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UCO OFF-CAMPUS ALCOHOL EVENT REGISTRATION GUIDELINES

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					        UCO OFF-CAMPUS ALCOHOL EVENT REGISTRATION GUIDELINES
    Return to Student Organizations Coordinator • Nigh University Center, Room 150 • 405-974-2625


    1. All student organizations wishing to hold an off-campus event where alcohol will be served must send at least
       two members of their executive counsel (President, Vice President, Social Chair, etc.) to an alcohol
       management training session each fall and spring semester. We also recommend the attendance of the on-
       campus advisor to the training session as well. These sessions will be offered by the Student Organizations
       Office in conjunction with the Student Health Center and the Office of Student Conduct. Only students who
       have attended an alcohol management training session may serve as event hosts.

    2. Event hosts must meet with the Student Organizations Coordinator (NUC 150) or their designee at least three
       weeks prior to the event to review the UCO Off-Campus Alcohol Event Registration Form and UCO Off-
       Campus Alcohol Event Registration Checklist.

    3. The UCO Off-Campus Alcohol Event Registration Form, the UCO Off-Campus Alcohol Event Registration
       Checklist and any additional materials, including third-party vendor agreements (venue, beverage service,
       security, etc.), must be submitted to the Student Organizations Coordinator at least two weeks prior to the event.

    4. In addition, the following items must be submitted to the Student Organizations Coordinator (NUC 150), at
       least one week prior to the event:

                A. For an event located within 30 driving miles of the Nigh University Center:

                      I. A menu of food and nonalcoholic beverages to be served at the event;
                      II. Copies of the valid driver’s license and current proof of insurance for all designated drivers,
                           who must be in attendance of event (please include information on paperwork provided); and,
                      III. A guest list detailing all of the individuals who will be attending the event. List must be typed
                           and include the name and birth date of each individual who plans to attend the event. Only
                           individuals on the guest list are authorized to attend the event.
                      * Please note that if it is an overnight event, designated drivers must be provided.

                B. For an event located more than 30 driving miles from the Nigh University Center:

                      I.   Organization must provide a contractual agreement for third-party transportation using a
                           licensed transportation vendor (due two (2) weeks before event)
                      II. A menu of food and nonalcoholic beverages to be served at the event; and,
                      III. A guest list detailing all of the individuals who will be attending the event. List must be typed
                           and include the name and birth date of each individual who plans to attend the event. Only
                           individuals on the guest list are authorized to attend the event.




10/09                                                      -1-
    5. Upon receipt of all above materials, the event host(s) and activity chaperone (on-campus advisor) will be
       contacted by the Student Organizations Coordinator, who will inform the event host and the chaperone as to one
       of the following:

                      I. Official letter of approval of the event;
                      II. Required changes to the event that must be made in order to gain approval; or
                      III. Notification that the event will not be approved and is not authorized to take place.

        Submitting all required documentation for an event does not mean the event is approved. Approval is not
        official unless the event host and chaperone receive an emailed letter from the Student Organizations
        Coordinator stating official event approval.

    6. Additional materials may be requested at the discretion of the Student Organizations Coordinator.

    7. Students and student organizations hosting an event where alcohol will be present and who have not received
       official approval from the Student Organizations Coordinator and/or that do not follow the policies agreed to on
       the UCO Off-Campus Alcohol Event Registration Form and UCO Off-Campus Alcohol Event Registration
       Checklist will be considered in violation of the UCO Code of Student Conduct and subject to disciplinary
       action.

    8. If an overnight event is within 30 driving miles of the Nigh University Center, designated drivers must still be
       provided.

    9. When determining the distance from UCO, the default driving directions given on Google Maps will be used at
       the time of the event review.

    10. UCO staff reserves the right to visit registered events to ensure compliance with the policy.

    11. Under no circumstances will on-campus, student alcohol events be permitted.



Please note that this policy is subject to change at any time without prior notification. For the most current policy,
please contact the Student Organizations office, room 150 NUC.




10/09                                                     -2-
              UCO OFF-CAMPUS ALCOHOL EVENT REGISTRATION FORM
(Must be completed and submitted to the Student Organizations Office TWO WEEKS prior to any event sponsored by
a University of Central Oklahoma Student Organization where alcohol will be served).

Host Organization(s): 1.____________________________ 2. _______________________________

Date(s) of Event:_____________________________          Start Time:___________________________

                                                        End Time: ____________________________

Alcohol Service         Start Time:_______________               End Time:_______________________

**Alcohol may only be served for a total of four (4) hours at any UCO Off-Campus event.

          Event Host 1:_________________________                 Event Host 2:_______________________
                              (Name)                                                   (Name)

                    __________________________                               __________________________
                              (Phone)                                                    (Phone)

                    __________________________                               __________________________
                              (E-Mail)                                                  (E-Mail)


        On-campus Chapter Advisor serving as chaperone: _____________________________________
                                                                      (Name)

                                                               _____________________________________
                                                                             (Phone)

                                                               _____________________________________
                                                                             (E-Mail)

 *The advisor serving as chaperone must be in attendance for the duration of the event and may not consume alcoholic
 beverages.

 Anticipated Attendance:
                   _______Number of UCO Faculty/Staff
                   _______Number of UCO Students (guests* or members of the hosting organization)
                   _______Number of guests* (who are not UCO students)

 *A limit of no more than two guests for each member of the hosting student organization applies to all off-
 campus alcohol events. In addition, UCO student organizations will be responsible for all guests and their behavior at
 UCO student organization events.

 Location of Event (please attach contract):

 Name:________________________________________________________________________________________

 Address (Street, City, State):______________________________________________________________________
                               ______________________________________________________________________

 Contact Name/Phone:____________________________________________________________________________
                         (Area Code)
10/09                                                    -3-
    Nature of Location:

        Restaurant                 Bar/Tavern          Banquet Facility
        Other (Please describe_____________________________)

    Vendor Providing Alcohol (please attach contract):

    Name:________________________________________________________________________________________

    Address (Street, City, State):______________________________________________________________________
                                  ______________________________________________________________________

    Contact Name/Phone:____________________________________________________________________________
                            (Area Code)

    Vendor Providing Security* (please attach contract):

    Name:________________________________________________________________________________________

    Address (Street, City, State):______________________________________________________________________
                                  ______________________________________________________________________

    Contact Name/Phone:____________________________________________________________________________
                            (Area Code)

    *Security company must provide wristbands for use as proof of identification.

    Vendor Providing Transportation, if event is more than 30 driving miles from NUC, (please attach contract):

    Name:________________________________________________________________________________________

    Address (Street, City, State):______________________________________________________________________
                                  ______________________________________________________________________

    Contact Name/Phone:____________________________________________________________________________
                            (Area Code)




10/09                                                     -4-
             UCO OFF-CAMPUS ALCOHOL EVENT REGISTRATION CHECKLIST
    The Sponsoring Organization agrees to the following (Acknowledge with initials of event host):

    ______     Only those of legal drinking age may possess or consume alcoholic beverages.

    ______     Alcohol may only be served for four (4) total hours at any UCO off-campus alcohol event.

    ______     Must provide licensed security personnel as required by the Student Organizations Office (One security
               officer must be present for every 50 people in attendance and more in accordance with the following
               guidelines):
                        1 - 50 attendees = One security guard
                        51-100 attendees = Two security guards
                        101-150 attendees = Three security guards
                        151-200 attendees = Four security guards
                        201-250 attendees = Five security guards
                        251-300 attendees = Six security guards

    ______     Security vendor is aware of, and agrees with, the policy that they must provide wristbands for use as proof
               of identification.

    ______     Provide nonalcoholic beverages and food as determined by the Student Organizations Office.

    ______     Alcohol service must end 30 minutes prior to the conclusion of the event if travel is planned with
               designated drivers and 30 minutes prior to the event if travel is planned using third-party transportation
               services.

    ______     Activity chaperone must be the on-campus organization advisor or appointed designee who is UCO
               faculty or staff.

    ______     Vendor (company) must be licensed to sell alcohol by the Oklahoma Alcoholic Beverage Laws
               Enforcement Commission (ABLE).

    ______     Alcohol must be sold on a drink per drink basis and may not be provided free of charge.

    ______     Student Organizations and/or their members must not charge a cover, entertainment fee, sell cups or ask
               for donations.

    ______     Student Organizations and/or their members will not purchase alcohol with Student Activity Fee or E&G
               funds.

    ______     Student Organizations and/or their members are not to advertise event off-campus or open event to the
               general public.

