Scope
The possession, sale, use or consumption of alcohol, while on organization premises or during an organization event, in any situation sponsored or endorsed by an organization, or at any event an observer would associate with the organization, must be in compliance with any and all applicable federal, state, and laws, the policies of Randolph-Macon College, and must comply with either the Third Party Vendor or BYOB procedures as outlined in the Social Host and Risk Management Policy.
No person under the legal drinking age may possess, consume, provide or be provided alcoholic beverages.
Registration
Any event that meets or is described in the definition of social functions or events and/or operating within the scope of this policy are required to be registered with the Student Engagement Center. Unregistered social functions are expressly prohibited.
Any College student organization that will have alcohol at an event must register the event with the Student Engagement Center by noon on Monday of the week in which the event will be held, unless the event is an outdoor event or off-campus event, in which case additional timeline procedures (see below) must be followed. A Social Event Notification Form with a guest list is required, in addition to documents relevant to the type of event being held, such as BYOB or Third Party Events.
Social events may only be scheduled during the academic fall and spring semesters. Social events with alcohol may take place only between the hours of 12 p.m. to 2 a.m., Friday and Saturday. Thursday events may be held between 6 p.m. and 12 a.m. Any event to be held at a time other than these times or outside of the academic fall and spring semesters must be approved by the Associate Vice President for Student Affairs and Associate Dean of Students or their designee.
Social events may not exceed a four (4) hour length of time, and no organization may register more than one event on any given day. Exceptions will be made twice a year for alumni events on the weekends of Homecoming and another weekend to be determined by the organization. When more than one event is registered on these weekends, the events must have four (4) hours between the end time and the start time of the two events.
Locations
Third Party Vendor events may occur in or at locations registered with and approved by the Student Engagement Center. BYOB events may only occur inside residential facilities where an Inter/National Organization insures both the organization and property with up to $1,000,000 in liability coverage. Additionally, outdoor events are approved for the Brock Center Parking Lot and the Birdsong Hall Patios. Other sites must be approved by the Student Engagement Center during the registration process.
Access and Guest Lists
Attendance by non-members at any event where alcohol is present must be by invitation only, and the organization/chapter must utilize a guest list system.
Open parties, meaning those with unrestricted access by non-members of the organization without invitation and inclusion on a guest list submitted and approved by the Student Engagement Center and where alcohol is present, are expressly prohibited.
Final guest lists are due by noon on the last business day prior to the event. No amendments can be made after that time. Not submitting a final guest list to the Student Engagement Center will indicate that the initial submitted guest list as part of the event registration is the final list. Attendance at social events registered by organizations at which alcohol is consumed, possessed, or served by a Third Party Vendor shall be restricted to members of the RMC community and their personally escorted guests.
The organization guest list may be no more than three (3) times the membership of the organization or residents living in the townhouse or apartment, as determined by the official roster on file with the Student Engagement Center. The more stringent policy will prevail for fraternities and sororities whose inter/national organization has a policy which further restricts the numbers of guests per member beyond Randolph-Macon College.
Lists must also be accurate. Uninvited individuals not on the guest list who attempt to gain entrance to an event by way of force, subterfuge, or negligence of the host will face judicial referral. The guest list must be kept at the door and guests’ names must be checked off as they arrive. Members of the organization or residence of the townhouse or apartment must also be listed on the guest list.
Organizations are responsible for managing and controlling access to their event at all times. Guests are also responsible for verifying that they are included on the registered guest list. Organizations are never to grant access to a guest who is already intoxicated.
Organizations are recommended to secure professional security that is contracted, licensed, and bonded to control access to an event. However, organizations may use properly trained and initiated members as entry/door monitors. Additional security may be required by the Associate Vice President for Student Affairs and Associate Dean of Students or their designee or Office of Campus Safety as a condition of approval.
Alcohol
All social events at Randolph-Macon College where alcohol is present must be registered and follow either the Third Party Vendor or BYOB procedures. In addition, no alcoholic beverages may be purchased through or with organization funds nor may the purchase of alcoholic beverages be coordinated by any of other member or resident in the name of or on behalf of the organization or guests. The purchase or use of a bulk quantity or common source(s) of alcoholic beverage, for example, kegs, handles of spirits, or cases, is prohibited.
Moreover, no person under the legal drinking age may possess, consume, provide or be provided alcoholic beverages at social events.
Activities During a Social Event
The organization, members, or guests must not permit, encourage, coerce, glorify or participate in any activities involving the rapid consumption of alcohol, such as drinking games.
Illegal Drugs and Controlled Substances
The hosting organization(s), members and guests must follow the federal law regarding illegal drugs and controlled substances. No person may possess, use, provide, distribute, sell and/or manufacture illegal drugs or other controlled substances while on organizational premises or at any activity or event sponsored or endorsed by the organization(s).
