Hosting Large-Invitation Events - Greater than 65 Attendees Skip Navigation

Hosting Large-Invitation Events

Large-invitation events are those events on campus with more than 65 guests, where alcohol will be served to of-age attendees.

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  1. For the purposes of this process, “large-invitation events” are organized functions held in the common areas of a college house, common space of a residence hall, fraternities and sororities, apartment or townhouse where alcohol is served to of-age students, that are open to students other than those who live in the residential unit and their personally invited guests, or that exceeds sixty-five (65) attendees. The attendance of the event may not exceed the maximum permitted occupancy of the space, as determined by the university.

  2. Students who wish to host large-invitation events with alcohol must be at least 21 years of age. There must be at least two (2) TIPS trained hosts present at all times during the event. The host(s) may participate in TIPS prior to registering the event (see Additional Hosting Expectations) and meet with a Dean of the College administrator to review the event. Click here to learn more about training.

  3. All large-invitation events where alcohol is present must be registered with and approved by a Dean of the College administrator at least 48 hours prior to the event. Events must be conducted in a manner consistent with that stated in the registration request and approval.

  4. A reasonable amount of water, non-alcoholic beverages, and food must be provided for the duration of any large-invitation event at which alcohol will be available. Water and non-alcoholic beverages must be as visible and accessible as the alcoholic beverages that are being served. A reasonable amount of food also must be provided and readily accessible. Alcohol may not be served at an event until water, non-alcoholic beverages, and food are also available; alcohol may not be served if the water, non-alcoholic beverages, or food become unavailable.
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  5. Proper verification of age is required at large-invitation events on campus where alcohol is served.
    1. Acceptable identification for age verification of Colgate students is a valid state or government ID accompanied by a Colgate University ID. Failure to have both of these pieces of identification must result in a request for additional forms of ID, and failure to produce such additional ID must result in the denial of alcohol service. Guests who are not Colgate students must show at least two forms of ID, one of which must be a valid state or government ID.
    2. Wristbands must be distributed to of-age attendees to ensure that alcohol is provided only to those who are of legal drinking age. Obtain wristbands from your registering department. Large-invitation event attendees may not be served more than one alcoholic beverage at a time.
    3. Throughout the duration of all large-invitation events on campus, those in charge of age verification and alcohol service must continue to monitor and ensure that alcohol is not provided to students who are under 21 and that students who are of legal drinking age are not over-served.
  6. Host(s) of large-invitation events must be present for the entire event, monitor the event, and make sure there is no underage or unsafe drinking, or other violations of Colgate policy (including without limitation these requirements).

  7. A university official may check-in at the beginning of and/or during each large-invitation event to meet with the social host(s) and to see if the event is set up and/or being conducted properly (e.g., ID checking process is identified, non-alcoholic beverages and food are available). The university official may check-in during the event, and if any concerns/issues are noted (e.g. excessive noise or a safety concern) the official will make every effort to contact the host(s) to ensure the concern/issue is resolved.

  8. If a university official has concerns that a large-invitation event is not being conducted according to these requirements, the official will have the right to either allow the host to remedy the situation or shut down the event.

  9. The amount of alcohol present must be scaled for reasonable levels of consumption by the reasonably anticipated number of attendees of legal drinking age.

  10. Wine, beer and other malt beverages may be served. Hard alcohol is prohibited. Most transports to the hospital for alcohol overdose are linked to consumption of hard alcohol.

  11. Printed and electronic publicity for large-invitation events on campus may mention alcohol, provided that the following specific and approved language is used:
    1. “Non-alcoholic beverages available. Beer 21+” or “Non-alcoholic beverages available. Wine 21+” or “Non-alcoholic beverages available. Beer and wine 21+”
    2. Only a Dean of the College administrator may approve variations to this standard language for publicity, regardless of where the event is to be held.
    3. Event publicity may contain no other references to alcohol, including without limitation: price of alcoholic beverages; types of beer or wine available; or photos or logos of alcoholic beverages with the exception of licensed establishments on campus.
  12. Activities that promote high-risk drinking, such as excessive and/or rapid consumption of alcohol, including without limitation drinking games or other consumption of a competitive nature, are not permitted. Drinking may not be the central activity of any event.

Additional Hosting Expectations for Events of All Sizes

  1. A limit of four events per week may be registered at the same location. (Sunday through Saturday). No event shall exceed four (4) hours or extend beyond 2:00 a.m.

  2. Every registered event may require an in-person Event Review with a Dean of the College administrator prior to the event approval. The Dean of the College administrator will use that time to review the event with the host(s).

  3. The host(s) of any event with alcohol is responsible for property damage caused by the actions of event attendees, whether invited or uninvited, and will be held responsible for damages to the area where the event is held, as well as entries and bathrooms used by attendees. All events must be conducted in a safe, responsible manner that is not disruptive to the surrounding area.

  4. The university expects reasonable attention to the cleanliness of the space after the event. Social host(s) will be responsible for coordinating the cleanup efforts, both inside and outside of the event space.

  5. Events with alcohol cannot be registered when classes are not in session, including new student orientation and final exam periods, and during the first weekend after classes begin.

  6. Individuals or organizations hosting an event should be aware that they may be held liable for damages for personal or other injuries suffered by attendees or others as a result of alcohol consumed at the event.

  7. Any violation of the above requirements may result in disciplinary action in accordance with the system of university standards and student conduct and/or the Policy on Alcohol and Drugs. In addition, the Dean of the College division may decline to permit registration of events by persons or organizations that have violated the above requirements or other Colgate policies and/or procedures.