    ______     All individuals in attendance must appear on the guest list submitted to the Student Organizations Office
               and be UCO faculty, staff, students or their personally invites guests. A limit of no more than two guests
               for each member of the hosting student organization applies to all off-campus alcohol events. In
               addition, UCO student organizations will be responsible for all guests and their behavior at UCO Student
               Organization events. Organizations must submit a typed list of individuals in attendance to the Student
               Organizations Office one week prior to the event. The number of guests will not exceed the number of
               UCO faculty, staff or students in attendance. The list of those in attendance will be provided to the event
               security and chaperones.

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    ______      All promotional materials for the event must be approved by Student Organizations Office and may not
                encourage the abuse of alcohol, make reference to the amount of alcohol at the event or advertise BYOB
                (Bring Your Own Beverage).

    ______      BYOB (Bring Your Own Beverage) functions are not permitted regardless if beverages are alcoholic or
                nonalcoholic.

    ______      For events that are 30 driving miles or less from the NUC, the sponsoring organization may provide
                designated drivers in place of third-party transportation (who may not consume alcohol or any controlled
                substances the day of the event) in accordance with the numbers indicated in the Student Organizations
                Off-Campus Alcohol Event Policy (one designated driver per every four people attending the event or
                equal to 25% of the event’s attendance). Designated drivers must be in attendance of the event.

    ______      For overnight events that are 30 driving miles or less from the NUC, designated drivers must be provided.

    ______      When determining the distance from UCO, the default driving directions on Google Maps will be used.

    ______      For events located more than 30 driving miles from the NUC, the sponsoring organization must provide a
                contractual agreement for third-party transportation using a licensed transportation vendor.

    ______      The advisor serving as chaperone must be in attendance for the duration of the event and may not
                consume alcoholic beverages. Please have your advisor initial here to acknowledge this commitment.
                _____ (Chaperone’s initials).


             The following parties agree to the terms above and have not provided false information on this form:


        ________________________________                 ________________________________________________
           Event Host 1 Name                             Event Host 1 Signature                 Date


        ________________________________                 ________________________________________________
           Event Host 2 Name                             Event Host 2 Signature                 Date


        ________________________________                 ________________________________________________
        On-campus Chapter Advisor (Chaperone)            On-campus Chapter Advisor (Chaperone)  Date
        Name                                             Signature


        ________________________________                 ________________________________________________
        Student Organizations Coordinator                Student Organizations Coordinator      Date
        Name                                             Signature




10/09                                                     -6-
The University of Central Oklahoma requires certain criteria for our sober driver program. Please read and
report the following to apply for the sober driver privilege used at UCO. Two areas in the UCO Off-Campus
Alcohol Event Registration Form and UCO Off-Campus Alcohol Event Registration Checklist refer to the
designated driver privilege at UCO but are provided on this sheet for an additional reference.

                 A. For an event located within 30 driving miles from the Nigh University Center:
                       I. Menu of food and nonalcoholic beverages to be served at the event;
                       II. Copies of the valid driver’s license and current proof of insurance for all
                            designated drivers, must be in attendance of event (please include information on
                            paperwork provided); and
                       III. List of those individuals who will be attending the event. List must be typed and
                            include the name and birth date of each individual attending the event. Only
                            individuals on the guest list are authorized to attend the event.
                       * Please note that if it is an overnight event, designated drivers must be provided.

                **For events located 30 driving miles or less from the NUC, the sponsoring organization
                may provide designated drivers (who may not consume alcohol or any controlled substances
                the day of the event) in place of third-party transportation, and in accordance with the
                numbers indicated in the Student Organizations Off-Campus Alcohol Event Policy (one
                designated driver per every four people attending the event or equal to 25% of the event’s
                attendance).
By signing, each individual understands they are stating they will abide by the policy provided by the
Student Organizations Office and understands that by not following the policy they can forfeit the
Designated Driver Privilege for themselves or their entire organization. This privilege can be dismissed
on a case by case basis under the discretion of the Student Organization Coordinator, and/or the
Assistant Director of Greek Life and Student Organizations.

    Please provide the following information for all designated drivers:

          Name                           Phone Number                              Signature

    1.

    2.

    3.

    4.

    5.

    6.

    7.

    8.

    9.

    10.

    11.

    12.

    In addition, each Designated Driver must provide a copy of their current, valid driver’s license and
    insurance verification no later than one week prior to the event. An expired driver’s license or insurance
    verification will not be accepted.
10/09                                                  7

				
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