, additional forms must be completed and submitted to the Office of Greek Life.
  • Events which require amplification (for musical instruments, stereos, vocal performances, or public address) may not take place at times during which, or in locations at which, they will interfere with scheduled classes or other previously scheduled events, and must be approved by the Dean of Students or the Dean's designee.
Special Event Registration

The Special Event Registration process is designed to support outdoor events, large-scale events, and events with alcohol. The Special Event Registration Committee is charged with approving such events on campus. The committee consists of representative(s) from Reservations and Events, Traffic and Parking, Vanderbilt University Police Department, Plant Operations, Health and Wellness, and a designee of the Dean of Students. The committee meets Wednesday, 2:30pm-3:30pm in Sarratt 114.

Reservations and Events can assist students with special event planning and ask that students discuss their events with the Registration and Events staff when making reservations, and that students be prepared to present their need for resources at the Special Event Registration Committee meeting. (See below.)

The following types of events must be registered through the Special Event Registration Process:
  1. Outdoor events requiring services from Traffic and Parking, VUPD, Plant Operations, or Production Services (sound systems, etc.).
  2. All events with undergraduate students - on or off campus - at which alcohol will be present (excluding parties at sorority/fraternity houses, because such parties are registered through a parallel process in the Office of Greek Life).
  3. Events open to the general public.
  4. Events with outdoor amplification.
Guidelines:
  • Registered student organizations, administrative offices, or academic departments may reserve space on campus.
  • Outdoor events with tents require registration three and a half weeks in advance because acquiring a tent permit from the Metropolitan Nashville Davidson County government takes three weeks. Events requiring other services should be registered at least two and a half weeks in advance to ensure the availability of the required services.
  • Reservations for outdoor events not requiring any services must be made at least five days in advance. In such circumstances, the Reservations and Events office may determine that a group need not go through the Special Event Registration process.
  • If an event is to be cancelled, or does not take place, reservations must be cancelled at least one business day in advance to avoid charges. Student organizations and University departments will be held responsible for all expenses incurred as a result of any commitments made to facilitate the event.
  • Outdoor events that have amplification may not take place at times or locations that interfere with scheduled class times or other previously scheduled events.
  • Security may be required at the following events:
    1. Activities open to the general public.
    2. Band parties and concerts.
    3. Events at which cash transactions will occur.
Tasks to complete before attending the Special Event Registration Committee meeting: NOTE: Event registration will not be approved until the steps below are completed, and the required information submitted.
  1. Students must first consult the University Events Calendar (http://calendar.vanderbilt.edu) and Reservations and Events staff to see what other events are already scheduled for that date. Students may not add an event to the University Calendar until it has been approved through the Special Event Registration process.
  2. Students may then schedule a date with Registration and Events staff to attend a Special Event Registration Committee meeting. Students must be on the agenda to be admitted the meeting.
  3. Students must complete the Special Event Registration Form before attending the designated meeting:
    • Students must obtain the signature of the group's faculty or staff advisor. (The signature is required before an event can be approved.)
    • Students must provide the center number of the sponsoring organization.
More information may obtained from Reservations and Events at 100 Sarratt Student Center, or 615-32(2-2448). Office hours are 8am to 4:30pm, Monday through Friday. Student Travel

Vanderbilt registers and assumes responsibility only for those official overnight or out-of-town trips sponsored and directed by an administrative division of the University (e.g., the Spirit of Gold Marching Band). The University assumes no responsibility for events sponsored by groups such as sororities and fraternities. However, such organizations must--in advance of the trip--inform their advisers (the Greek advisers in the case of fraternities and sororities), and report information regarding out-of-town events to the Office of Reservations and Events.

Any student who wishes to travel on behalf of, or as a representative of, Vanderbilt University or any approved student organization must receive written authorization in advance from the appropriate dean. (See also the section entitled "Universal Waiver," in Chapter 1, "Policies and Regulations," above.)

Requests for Exceptions

The responsibility for compliance with the foregoing regulations for social events lies with the sponsoring organization. Requests for exceptions should be made at the time of registration through the Dean of Students or the dean's designee.

