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PROCEDURE TO PLAN AN EVENT INVOLVING ALCOHOL

  

The PROCEDURE TO PLAN AN EVENT INVOLVING ALCOHOL applies to all events involving alcohol, including university events which are held at Liquor Establishments.  The PROCEDURE DURING AN EVENT INVOLVING ALCOHOL has more details specific to the criteria which must be met during the event.  Also refer to PROCEDURE FOR STORAGE OF ALCOHOL for storage requirements.

 The Organizer(s) of an event involving alcohol is/are responsible for mitigating all foreseeable risk to individuals attending that event. Therefore, the organizer(s) must ensure that all steps listed below are completed prior to holding an event where alcohol is available.

  • Consult with Risk and Insurance Services concerning Risk Management Plan.
  • Complete all forms and receive appropriate approvals as listed below and submit to Liquor Services (St. John's campuses) and Student Services (Grenfell Campus) 5 days in advance of event. Refer to flow chart for quick reference of forms and necessary steps.
  • Functions involving alcohol may only take place after noon and before 1 a.m.
  • Ensure due diligence to arrange for an adequate (depending upon nature and duration of the event) number of individuals who have completed Server Intervention Training to be present at the event. Consult with Liquor Services for guidance.

There are a variety of types of events involving alcohol, that may be held on campus and there are specific steps that must be followed depending on the group that is planning the event and the nature of the event. Specifics for different types of events are listed below:

 EMPLOYEE EVENTS

The following apply to Employee Events: 

  • Organizers must submit an Alcohol Event Request to Liquor Services on the St. John's campuses and a Liquor Approval Form to Student Services on Grenfell Campus.
  • Alcohol is purchased through Liquor Services on the St. John's campus.

 BARTENDED EVENTS

The following apply to events when Liquor Services Bartenders have been hired:

 STUDENT EVENTS

The following apply to Student Events:

  1. Ensure liquor liability insurance is in place. Consult with applicable student union.
  2. Arrange for a minimum of two executive/organization members who have completed Server Intervention Training to attend the event and to refrain from drinking alcohol prior to and for the duration of the event.

Club and Society Mixers (St. John's Campus) 

  • Maximum 3 - hour limit between 5 and 8 p.m. on Friday.
  • Organizers must submit Student Alcohol Event Request Form to Liquor Services for the St. John's campus and a Liquor Approval Form to Student Services on Grenfell Campus.
  • Alcohol is purchased through Liquor Services.

 The following are exceptions to Club and Society Mixers listed above.

 In-Residence Events (St. John's Campus only): 

  • Maximum 2 events / residence / semester.
  • Maximum 3 hour limit between 5 and 10 p.m. on Friday.
  • Maximum 3 hour limit between 2 and 10 p.m. on Saturday.
  • Organizers must submit Residence Life Activity Form.
  • Alcohol is purchased through Liquor Services.

 Faculty of Medicine and School of Pharmacy

  • Maximum 3 - hour limit between 7 and 10 p.m. on Friday.
  • Organizers must submit Student Alcohol Event Request Form to Liquor Services.
  • Alcohol is purchased through Liquor Services.

 Biology Graduate Seminar (St. John's Campus)

  • Maximum 1 - hour time limit between 4 and 5 on Fridays.
  • Organizers must submit Student Alcohol Event Request Form to Liquor Services.
  • Alcohol is purchased through Liquor Services.

 Geography Blue Box Series (St. John's Campus)

  • Maximum 1 hour time limit between 4 and 5 on Fridays.
  • Organizers must submit Student Alcohol Request Form to Liquor Services.
  • Alcohol is purchased through Liquor Services.

Marine Institute Student Union (MISU)

  • Maximum 3 - hour limit between 6:30 and 9:30 p.m. on Friday.
  • MISU must submit Student Alcohol Event Request Form to Liquor Services.
  • Beer is purchased under MUN Liquor License and recorded via NLC. All other alcohol is purchased through Liquor Services.

 Following completion of all necessary steps listed above for the various types of events, Liquor Services at St. John's Campus will:

  • Provide alcohol to St. John's and Marine Institute Campuses.
  • Provide Liquor Permit that must be displayed at the event.
  • Send copy of Liquor Permit to CEP for events held on St. John's Campus.
  • Ensure that advertising for events follows procedure as set out in the PROCEDURE FOR ALCOHOL-RELATED ADVERTISING.

 CATERED EVENTS

The following apply to catered events involving alcohol on Campus:

  • Glass serving containers are permitted.
  • Unopened beverages will NOT be distributed.
  • Bottles of wine can be provided and opened by bar staff.
  • Persons under 19 years of age may be present at catered events where alcohol is served as set out in the Newfoundland Liquor Control Act.
  • Non-alcoholic beverages will be served.
  • Any person serving alcohol will have completed Server Intervention Training.
  • Alcohol must be purchased through Liquor Services.
  • The Liquor Services Function Sheet must be completed.

 St. John's Campus (Except HSC and MMAP)

  • Contact the Contracted Food Service Provider to book food and determine set up for event.
  • Complete Liquor Services Function Sheet
  • Contact Liquor Services to provide alcohol if:
    • Cash bar (debit and credit card not available)
    • Mixed drinks required
  • Contact the Contracted Food Service Provider to provide alcohol if:  
    • No cash bar
    • Beer, wine, coolers served only

 Marine Institute

 Grenfell Campus-Conference Services

  • All alcohol requests are processed through GCSU Backlot.
  • Appropriate approval request using the Liquor Approval Form where necessary (activities outside the Backlot).
 

Policies using this procedure: