Serving Alcohol at Events

Student Involvement & Leadership approves all events at which alcohol will be present when students may be in attendance.

All events at which students may be in attendance (sponsored by any campus constituency) and alcohol is served must be registered and approved through Student Involvement & Leadership (SIL). Individuals who do not register their events, are personally liable for the behavior of any student (of age OR underage) to whom they serve any alcoholic beverages. Please review the bottom of this page for the specific guidelines for serving alcohol when students are present. 

College departments (academic or administrative) may sponsor events where alcohol will be served and where students will be present.  The sponsoring department must submit an Alcohol Registration Form  to Student Involvement and Leadership (SIL) seven (7) days prior to the event.  This document lists the sponsor(s) of the event and requires acknowledgment of understanding and agreement to adhere to College policies and procedures as well as approval from the department chair, dean of the school or appropriate Vice President/Provost. Please keep these guidelines in mind while planning the event and submitting the registration form: 

            

Digital Form 
Printable Registration Form 

The Digital Form requires no printing or scanning! Simply fill out the form and the automated process will guide you. Please note the digital form is currently not accessible to graduate students due to a technical issue. 

 

Definitions

Student Organizations: A student organization is defined as a group of students that is registered under a department or chartered under Associated Students/Student Involvement & Leadership. These groups/organizations must have a defined relationship with the above mentioned groups and structured officer positions. They must also have staff/faculty advisory support as well as more elaborate/complex activities and initiatives in conjunction with the College’s mission.

Trained/Certified Bartender: A trained and certified bartender is someone that has gone through a course in serving alcohol. The bartender should be knowledgeable in pouring alcohol responsibly, understand liquor laws, uses appropriate glassware, and utilizes proper hygiene practices.

*Note: The College’s Food Service provider is able to provide a trained and certified bartender. Inquire with their catering department for costs associated with this service.

For Student Sponsored Events

Only student organizations as defined in this document may sponsor events where alcohol is served. The sponsoring organization must submit a request to serve alcohol to Student Involvement & Leadership (SIL) a minimum of ten (10) business days prior to the proposed event date (late proposals will NOT be considered).  Only beer or wine may be served at student-sponsored events. Distilled liquor in any form is not permitted.  The sponsoring organization’s advisor must be present for the duration of the event to serve as the on-site event manager. This person may not consume any alcohol or other drugs prior to or at the event and is responsible for monitoring compliance with the Alcohol and Other Drugs Policy.

For all student-sponsored events, alcohol must be served by trained and certified bartenders as well as served and consumed in a specific area designated for persons 21 and older.  Designated areas accessible to the public and underage students must have clear and non-penetrable barriers (i.e. double barriers). Only one (1) drink may be served at one time.  No more than three drinks may be served to a student at any given event. Tabbed wristbands must be used at all events serving alcohol. Wristbands can be purchased from SIL  or through a SIL approved vendor. Sponsoring organizations are responsible for all costs associated with the event including, but not limited to, bartenders, barricades and wristbands.

Food and non-alcoholic beverages must be available at the event and a reasonable portion of the budget must be designated for this purpose.  Non-alcoholic beverages must be attractive, and displayed with equal prominence as the alcoholic beverages.

The amount of alcoholic beverages and food items available at an event is to be appropriate for the expected number of guests and duration of the event as determined by SIL. Oversized containers (including, but not limited to, kegs, party balls, or beer trucks) may be allowed at student-sponsored events only with the approval of the Director of Student Involvement and Leadership and the Assistant Dean of Students.

Alcoholic beverages may not be served during or after the last hour of any student-sponsored event. The hours and timing of the event will be determined in consultation with SIL. SIL has the right to alter or redefine, as a condition of approval, any of the above regulations as they relate to a specific department or organization.  If, at any time, the well-being of the community members is deemed to be threatened, appropriate and prompt action will be taken by the College.

Private-Closed Events

A private-closed event is a student-sponsored event that is not open to the public and must meet the following criteria:

  • The sponsoring organization conducts presales for event entrance.

  • A minimum fee of five dollars ($5) must be charged for event entrance.

  • A minimum of two 2 staff (including the advisor) for events expecting less than 50 guests (for every additional 20 guests expected, an additional staff member will be required).       

Public Events

A public student-sponsored event is for student participation only, but takes place in a public space and allows for the purchase of tickets at the entrance of the event and must meet the following criteria:

  • A minimum fee of five dollars ($5) must be charged for entry (presales are acceptable as well).

  • A minimum of 2 staff (including the advisor) for events expecting less than 50 guests (for every additional 20 guests expected, an additional staff member or public safety officer with qualifying training will be required).