Service Auctions
The Office of the Dean of Students prohibits programs in which students/people are auctioned off (bought or sold) as it objectifies the individual being purchased and is thus degrading. Service Auctions may be utilized as a fundraising program under the following guidelines:

  • only services may be auctioned, not people themselves
  • all advertising must clearly promote the program as a service auction, not students/people
  • all advertising must list types of services to be auctioned off (i.e. washing cars, grocery shopping, carrying books, etc
  • all advertising must list the charity or organization who will receive the monies rendered
    The Office of the Dean of Students reserves the right to not approve such events if guidelines are not followed. Further, such events can be cancelled should at any time during the event planning, implementation, and presentation the guidelines are violated.

Co-sponsorship
Co-sponsoring an event with another student organization or department is one way of maximizing an event’s potential for success by using the combined resources of more than one organization. Co-sponsorship can often reduce over-programming or duplication of effort, and can result in positive community building and increased turnout. Communication with other student organizations and departments is essential to successful co-sponsorship. One way to ensure co-sponsorship’s success is for all parties to fill out a co-sponsorship agreement (see the Forms section for a sample agreement). See the “Student Organization Funding Sources” chapter for more information on co-sponsorship.

Hiring Performers, DJs, Bands, and Other Entertainment
For suggestions and assistance with contracting speakers, performers, DJs, bands, or other types of entertainment, contact the Office of Student Programs and Organizations, or other organizations which plan events of this type, such as The Music Group, the Speakers Committee, or the Vanderbilt Programming Board.

In general, when negotiating a fee for a regional or national performer, speaker, or band, it is best to find out an “asking price” from the performer’s agency. If the asking price is more than your group can or should pay, determine what your group can reasonably afford, and fax or send a written offer to the agency, with the approval of your student organization adviser. (You may wish to secure the co-sponsorship of other student organizations or departments, if the asking price is out of range.) If you offer less than the asking price, an agency or performer should be willing to engage in negotiations to arrive at a mutually acceptable fee. You should never extend an offer for an amount which your group does not have or cannot afford. If the performer or agency accepts your offer, request that they send you and your adviser a contract, the Director of Student Governance and Organizations (207 Sarratt, 2-2471) will also need a copy in order to get it approved and signed by the appropriate administrators. Please allow three weeks before the event for processing.

Student organization members and officers are not authorized to sign contracts or make deposits! All contracts for performers, speakers, or other types of entertainment must be approved and signed by the Dean of Students. All performers will be paid at the conclusion of the scheduled event or performance. Contact Student Campus Events at 322-2471 for further information on contracts, performers, bands, and booking agencies.

Sarratt Box Office Ticket Policy
1. Only currently registered Vanderbilt Student Organizations and Vanderbilt Departments are eligible to use the Sarratt Box Office for any and all sales.

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

Sound Amplification
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.

Accessibility
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
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.

Parking
Contact the Office of Traffic and Parking (322-2554) to arrange for vendor parking or loading space.

Alcohol
See the “Alcohol Policies” chapter, pages 10 and 11.

Set-Up and Clean-Up
Your organization is responsible for set-up and clean-up before and after your event. If staging, special equipment, or furniture moving is needed, you must inform the Special Event Registration Committee and the Office of Reservations and Events.

How to Pay for All This

  • Student organizations are not allowed to make deposits in advance of services rendered. Many vendors and performers request a deposit for services. If a vendor will not negotiate without a deposit, refer the individual to your faculty adviser or Student Activities for clarification.
  • All performers or vendors will receive their checks upon completion of their performance and/or the event. This is nonnegotiable.
  • As a private educational institution, Vanderbilt is tax-exempt; therefore, student organizations should never pay tax to any vendors, performers, or service providers. If a vendor requests a “tax-exempt letter,” your faculty adviser should be able to provide you with one. If not, contact Student Activities at 322-2471.
  • If you charge admission to your program or special event, you may wish to contact the Sarratt Main Desk for information about selling the tickets there. The use of the Sarratt ticket office requires a set-up fee of approximately $50. Additional fees vary with the event, ticket needs, etc. For more information, contact Sarratt Services (322-2471).
  • See the “Student Organization Finances” chapter for more information.

Fee Structure and Programming Guidelines:
Sarratt Promenade, Rand Wall, Vaughan Lobby, Skylight Lobby, and Stonehenge Lounge

A) Sarratt Promenade

Current registered student groups and University organizations may use the Sarratt Promenade for events such as information exchange, program promotion, ticket sales, voting, and limited fund raising (see Student Organization Manual, p. 22-23). Fee structure and guidelines are as follows:

1) Fee structure for Registered Student Groups and Office of the Dean of Students:

a) No fees will be charged for student organizations and departments within the Office of the Dean of Students.

b) Exceptions include those programs that involve set-ups ($50 fee per set-up).