For a detailed review of the Randolph-Macon College Drug Policy, please see the RMC Student Handbook.
Substance-Free Joining Process
Any event or activity related to the new member joining process, (e.g., recruitment, intake, rush, etc.) must be substance free. No alcohol or drugs may be present if the event or activity is related to new member activities, meetings, or initiation into an organization, including but not limited to “bid night,” “big/little” events or activities, “family” events or activities, or any ritual or ceremony.
Co-Sponsorship
Organizations that wish to co-sponsor events may do so with the approval of the Student Engagement Center. The guest list may be no more than three (3) times the combined membership rosters of the sponsoring organization or townhouse or apartment; however, the guest list may not exceed the posted fire code of the facility. They must also follow the other conventions of this policy and its associated procedures.
An organization must not co-host or co-sponsor, or in any way participate in, an activity or event with another group or entity that purchases or provides alcohol.
An organization must not co-host or co-sponsor an event with a bar, event promoter, tavern (tavern defined as an establishment generating more than half of annual gross sales from alcohol), or alcohol distributor; however, a chapter/organization may rent a bar, restaurant, or other licensed and insured third-party vendor to host a chapter/organization event. Organizations may not have a social event with alcohol to fundraise or fundraise subsequent to the use of alcohol.
Any co-sponsored function must comply with the policy of the organizations’ headquarters and the most stringent policy will prevail should there be differences.
College Panhellenic Council Bill 1-2000 also states collegiate chapters will cosponsor functions at fraternity facilities only if those functions are alcohol-free.
Risk Management Training
All active members of an organization must satisfactorily complete Risk Management Training as determined by the Student Engagement Center each year prior to registering of any social function or event. Any group not completing such training will be unable to hold social functions until such time as their active membership has been satisfactorily trained.
Event Themes
Themes make an event special, but organizations are to use common sense and good taste. Event themes should not be disrespectful or degrading to any person or population. Questionable or inflammatory themes will be subject to adjudication by the IFC Community Standards Board, the College Panhellenic Judicial Review Board, and/or the Student Conduct Board. The Student Engagement Center also reserves the right to deny an event based on the event theme.
Advertising
No advertising is permitted for social events where alcohol is being served or consumed. Advertising is only permitted for those events that are alcohol free.
Event Signage
Signs must be prominently displayed at any function where alcohol is consumed, possessed, or served either through BYOB or Third Party Vendor. These signs must state:
a. Non-alcoholic beverages are available or provided and the locations of said beverages.
b. It is illegal for persons under 21 years to consume or possess alcoholic beverages.
c. Violators will be subject to College policies and/or criminal action.
Social Event Staff
a. Event staff is required for both Third Party Vendor and BYOB social events.
b. All individuals on the event staff are charged with regulating social events and maintaining the risk management policy of the organization or residence involved.
c. All event staff, including organization presidents, social chairs, and risk managers, must remain sober during social events so that they can sufficiently manage the event.
d. Organization new members are prohibited from any event staff role.
e. There must be at least two (2) door/entry monitors. This may be in the form of initiated members or hired security.
f. There must be at least one (1) event manager for every 20 attendees as reflected on the event guest list.
g. For all BYOB events, there must be two (2) alcohol distribution managers.
h. There must be one (1) contact person available for the duration of the event. This is preferably the organization president or social chair.
i. No one person may serve in more than one role at a single event, and they must serve for the complete duration of the event.
j. If hired security is not used, event staff must regulate behavior and notify Campus Safety when needed.
k. Event staff should be older members (preferably juniors or seniors) of all participating organizations. Alcohol Distribution Managers must be 21 years of age or older.
l. Event staff cannot change once submitted on the Social Event Notification Form and may not change prior to or during the event without the express permission of the Associate Vice President for Student Affairs and Associate Dean of Students or their designee.
m. Event staff have the right to and should deny access to the event to anyone they think is already impaired by alcohol or other drugs, even if the person is on the invitation guest list.
n. Organizations are fully responsible for the opening, managing, and closing of their events. All event staff on the social event registration must be present and completing their roles. If they are not, the organization will be found in violation of the Risk Management and Social Host Policy.
Third Party Vendor Procedure
Third Party Vendor Events are those where a third party has been contracted to provide service of alcohol for the duration of the event. The following procedure shall be used to facilitate a Third Party Vendor event.
I – Entrance, Access, and Guest List
a. One well-lit entrance, controlled and managed by security or initiated members, is mandatory.
b. Two (2) Door/Entry Monitors must check to see if those seeking entry are members or are on the guest list.
c. Members and guests are required to show proof of legal drinking age such as picture ID with a birth date. Also, a valid RMC Student ID is to be presented. If the guest is not a student at RMC, they must register with the Office of Campus Safety before attending a social function on campus. Guests are the responsibility of both the host and the host organization should they attend a social event.
d. A guest’s name is then checked off the list. Guests are encouraged to request to see their name on the list.
e. Several exits must be made available due to fire codes; however, exits cannot be used as entrances.
