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									                                           UNIVERSITY OF VIRGINIA
                                   Approval Request for Use of Alcoholic Beverages
                             The form should be submitted at least 1 week prior to proposed event.
                                                   PLEASE PRINT OR TYPE

    Request Approved *               Request Denied                 Comments: _____________________________________
    ___________________________________________________________________________________
    *Sponsor must comply with applicable facility regulations including, but not limited to, security and crowd control
    requirements.
    Signature: ____________________________________________________ Date: ______________________
                      Vice President and Chief Student Affairs Officer (or designee)



Today’s Date: ___________________________ Event Date & Day of Week: ______________________________
Organization/Department name: __________________________________________________________________
          Do you have a Contracted Independent Organization Agreement in place? _____ (Yes) _____ (No)
          Do you have a Fraternal Organization Agreement in place? _____ (Yes) _____ (No)
          Are you a University Foundation? _____ (Yes) _______ (No)
Requestor name: __________________________________________ Title: _______________________________
Address: _____________________________________________________________________________________
Phone: ___________________ Fax: ___________________ E-mail: _____________________________________
Host name (person responsible at the event) if other than requestor: ______________________________________
Purpose of Event: ______________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Nature of Event (i.e., guests, type of activities, food, refreshments, etc.): __________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Estimate of Expected Attendance: _____________ Location: ___________________________________________
Alcohol served from (start): _______ (end) _______ Rain Site: _______________________ Rain Date: _________

     COMPLETE REQUIRED FORM ON PAGE 2 to describe how compliance with federal and Virginia laws
      and University regulations regarding alcohol will be monitored and sign on page 2 after reading the U.Va.
      policy on the Use of Alcoholic Beverages and Prohibition of Other Drugs.
     If alcohol must be stored for an approved event, complete form on page 2 to describe how it will be secured.
     Are persons under the legal age of 21 expected to be present? Yes *            No 


*If yes, complete this section to request an exception to the policy regarding attendance by underage persons.
Please indicate the percentage of guests who will be underage (< 21 years old): ________ %

COMPLETE REQURED FORM ON PAGE 2 to describe procedures to prevent the service and consumption of
alcohol by underage persons.


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                          PAGE 2 — REQUIRED FOR ALL APPLICATIONS
Check all that apply:
1. Alcohol will be served by:  UVA catering  host organization  Other _____________________________
2. Type of beverage service:  cash bar  open bar       Other _______________________________________
3. Type of alcohol served & total quantity provided*:
 beer __________        wine _________  liquor _______________ (*See page 4 for quantity guidelines)
Describe how compliance with Virginia laws and University regulations regarding alcohol will be
monitored. Note: food and non-alcoholic beverages must be available and easily accessible
throughout the event. Alcohol must be monitored at all times.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
REQUIRED FOR ALL EVENTS WITH UNDERAGE GUESTS:
Check all that apply:
1. Patrons ( of-age or  underage) will be identified by:  hand stamp  wristband (see page 5 for
information on obtaining free wristbands from the Gordie Center for Substance Abuse Prevention)
 other ______________________________________________________________________________________
2. Alcohol access will be controlled by:  partition  roped area  separate room  other _________________
Name of trained event manager (TIPS or U.Va. approved program): ______________________________________
Event manager training is available online through Collab. Email gordiecenter@virginia.edu to be
added to the course. (See page 5 for event manager responsibilities and page 6 for a list of trained individuals.)
Describe procedures to prevent the service and consumption of alcohol by underage persons.
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
REQUIRED FOR EVENTS WITH STORED ALCOHOL: If alcohol must be stored for an
approved event, how will it be secured? __________________________________________________
_____________________________________________________________________________________

By signing below, I agree to abide by U.Va. policies and the laws of the United States and the Commonwealth
of Virginia, and make sure event patrons do the same. I HAVE READ AND UNDERSTAND the U.Va.
policy on the Use of Alcoholic Beverages and Prohibition of Other Drugs.
Signature of requestor________________________________________________________ Date: _________


                   Please submit a signed copy of pages 1 & 2 to:
                   Patricia M. Lampkin, Vice President and Chief Student Affairs Officer
                   P.O. Box 400303, University of Virginia, Charlottesville, Virginia 22904                     2
                                 Guidelines for Hosting a Safe Event
   As the event host, you are responsible for taking reasonable steps to enforce and comply with local,
    Virginia, and federal laws and U.Va. regulations governing the use of alcohol.
   Be a good role model for others by modeling the behavior you expect of your guests. Model legal,
    safe and appropriate behaviors.