2) Fee Structure for Administrative and University Departments (Non DOS):

a) $75 minimum for up to 4 hours.

b) $150 for the full day.

c) All groups are charged for programs that involve set-ups ($25-50 fee per setup).

3) Guidelines:

a) Central Promenade – Reservations will be made through the Office of Reservation and Events (ORE). During the hours of 8 am to 8 pm, groups may request a table for set-up in front of the large stairs in the Central Promenade area. Reservations will be limited to a maximum of 2 tables during any given hour. A group may reserve a table up to a maximum of 5 consecutive days. Tables will be picked up and returned to the Reservations and Events Office. Sarratt Facilities Management Team must approve special requests.

b) Approval for food service in the Central Promenade will be required by the Sarratt Facilities Management Team, because of restrictions on the quantity of food and space limitations.

B) Rand Wall and Bookstore Lobby
Current registered student groups may use the Rand Wall and Bookstore Lobby within the following guidelines:

1) Fee structure for Registered Student Groups:

a) No fees will be charged for student organizations.

2) Guidelines:

a) Rand Wall – During the hours of 11 am to 2 pm, nine groups per day may request a table for use at the Rand Wall. A group may only reserve a table up to a maximum of 10 consecutive days per month. Reservations should be made through ORE a minimum of 3 days prior to request. Tables will be picked up and returned to ORE in suite 100.

b) Bookstore Lobby – During the hours of 11 am to 2 pm, groups scheduled for Table 1 and Table 2 may be inside near the Bookstore or outdoors on Rand Wall (all other groups scheduled for Tables 3-9 must be outdoors on Rand Wall). The tables must be located on the wall next to the Rand Dining Hall. Groups should not tape posters on any walls or windows in the Rand Bookstore or Copy Center areas. Use of boom boxes or other amplification is prohibited.

C) Vaughan Lobby
The Vaughan Lobby is available for use within the following guidelines:

1) Fee structure for Registered Student Groups and Office of the Dean of Students:

a) No fees will be charged for student organizations and departments within the Office of the Dean of Students

b) Exceptions include those programs that involve set-ups ($25-50 fee per setup).

2) Fee Structure for Administrative and University Departments:

a) $50 minimum for up to 4 hours

b) $100 for the full day

c) All groups are charged for programs that involve set-ups ($25-50 fee per setup).

3) Guidelines:

a) The exhibit on display in the Sarratt Gallery takes precedence over other programs. Should the exhibit include extremely fragile, large, or pedestal mounted material, use of the Vaughan Lobby area will be limited. Approval for use will be required by the Sarratt Facilities Manage-ment Team.

b) A maximum of two (2) tables for information exchange or refreshments may be set up in front of the doors leading to the Courtyard.

c) All programs that include food service will require a work order for cleaning and trash removal. Approval for food service in the Vaughan Lobby by the Sarratt Facilities Management Team will be required.

d) Only one (1) 5 ft. table may be used directly in front of the Cinema. Additional tables are in violation of the fire code.

D) Skylight Lobby
This lobby is located on the third floor of Sarratt and is not a reservable space unless approved by the Sarratt Facilities Management Team

E) Stonehenge Lounge
This lounge is located on the first floor of Sarratt and is available for very limited programming and receptions within the following guidelines:

1) Fee structure for Registered Student Groups and Office of the Dean of Students:

a) No fees will be charged for student organizations and departments within the Office of the Dean of Students.

b) Exceptions include those programs that require major set-ups involving the removal of tables, chairs, couches, etc., from the Stonehenge Lounge. Either Sarratt room 116 or 189 must be available for storage of these furnishings. A set-up fee of $70 will be charged.

2) Fee Structure for Administrative and University Departments:

a) $75 for four (4) hours for rental of Stonehenge Lounge.

b) $150 for the full day.

c) In addition, if programs require major set-ups involving the removal of tables, chairs, couches, etc., from the Stonehenge Lounge, either Sarratt 116 or Sarratt 189 must be available for storage of these furnishings. Rent for one of these rooms will be charged and a $70 set-up fee will be charged.

