Large-Invitation Events

  1. Home
  2. About
  3. Campus Resources & Services
  4. Large-Invitation Events

Large Invitation Events with Alcohol

Large-invitation events are organized functions held in the common areas of a 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 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.

For the 2023-2024 Academic Year we will be piloting a BYOB Event format. You can find more information about this event type below. 

You can find the policy information below:

  • 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) ASTP trained hosts including one (1) member of the organization’s leadership team present at all times during the event. The host(s) may participate in ASTP prior to registering the event (see Additional Hosting Expectations) and meet with a Dean of the College administrator to review the event.
  • All large-invitation events where alcohol is present must be registered with and approved by a Dean of the College staff member at least 72 hours prior to the event. Events must be conducted in a manner consistent with that stated in the registration request and approval.
  • 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.
  • Proper verification of age is required at large-invitation events on campus where alcohol is served.
  • 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.
  • Wristbands must be distributed to of-age attendees to ensure that alcohol is provided only to those who are of legal drinking age.
  • Large-invitation event attendees may not be served more than one alcoholic beverage at a time.
  • 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.
  • 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).
  • 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.
  • 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.
  • The amount of alcohol present must be scaled for reasonable levels of consumption by the reasonably anticipated number of attendees of legal drinking age.
  • Wine, beer and other malt beverages may be served. Hard alcohol is prohibited.
  • Printed and electronic publicity for large-invitation 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 with the exception of licensed establishments on campus.
  • 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.

BYOB Event 

A BYOB, or "bring-your-own beverage," function is a social gathering or event on university-owned property, sponsored by a recognized student organization or group, where attendees who are 21 years old or older are permitted to bring and consume a specified amount and type of alcohol. Each BYOB function must be explicitly designated as a BYOB function and comply with all University policies, regulations, and procedures. Failure to comply with the BYOB policy and related guidelines may result in the sponsoring organization and individual hosts being found in violation of the Code of Student Conduct within Colgate’s Student Handbook.

You can find the policy information below:

 

  • The organization, members, and guests must comply with all federal, state, and local laws. 
  • No person under the legal drinking age (21) may possess, consume, provide, or be provided alcoholic beverages. 
  • Only alcohol products below 15% alcohol by volume (ABV) are permitted. Attendees 21+ are permitted to bring a max of 4 cans of beer, hard seltzer, or malt beverage or 375 ml of wine.  Hard or grain alcohol, spirits, and similar beverages are not permitted.
  • Glass bottles, cases, twelve-packs, kegs, or other alcohol containers larger than four (4) 12-ounce beers/wine coolers/malt beverages are not permitted. 
  • The use of squeeze bottles, water bottles, beer bongs, party balls, pitchers, tumblers, thermos, punch bowls, or other common source containers is not permitted.
  • If you plan to consume and bring alcohol to the event, two forms of ID are required for entry, a government ID to verify age and a ‘Gate Card for a wristband. 
  • A personal carry limit is NOT a personal consumption target. Responsible use of alcohol for those who choose to partake will ensure all students are able to safely enjoy the event.
  • The organization, members, and their guests must not permit, encourage, coerce, glorify, or participate in any activities involving the rapid consumption of alcohol, such as drinking games.
  • Organizations are encouraged to utilize an attendance list to capture event attendees. Attendance at events with alcohol may not exceed the local fire or building code capacity of the organizational premises or host venue.
  • BYOB events should follow the same guidelines for hosting an on-campus event with alcohol. The hosting organization is responsible for providing two (2) social hosts, door monitors, and one (1) sober monitor per fifty (50) attendees. 
  • The hosting organization is responsible for providing a reasonable amount of food and water for each attendee. A reasonable amount is defined as one (1) standard serving per person of each food and non-alcoholic beverage. 
  • BYOB events must use punch cards or pull tab wristbands and have a service distribution center:
    • Punch Cards
      • For each and every event, punch cards should be created that are event specific. 
      • Punch cards should be about credit card size with the following information:
        • Name
        • Birthday
        • Type of alcohol /amount brought
        • Date of event
        • Location to punch up to four holes for the redemption of alcohol. 
      • Punch cards, unlike tickets, are easy to handle and are a more effective means for proper distribution. 
      • Punch cards should be collected at the exits when guests leave the event
    • Service Distribution Center
      • One centralized location should be established for the distribution of alcoholic beverages.
      • No other location, especially members' rooms, should be used for the distribution of alcoholic beverages.
      • The holding tank, which serves as a cooling area for the alcohol brought to the function by members and guests, can be as simple as a large rubber trash can filled with ice.
      • Anyone who wishes to acquire an alcoholic beverage that they brought to the event should present the punch card, show their wristband, and return an empty can if this isn't the first request (returning the cans assists the chapter with its recycling efforts and helps ensure that alcohol is not being given away to others once it leaves the service center). 
      • The service monitors should not serve anyone who is intoxicated, even if the person has alcohol remaining. Service monitors must be ASTP trained. 
      • Only one alcoholic beverage should be acquired at a time.
      • Left-over alcohol can be picked up the following day. Otherwise, it should be discarded.
  • Registration of BYOB functions includes: 
    • Complete the event registration form on Get Involved
    • Meet with Advising Department to review the event at least 5 business days prior to the event
    • Submit any required paperwork at least 3 business days prior to the event