If there will be guests under the legal drinking age of 21 present at your event:
   Clearly identify individuals who are of legal age and who possess and/or consume alcohol by a
    wristband, hand stamp, or other type of highly visible identification.
   For a large event, have an area designated as an alcoholic beverage service and consumption area.
    Have some type of physical barrier at which all access and egress is controlled. This may include a
    partition, a roped area, a separate room, etc. Only individuals of legal age should enter this area and no
    alcohol should leave the area. Appropriate signage should be in place.

Beverages
  Serve all drinks to guests rather than having an open bar, especially for liquor. This allows you to
   monitor guests who may be intoxicated. Remind bartenders that it is illegal to serve anyone who
   appears intoxicated. Bartenders must be 21 years of age.
  Appoint a beverage manager to be responsible for the supervision of individuals serving beverages
   and ensuring that beverage servers are in compliance with all laws and University policies.
  Make nonalcoholic beverages available and as accessible as alcoholic beverages. Be imaginative;
   serve a non-alcoholic drink that goes with the theme of the event.
  If you are serving alcohol, serve lower-alcohol beverages (i.e., beer or wine).
  Have shot glasses available to deliver measured amounts of alcohol. Guessing the amount of alcohol
   can lead to serving more than one standard drink per container.

Food
  Make substantial food (i.e., pizza, cheese, meats, bagels, etc.) available and accessible throughout the
   duration of the event. Always have food when alcohol is served, as it slows the absorption of alcohol.
  Serve foods high in protein (e.g., cheese or meats), which slows the absorption of alcohol.
  Avoid salty foods when possible since it will increase thirst and encourage people to drink more.

Event Management
  Identify at least one person as the event manager to check identification for proof of legal age. See
   page 5 for more information on the event manager role.
  Create an environment that allows your guests to feel comfortable making low-risk drinking choices,
   including choosing not to drink.
  The host of an event may have a civil liability if a guest injures her/himself or others as a result of
   alcohol impairment. Appoint non-drinking drivers if your guests may need a ride home.
  Stop serving alcohol about one hour before you want the event to end. This will help ensure your
   guests’ safety on the way home.
  Do not allow guests to engage in drinking games or to chug drinks. Drunk guests are the primary
   source of problems.
  If a guest is drinking too much, start a conversation to slow down consumption and offer a non-
   alcoholic drink or food.
  If someone becomes highly intoxicated, or arrives highly intoxicated, stay with the person and
   monitor breathing. If you have any concerns about the person’s safety, call 911 immediately.


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                                             Estimating Alcohol Quantities
   As a general rule to promote moderate drinking, provide no more than 1 drink per person per hour.




                This graphic is licensed by the University of Virginia’s Gordie Center for Substance Abuse Prevention under a
                Creative Commons Attribution-NonCommercial-NoDerivs 3.0 Unported License. See:
                http://creativecommons.org/licenses/by-nc-nd/3.0/



For beer (5% alcohol), the approximate number of standard drinks in
            Pony keg (7.75 gallons, 12 ounce cups) = 82
            U.S. keg/half barrel (15.5 gallons, 12 ounce cups) = 165

For table wine (12% alcohol), the approximate number of standard drinks in
            a standard 750-mL (25-oz.) bottle = 5
            a magnum (64 ounces) = 13

For 80-proof spirits, or “hard liquor,” the approximate number of standard drinks in
           a mixed drink = 1 or more*
           a pint (16 oz.) = 11
           a fifth (25 oz.) = 17
           a handle (1.75 L or 59 oz.) = 39

For 100-proof spirits, or “hard liquor,” the approximate number of standard drinks in
           a mixed drink = 1 or more*
           a pint (16 oz.) = 16
           a fifth (25 oz.) = 25
           a handle (1.75 L or 59 oz.) = 49

*Note: “It can be difficult to estimate the number of standard drinks in a single mixed drink made with hard liquor. Depending on factors
such as the type of spirits and the recipe, a mixed drink can contain from one to three or more standard drinks.” Primary Sources:
http://pubs.niaaa.nih.gov/publications/Tips/tips.htm and
http://rethinkingdrinking.niaaa.nih.gov/ToolsResources/DrinkSizeCalculator.asp

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                                     Event Manager Guidelines
   All events on University property involving the use of alcohol with underage guests must have policy
    on the Use of Alcoholic Beverages and Prohibition of Other Drugs an event manager who is trained in
    the U.Va. Alcohol Risk Management Program.

   The U.Va. Alcohol Risk Management training class is free and available online through Collab.
    Email case@virginia.edu to be added to the Collab site. Once approved, you will have access to the
    online course.

   The Gordie Center for Substance Abuse Prevention maintains a list of trained individuals who are
    willing to serve as event managers (see page 6 of this policy). The sponsoring organizations must
    make arrangements with individuals to serve as an event manager. Suggested payment for event
    managers is $10/hour.

   The event manager’s primary duty is to check event guests’ identification for proof of legal age and
    clearly identify individuals who are of legal age by a wristband, hand stamp, or other type of highly
    visible identification as specified in the approved Request for Alcoholic Beverages on University
    Property form.

   The event manager’s secondary duty is to assist the event host in following University policy
    regarding the service of alcohol. The event manager should alert the event host to any observed
    policy violations (e.g., entry or exit of persons with beverage containers, lack of non-alcoholic
    beverages and/or food items, kegs, pony kegs or beer balls in University-owned residence facilities).
    It is the event host’s responsibility to correct any policy violations.

   The event manager is not to drink prior to or while serving as an event manager.

   The host should make her/himself known to the event manager at the beginning of the event in order
    to handle any problems that may arise.


                                       Wristband Procedures

       The Gordie Center for Substance Abuse Prevention provides disposable plastic wristbands to
        U.Va. student organizations and University departments for the purpose of identifying event
        patrons who are of legal age to consume alcohol.
       Wristbands are not provided for events where alcohol is not served or events where only
        individuals who are of the legal age to drink are admitted. The wristbands are not to be used to
        identify patrons who have paid admission to an event.
       Each U.Va. student organization or University department may request up to 500 free wristbands
        per academic year (June 1 – May 31).
       When a U.Va. student organization or University department exceeds the annual 500 wristband
        limit, the group may choose to purchase wristbands at a recovery charge of $0.13 per wristband.
        Purchases must be made in groups of ten wristbands.

To request wristbands and schedule a time for pickup, please contact the Gordie Center at 924-5276 or
gordiecenter@virginia.edu.

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                             2011-12 Event Manager List

