Alcohol at University Approved Events and Programs
Any university department or external organization wishing to serve alcohol at an event must complete the application process and receive the appropriate approvals before assuming the request will be granted. University policies for such events or programs are detailed below:
- The university department must seek approval by completing the application process. It must be submitted a minimum of three weeks prior to the event.
- All Indiana State Laws, local ordinances and university policies must be followed at all times. Alcohol served on campus is limited to beer, malt beverage, wine cooler, or hard cider (not to exceed 8% alcohol) and wine (not to exceed 15% alcohol).
- No persons under 21 years of age may use or be in possession of alcoholic beverages under any circumstances.
- Clear signage specifying that alcohol will only be served to those who present valid I.D. must be posted at the location where alcohol is being distributed.
- Any attendee who provides alcohol to a minor will be held responsible for violating the Student Code of Conduct (if a student) and may be subject to legal action. Employees who provide alcohol to a minor or violate the University Policies regarding alcohol on campus will be held responsible according to the University Code of Conduct.
- Third Party licensed Provider: Alcohol must be served by a third party licensed provider and in accordance with Indiana State Law. The provider reserves the right to limit the amount of alcohol provided to an individual and assumes sole responsibility for the amount of alcohol distributed to any one individual. Hiring a third-party provider does not release the sponsoring department from its responsibility for complying with University policies.
- The sponsoring university department may use university funds for the purchase of alcohol for approved registered events. Student organizations may not use student government allocated funding for the purchase of alcohol, but may apply funds toward the hiring of a third-party vendor.
- No event or program for which alcohol is the primary focus is permitted.
- Advertising for an event or program must not include the provision of alcohol as a focused or major component of the program. Brand names of alcohol are only permissible for promotions if there is an approved sponsorship registered with the Office of University Advancement or intercollegiate athletics.
- Events can not include any form of drinking contests, games or other activities that encourages consumption of alcohol.
- Under no circumstances can organizations or departments collect funds that specifically provides access to alcoholic beverages. For athletic events, access to special locations where alcoholic beverages may be purchased may be included as a benefit of a specific membership group, but may not be the primary focus of the membership. (i.e. Baseline Landing access for $350+ Purple Aces Club (PAC) Donors at the Ford Center)
- The distribution and consumption of alcohol is restricted to the approved venue only. It is the responsibility of the sponsoring department to ensure all alcohol remains within the perimeter of the approved event. Alcohol served at events approved to be held outside or in public areas must have controlled access that restricts access and consumption to a specified area.
- Any event that provides alcohol as part of the program must also include the availability of non-alcoholic beverages and food throughout the duration of the event.
- Depending on the type of event and number of expected attendees, the university may require the department hire uniformed security officer(s) to monitor the event. In some cases, the third party licensed provider may require the hiring of security officers as part of their agreement with the sponsoring department. The hiring of security officers must be coordinated through the office of safety and security at least two weeks prior to the event. Compensation for the officers is the financial responsibility of the sponsoring department. Advanced compensation must be provided to the UE office of safety and security prior to the beginning of the event. UE Safety and Security will facilitate the receipt of payment to the hired officer(s).
- The availability of alcohol must end at least 30 minutes prior to the end of the event. In the case of athletic events with no scheduled end time, service for soccer matches will end at the beginning of the second half, for baseball service will end at the end of the 7th inning, and for softball service will end at the end of the 5th inning.
- The sponsoring department must provide appropriate escort or transportation for any individual who shows signs of intoxication beyond the legal limit.
- Sponsoring departments must make sure adequate liability insurance coverage is secured for the event at least two weeks in advance. Contact the office of risk management at (812) 488-2027.