Anyone who is displaying indicators of intoxication may not be served or permitted to consume alcoholic beverages at any event. Identification must be checked by entry monitors prior to being served alcohol and must consist of valid government-issued identification, and, for Saint Mary’s College students, a Saint Mary’s College student ID card. Students of legal age are required to wear wristbands during the event.

The hours and timing of the event will be determined in consultation with Student Involvement and Leadership (SIL). SIL has the right to alter or redefine, as a condition of approval, any of the above regulations as they relate to a specific department or organization. If at any time, the well-being of the community members is deemed to be threatened, appropriate and prompt action will be taken by the College.

For Faculty/Staff/Administration Sponsored Events

College departments (academic or administrative) may sponsor events where alcohol will be served and where students will be present.  The sponsoring department must submit an Alcohol Service Form to Student Involvement and Leadership (SIL) ten (10) business days prior to the event.  This document lists the sponsor(s) of the event and requires acknowledgment of understanding and agreement to adhere to College policies and procedures as well as approval from the department chair, dean of the school or appropriate Vice President/Vice Provost.

Criteria to host events:

  • The sponsoring department must have a faculty or staff member present for the duration of the event to serve as the on-site event manager.

  • A minimum of two 2 staff (including the advisor) for events expecting less than 50 guests (for every additional 20 guests expected, an additional staff member will be required).

  • This person may not consume any alcohol or other drugs prior to or at the event and is responsible for monitoring compliance with the Alcohol and Other Drugs Policy, obtaining the necessary one-day permit through the California Department of Alcohol Beverage Control (only if alcoholic beverages will be sold), and possessing the permit at all times during the event.

  • No individual who is displaying indicators of intoxication may be served or permitted to consume alcoholic beverages at any event.

  • Identification must be checked by entry monitors prior to being served alcohol and must consist of a valid driver’s license, passport, or official California identification card, and, for Saint Mary’s College students, a Saint Mary’s College student ID card. Students of legal age are required to wear wristbands during the event.

If the event involves students under the age of 21, alcohol must be served by trained and certified bartenders and served and consumed in a specific area designated for persons 21 and older.  Only one (1) drink may be served at one time. No more than three drinks may be served to a student at any given event.

Student Involvement and Leadership (SIL) has the right to alter or redefine, as a condition of approval, any of the above regulations as they relate to a specific department or organization.  If, at any time, the well-being of the community members is deemed to be threatened, appropriate and prompt action will be taken by the College.

Guidelines for Off-Campus Events

Saint Mary’s College recognizes the role and importance of off-campus events.  Groups associated with the College who participate in and sponsor social, service, and educational events must adhere with the Policy and understand their responsibility as a result of their association with the College. In addition, sponsoring groups must provide supervision by designated College official(s) for the duration of the event.  Further, groups must adhere to the College’s policies for on-campus events, including submitting an alcohol request form, and additional stipulations depending on the nature of the event. Student Involvement and Leadership (SIL) reserves the right to modify events in order to meet college policies and procedures.

The following guidelines regarding the availability of alcoholic beverages at off-campus events pertain to all members of the College community.  These guidelines in no way relieve any public establishment of their obligation to observe and enforce the law.

  1. The sponsoring group must abide by applicable laws and local ordinances or codes regarding alcohol.  The group should take appropriate steps to prevent underage drinking and the consumption of alcohol by intoxicated persons.

  2. The sponsoring group should promote responsible behavior and the general welfare of the sponsoring group, its individual members, and others participating in or associated with the event during that time.

  3. At such events, the behavior of the group, individuals, and guests are governed by the regulations set forth in the Code and other College policies.

  4. At no time should faculty and staff serve in the role of bartender, pour or purchase alcoholic beverages for students.

Publicity and Sponsorship for Student Sponsored Events Where Alcohol will be Served

The consumption of alcoholic beverages shall neither be the primary purpose of a student event (including, but not limited to, progressive drinking events) nor be used as an inducement to participate in an event.  Promotion and advertising of an event may indicate that alcohol will be available for purchase and must indicate, “ID will be required.” Also, the promotion and advertising of an event shall not portray symbols of alcoholic beverage consumption (including, but not limited to, foaming mugs, cans, wine glasses and kegs), excessive consumption (including, but not limited to, drinking contests and competitions) or emphasize frequency or quantity of alcoholic beverage consumption.

The sponsorship of events by alcoholic beverage companies is limited to cash donations, donated materials for College alcohol educational programs, and donated products (other than those which directly promote or advertise alcoholic beverages) in support of fundraising or other special events as approved by the Vice President for Student Life or designee.