                      Name                                 Email
Aless Grasso                          acg7b@virginia.edu
Amy Harris                            alh7n@virginia.edu
Barbara Moriarty                      bam9s@eservices.virginia.edu
Bessie Bucholz                        bjb4s@virginia.edu
Betsy Chuncko                         blc9v@virginia.edu
Bob Davis                             red3u@cms.mail.virginia.edu
Bonnie Gordon                         bsg6v@virginia.edu
Catherine Burke                       cmb4ve@virginia.edu
Chester Mayo                          cvm5e@virginia.edu
Chris Mullen                          crm4u@virginia.edu
Chris Sweeney                         cms2vp@virginia.edu
Claire Montaigne                      chm4q@virginia.edu
Claudia Quintero                      claudia.c.quintero@gmail.com
Colin Curley                          cpc8d@virginia.edu
Courtney Nelson                       cln8d@virginia.edu
Dana Oster                            djo2cu@virginia.edu
Elizabeth Fowler                      ef4n@virginia.edu
Geril Garcia                          gpg3d@virginia.edu
Ipek Saray                            is3h@virginia.edu
James Barnett                         james.c.barnett@gmail.com
James Smith                           jsmith@virginia.edu
Jennifer Holm                         jlh2nn@virginia.edu
Karishma Mehta                        kcm3k@virginia.edu
Katelyn Mendoza                       kdm4t@eservices.virginia.edu
Kelly Hondula                         klh4h@virginia.edu
Lauren Hauser                         lauren.e.hauser@gmail.com
Lianne Landers                        lbl6u@virginia.edu
Manuel Lerdau                         mlerdau@virginia.edu
Marguerite McGinnes                   mam6hc@virginia.edu
Maria Chee                            mwc4e@eservices.virginia.edu
Megan Herrold                         meganlherrold@gmail.com
Meredith Sloan                        mes5gg@virginia.edu
Michael Gude                          mag7r@virginia.edu
Nancy Park                            jp3nj@virginia.edu
Nancy Park                             jp3nj@virginia.edu
Naveen Duwadi                         nnd4f@virginia.edu
R.R.S. Stewart                        rrs3z@virginia.edu
Reed Arnold                           raa5h@virginia.edu
Robert Reynolds                       rkr9p@virginia.edu
Ryan Ives                             ri9e@virginia.edu
Sasha Amini                           sasha.amini@gmail.com
Sophia Hyman                          srh4r@virginia.edu
Sylvia Chong                          sc9ar@virginia.edu
Tiana Daubach                         tiad9g@gmail.com
Tom Mc Namara                         peelie@earthlink.net
Will Walsh                            wbw9k@virginia.edu
William Dirienzo                      wjd5q@virginia.edu             6
University of Virginia Policy: Use of Alcoholic Beverages and Prohibition of Other Drugs
Policy ID: STU-001
Reason for     To regulate the sale and service of alcoholic beverages on University property and to inform
   Policy:     the University community of state and federal laws and penalties concerning unlawful
               substance use and abuse; health and behavioral risks of alcohol abuse or drug use; and
               resources for treatment and educational programming in accordance with Federal law.
               [Drug-Free Schools and Campuses Regulations; 20 U.S.C. 1011i and 34 C.F.R. Section 86.100
               (a) (1).]

 Definition    University Function: Any activity that is conducted by a University office or department or
  of Terms     by University personnel, and which is done on behalf of the University, whether the activity
          in   is conducted on or off Grounds.
Statement:
               University Office or Department: Any office or department whose reporting line culminates
               with the Board of Visitors. A student organization with a Contracted Independent
               Organization Agreement or a Fraternal Organization Agreement, or a University foundation
               is not considered a University office or department.

               University Personnel: University employees who have a direct reporting relationship that
               culminates with the Board of Visitors or who are appointed through University Human
               Resources and paid through University payroll to perform services that are subject to the
               will and control of the University.

               University Property: Land or buildings that the University owns or leases and that is under
               the direct control of the Board of Visitors. University property also includes premises the
               University uses for activities of its offices, departments, personnel or students.

     Policy    The University of Virginia prohibits the illegal or otherwise irresponsible use of alcohol and
Statement:     other drugs. It is the responsibility of every member of the University community to know
               the risks associated with substance use and abuse. This responsibility obligates students and
               employees to know relevant University policies and federal, Virginia and local laws, and to
               conduct themselves in accordance with these laws and policies. To these ends, the
               University publishes the following information regarding University policies and sanctions,
               laws and penalties concerning substance use and abuse, health and behavioral risks of drug
               use, and resources for treatment and educational programming.

               1. Alcohol
               Virginia laws concerning the purchase, possession, consumption, sale and storage of
               alcoholic beverages include the following:

                   1. Any sale of an alcoholic beverage requires a license from the Virginia Alcoholic
                      Beverage Control (ABC) Board;
                   2. Alcoholic beverages are not to be given, sold or served to persons under 21 years of
                      age;
                   3. Alcoholic beverages are not to be given, sold or served to persons who are
                      intoxicated;
                   4. Virginia law prohibits: drinking in unlicensed public places; possession, consumption
                      or purchase of an alcoholic beverage by a person under 21 years of age; falsely
                                                                                                                7
        representing one’s age for the purpose of procuring alcohol; and purchasing, giving,
        providing, or assisting in providing an alcoholic beverage for a person who is under
        21 years of age; public intoxication; and providing alcohol to an intoxicated person.

