Catered Events with Alcohol
Catered events are organized functions held inside or outside a residential facility, common space in a residence hall, fraternities and sororities, Parker Commons, or other approved large campus venues where alcohol is served to students of legal age by a licensed caterer, which are open to students of Colgate University. Catered event hosts are responsible for informing their chosen caterer of, and ensuring full compliance by the caterer, with these requirements.
- All catered events must be registered with and approved by a Dean of the College staff at least three (3) weeks prior to the event. Events must be conducted in a manner consistent with that stated in the registration request and approval.
- Students who wish to host catered events with alcohol must be at least 21 years of age and must complete all Dean of the College trainings and requirements. There must be at least two (2) ASTP (Alcohol Skills Training Program) trained hosts including one (1) member of the organization’s leadership team present at all times during the event. The hosts must participate in ASTP prior to registering the event (see Additional Hosting Expectations) and must meet with a Dean of the College Administrator to review the event.
- A reasonable amount of water, non-alcoholic beverages, and food must be provided for the duration of any catered 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.
- Proper verification of age is required at catered events on campus where alcohol is served and must be conducted by the caterer or security detail. Wristbands must be distributed to of-age students to ensure that alcohol is provided only to those who are of age. Catered event attendees may not be served more than one alcoholic beverage at a time.
- Host(s) of catered events must be present for the entire event, monitor the event, and make sure there is no underage consumption, or other violations of Colgate policy (including without limitation these requirements). 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.
- A university official may check-in at the beginning of each catered event to meet with the event host(s) and 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.
- If a university official has concerns that a catered 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.
- Printed and electronic publicity (e.g. social media, or other mass app-based distribution) for catered events on campus may mention alcohol, provided that the following specific and approved language is used:
- “Non-alcoholic beverages available. Beer 21+” or “Non-alcoholic beverages available. Wine 21+” or “Non-alcoholic beverages available. Beer and wine 21+”
- 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.
- 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.
Occasionally, registered student organizations will host events with alcohol at an off-campus facility. These events fall into the Catered Events category because the organization must work with a third-party vendor to facilitate the event. Policies consistent with catered events are expected to be followed. Off campus events must be registered 2 weeks prior to the event and must be approved by the organization's adviser.
Organizations that wish to host an off campus event with alcohol must complete all of the Dean of the College trainings and requirements:
- There must be at least two (2) ASTP (Alcohol Skills Training Program) trained hosts including one (1) member of the organization’s leadership team present at all times during the event. The hosts must participate in ASTP prior to registering the event (see Additional Hosting Expectations) and must meet with a Dean of the College Administrator to review the event.
- Off campus events with alcohol must utilize a cash bar.
- Organizations hosting an off-campus event with alcohol must also utilize a guest list. Any member attending an off-campus event must also complete an Assumption of Risk and Acknowledgment of Liability form prior to the event.
- The hosting organization is responsible for providing transportation to the off-campus location. No attendee or guest is permitted to drive to an off-campus event.
Students looking to host on campus catered events should work with their advisor to ensure that all university policies, state, federal, and local laws are followed.
Chartwells, Good Nature, and the Palace Theatre are suggested vendors for students hosting events on campus.