3) Guidelines:

a) Stonehenge Lounge is only reservable for Fridays after 4 pm and all day Saturdays.

b) The Stonehenge Lounge can only accommodate a maximum of 75 people as dictated by fire code. Approval for use by the Sarratt Facilities Management Team will be required.

c) All programs that include food service will require a work order for cleaning and trash removal.

d) The removal and/or repositioning of any furniture is prohibited. The removal or repositioning of any furniture must be done by the building manager on duty and must be scheduled beforehand through ORE.

PLEASE NOTE:

  • A work order for cleaning these areas may be deemed necessary and will be requested via ORE on an as needed basis.
  • Failure to work within the boundaries of this policy may result in loss of table or programming privileges.
  • All groups using these areas must work within the publicity and posting guidelines specified in the Sarratt Posting Policy.

As with all areas of the Sarratt Student Center, use by registered student organizations, and the Office of the Dean of Students takes priority over non-affiliated or non-Vanderbilt groups. Campus departments such as University Events or the Chancellor’s Office also have priority in scheduling. Only with the approval of the Sarratt Facilities Management Team will events be scheduled in these areas during mid-terms and finals, as Sarratt is a hub of study activity during these times.
Please contact the Office of Reservations and Events with any questions or reservations at 615.322.2448.

Student Life Center
The Student Life Center does not charge Student Organizations for rent in the SLC. Groups are charged for set up/tear down, housekeeping, and audio visual. Please see the Student Life Center webpage for all rates and policy guidelines at www.vanderbilt.edu/studentlifecenter.

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Alcohol Policies for Programs and Activities

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.

Official Policy
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.

Enforcement
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.

Sanction Exemption
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.

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Guidelines for Responsible Party Planning

Since the objective of a great party is that everyone (including non-drinkers) have a great time, it is important to plan parties and social activities where alcohol is not the primary focus. Officers or representatives of a registered student organization are expected to make reasonable efforts to assure that minors and intoxicated individuals are not served alcoholic beverages. Keep in mind the following tips on responsible party planning.

Responsible Party Planning and Responsible Guests

  • Do not promote drinking as the primary focus of any activity.
  • Recognize and respect another’s right not to drink.
  • Do not encourage or allow irresponsible behavior such as drinking games or physical confrontations.
  • Have a plan to get home safely before you have your first drink.
  • Remember that the use of alcohol is limited by society through laws governing drinking and driving, the minimum drinking age, open containers, etc., and respect these laws.
  • Set a reasonable limit on how many drinks you are going to have if you decide to drink, and then do not exceed that amount.
  • Do not expect your host (or friends) to take care of you when intoxicated; take responsibility for yourself. Don’t get sloppy!

Responsible Hosting Behavior Guidelines

  • Provide food and nonalcoholic beverages when alcoholic beverages are consumed; give everyone a choice, and support the decision to abstain.
  • Serve substantial food or snacks (not just chips and dips) at all activities at which alcohol is being consumed; food slows down the body’s absorption of alcohol into the bloodstream. Avoid serving only salty snacks.
  • Don’t be insistent about refilling drinks, “pushing” drinks, or pressing guests to have “just one more.”
  • Measure beverage alcohol when you are mixing a drink. Better yet, hire a licensed, professional server.
  • Provide standard ten-ounce cups for all beverages served. Discourage use of large cups or mugs.
  • Do not serve alcohol within thirty minutes of the ending time of the event. At the close, no alcohol should be served or taken from the facility.
  • Prevent any driver who is under the influence of alcohol from driving by having a “key master” and providing designated drivers, taxi service, or a place to spend the night.
  • Don’t allow drinking games or you will play the game of “cleaning up vomit.”
  • Provide incentives for designated drivers to remain sober by supplying special party favors, free food, or other treats.
  • Always have sober event monitors who can handle any problems that may arise.
  • Remember, the human body can only process about one drink an hour. Coffee, cold showers, and exercise will not sober someone up! Only time can do that. If you observe a guest drinking too much, try the following:

1) engage him or her in conversation to slow down the rate of drinking;

2) offer high-protein food and a nonalcoholic beverage;

3) seek medical attention, if necessary.

For more information on hosting and managing safe events with or without alcohol, see the Guide to Party Planning, available from the Office of Alcohol, Tobacco, and Other Drug Prevention in the Sarratt Student Center.

* Adapted from the Texas A&M Student Handbook

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