The University of Virginia assumes no responsibility for any liability incurred at any event not
sponsored by the University where alcohol is served and/or sold. Students and members of
Contracted Independent Organizations or of organizations with a Fraternal Organizational
Agreement are always expected to conduct themselves in accordance with the laws of the
Commonwealth of Virginia and to assume full responsibility for their activities and events.


2. Areas of Emphasis

    1. Except as expressly permitted in this policy under Item 11 of the “Areas of
        Emphasis,” any use of alcohol (1) in a public area on University property or (2) at a
        University function in which University of Virginia students will be present must be
        approved in advance in writing by the Vice President and Chief Student Affairs
        Officer or his or her designee.
    2. Alcoholic beverages must not be served at any University function or event on
        University property that will be attended by underage University of Virginia
        students. Requests for exceptions must be presented to the Vice President and Chief
        Student Affairs Officer or his or her designee. If an exemption is granted, personnel
        trained in Training for Intervention Procedures (TIPS) or another University-
        approved program must be present to supervise the distribution of alcohol.
    3. Alcoholic beverages purchased with University funds may be used only in
        compliance with Virginia and federal law and University policy.
    4. Events, whether planned or spontaneous, involving the possession/distribution/
        consumption of alcoholic beverages are prohibited in and around the first-year
        residence halls.
    5. Non-alcoholic beverages and food items should be present at the University
        functions where alcoholic beverages are served.
    6. Alcoholic beverages may not be mentioned in the advertising or publicizing of a
        University function.
    7. Sponsors serving alcohol at University functions shall not permit the entry or exit of
        persons with beverage containers.
    8. Sponsors must check for proper age identification of individuals attending events
        when alcohol is served and underage students may be present.
    9. A student may not let another person use his or her student I.D. for the purpose of
        obtaining an alcoholic beverage, nor may a student use another person ’s I.D. to
        obtain alcoholic beverages.
    10. University Dining Services, the University Programs Council and Nutrition Services
        are the only organizations eligible to obtain an ABC license for the purpose of selling
        alcoholic beverages on University property.
    11. Members of the University community living in University property and their invited
        guests who are lawfully permitted to purchase, possess and use alcohol may do so in
        the residence or on any immediately adjacent area devoted to residential use; they
        should not do so, however, in public places or in any area on University property
        devoted to common use. The presence of underage family members, employees or
        guests does not preclude the serving of alcohol in a residence that is University
        property provided an appropriate of age family member and/or host is willing to
        assume the legal responsibility for insuring compliance with state and federal law
                                                                                                   8
                      and University policy.
                  12. Additional regulations governing the use of alcohol in Newcomb Hall, Peabody Hall,
                      Lambeth Commons Building, and the Student Activities Building can be obtained in
                      Newcomb Hall.
                  13. Possession of kegs, pony kegs or beer balls is prohibited in residence facilities that
                      are University property.
                  14. Any organization, as well as its leadership, sponsoring an event on University
                      property will be responsible for following all federal and Virginia laws and University
                      policies which apply to the serving and/or selling of alcoholic beverages.
                  15. Approval to use alcohol at an event on University property or at a University
                      function involving University of Virginia students requires approval a minimum of
                      one week in advance in writing from the Vice President and Chief Student Affairs
                      Officer or his or her designee. Submit the Approval Request for Use of Alcohol
                      Beverages form.

Any student found in violation of this policy is subject to the entire range of University Judiciary
Committee sanctions described in the Statement of Students' Rights and Responsibilities, including
suspension and expulsion. University personnel found in violation of this policy are subject to appropriate
personnel sanctions.

For the complete text of the University’s policy on the Use of Alcoholic Beverages and Prohibition of
Other Drugs , please access the following: https://policy.itc.virginia.edu/policy/policydisplay?id='STU-
001'

This information is also included in the Undergraduate Record and Graduate Record in the sections on
University Regulations – Alcohol and Drug Policy.




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