II – Third Party Vendor Agreement
a. In addition to the registration requirements detailed above for all social events, Third Party Vendor events require the completion of the Third Party Vendor Agreement. Agreement documents are available in the Student Engagement Center.
b. Proof that the vendor is properly licensed by the appropriate local and state authority is required. This might involve both a liquor license and a temporary license to sell on the premises where the function is to be held.
c. Proof of $1,000,000.00 in liability insurance must also be provided to the Student Engagement Center upon registration. The certificate must also state that the vendor has off premise liquor liability coverage and non-owned and hired auto coverage.
d. The certificate of insurance must name as additional insured (at a minimum) the student organization hiring the vendor as well, if warranted, as the inter/national organization with whom the local organization is affiliated.
e. The vendor agrees to conduct only a cash bar and must divulge the cost on a per-drink basis.
f. The organization is prohibited from purchasing alcohol to be used by the Third Party Vendor.
III – Vendor Responsibilities
By completing the Third Party Vendor agreement and signing it, the vendor agrees to all the responsibilities that any purveyor of alcohol would assume in the normal course of business which includes but is not limited to:
IV – Venue
a. If the event is to be held on campus, the Student Engagement Center must approve the selected venue and receive all proper registration materials prior to approval.
b. If the event is to be held off-campus, a copy of the venue contract must be presented with the registration material to the Student Engagement Center.
Bring Your Own Beverage (BYOB) Procedure
The following guidelines must be followed for BYOB events. If an organization’s risk management guidelines are more stringent, the most stringent policy will prevail. Only events hosted within an organization’s facility with requisite insurance may be BYOB. Organizations may only hold a maximum of 25 registered BYOB social events in an academic year.
I – Entrance, Access, and Guest List
a. One well-lit entrance, controlled and managed by security or members, is mandatory.
b. Door/Entry Monitors must check to see if those seeking entry are on the guest list and/or members of the organization.
c. Members and guests who wish to bring in alcohol to the event are required to show proof of legal drinking age such as picture ID with a birth date and student ID. Entry/door monitors are responsible for checking identifications.
d. A guest’s name is then checked off the list. If bringing in alcohol, the type of alcohol is written by their name. Guests are encouraged to request to see their name on the list.
e. Several exits must be made available due to fire codes; however, exits cannot be used as entrances.
f. No purses or bags are allowed at BYOB events to reduce outside alcohol issues.
II – Wristbands and Handstamps
a. Members and guests who are of-age and bring alcohol to the event receive a non-adjustable, hospital-type wristband.
b. Individuals checking alcohol into the event also receive a handstamp on each hand. This is to show that the individual has already entered the event and checked in alcohol.
c. Of-age guests and members who do not check in alcohol do not receive a stamp or a wristband (only those who bring alcoholic beverages are allowed to consume alcoholic beverages).
The Student Engagement Center will provide wristbands. Hosting organizations must make an appointment to pick them up. If you do not have appropriate wristbands Campus Safety, the On-Call Professional, and/or the Student Engagement Center staff has the right to close the event.
III – Punch cards
a. For each specific BYOB event, punch cards are to be created that are event specific. Punch card drafts are submitted with the social event registration form.
b. Punch cards should be about credit card size with pertinent information clearly printed on each card.
c. The name of the individual, their birthday, the type and the amount of alcohol, the date of the event, and the theme of the event are to be indicated on the card.
Punch cards are to be collected at the exits when guests depart. Re-entry must not be given to guests who depart an event.
IV – Types and amounts of alcohol
a. Alcohol must be brought by individual members and guests through a bring your own beverage (“BYOB”) system. The presence of alcohol products above 15% alcohol by volume (“ABV”) is prohibited for all BYOB events.
b. Alcohol brought to a social event by an attendee must be at or under a maximum of 72 ounces.
c. Common sources of alcohol, including bulk quantities, which are not being served by a licensed and insured third party vendor, are prohibited (i.e., amounts of alcohol greater than what a reasonable person should consume over the duration of an event).
d. No squeeze bottles, beer bongs, party balls, pitchers, tumblers, handles or other containers.
e. No alcohol for common use in individual’s rooms.
f. For event safety, no glass bottles are permitted at BYOB events (cans only).
V – Food and non-alcoholic beverages
a. Non-alcoholic beverages such as but not limited to water and soft drinks must be provided at social events.
b. Non-alcoholic beverages are to be available from closed containers (cans, plastic bottles, etc.).
c. Breads, meats, cheeses, vegetables, brownies, cookies, subs, pizza, fruits, and dips are considered appropriate foods for social events.
d. Food and non-alcoholic and alcoholic beverages are to be contained within one centralized location and easily accessible to all attendees.
e. During the last 45 minutes of an event, alcohol service is to conclude. Non-alcoholic beverages and food are to remain available for all attendees.
VI – Alcohol Distribution Managers and Distribution Center
a. One centralized location must be established for the distribution of all food, non-alcoholic beverages, and for the distribution of all alcoholic beverages.
b. No other location, especially individual rooms, may be used for the distribution of alcoholic beverages.
c. The holding tank, which serves as a cooling area for the alcohol brought to the function by members and guests, may be as simple as a large rubber trash can filled with ice.
d. Two (2) alcohol distribution managers are required for all BYOB events. Managers must be 21 years old or older at the time of the event.
e. Managers are responsible for administering checked-in alcohol to the event, distributing alcohol to those who brought alcoholic beverages, verifying the attendee is wearing a wristband and has a hand stamp, and updating their punch card with each alcoholic beverage distributed.
f. Attendees who wish to acquire an alcoholic beverage that they brought to the event, must present the punch card, their wristband, and hand stamp to the alcohol distribution manager.
g. The alcohol distribution manager must not serve anyone who is intoxicated, even if the person has alcohol remaining.
h. Only one beverage may be acquired at a time and served by an alcohol distribution manager.
i. Left-over alcohol can be picked up the following day; otherwise, it is to be discarded.
Off-Campus Events
Events held off-campus must also be registered and are only allowed when an organization follows the Third Party Vendor Procedure. Organizations are reminded that any event a reasonable observer would associate with an organization should be registered. Additional stipulations for off-campus events include:
a. Registered off-campus events must follow the Third Party Vendor Procedure and be registered at least two weeks/14 days prior to the event or three weeks/21 Days for outdoor events.
b. The host organization(s) must provide transportation to and from the event for all members and guests. Transportation must be in the form of registered and insured bus lines. No other transportation option is allowed without the express written permission of the Associate Vice President of Student Affairs and Associate Dean of Students or their designee.
c. No overnight social events are permitted for any student organization or team.
d. Violations of policy that occur off-campus shall be adjudicated through the Student Conduct process.
Outdoor Events
a. An organization wishing to have an outdoor event with alcohol must reserve the space through the Student Engagement Center and complete the necessary registration paperwork for a Third Party Vendor Event.
b. Approved areas for outdoor events are the Brock Center Parking Lot and the Birdsong Hall Patios. Other sites must be approved by the Student Engagement Center.
c. Any set-up requests must be submitted with the social event notification form.
d. If an organization wishes to host an outdoor event, an Outdoor Social Event Form application and its requirements must be completed three weeks/21 days in advance of the event. This form is available in the Student Engagement Center. The form must be signed and approved by the Associate Vice President for Student Affairs and Associate Dean of Students, the Director of Campus Safety, and the Chief of Police for the Town of Ashland. An event is not considered approved until official notification from the Town of Ashland is received.
e. If amplified music will be present at an event, the Town of Ashland may require a special outdoor festival permit that can be picked up from the Ashland Police Department and must also be completed 21 days in advance of the event. This is in addition to the Randolph-Macon Outdoor Social Event Form.
f. If an organization is sponsoring an outdoor event where alcohol is consumed or possessed, it must be served by a Third Party Vendor and must be in compliance with College regulations and the Virginia ABC regulations. In addition to the general regulations of the College Alcohol Policy, outdoor events require the following:
1. An area within the approved space must be designated a beverage service and consumption area. This area should have some type of physical barrier by which all access is controlled. This may include a double roped area, fencing, etc. Only individuals of legal drinking age are to be in this area.
2. All alcoholic beverages must be served and consumed by individuals in the controlled area. No alcoholic beverage may be taken out of this area.
Auxiliary Groups – Little Sister/Brother Groups
RMC Policy – The formation of a chapter auxiliary or little sister/brother group for any purpose is expressly forbidden. Violations will be adjudicated by the IFC Community Standards Board or the College Panhellenic Judicial Board of Review. The National Panhellenic Conference and the North-American Interfraternity Conference also strictly forbid the formation and establishment of such groups.
Campus and Personal Safety
RMC Statement on Campus Safety – Each organization is to encourage their members to practice good habits of personal and campus safety, and take advantage of the safety services provided by the Campus Safety Office.
RMC Statement on Violence, Fighting & Conduct Unbecoming a organization Member:
No organization, student, or alumnus shall conduct nor condone acts of violence or fighting, and all will support and follow all policies pertaining to appropriate student conduct as stated in the Randolph-Macon College Student Handbook. Additionally, any action, activity, or statement that is unbecoming of an organization member, or one that is deemed inappropriate, will be referred to the Office of Student Conduct for investigation.
RMC Statement on Vandalism, Destruction of Property, and Pranks:
No organization, student, or alumnus shall conduct nor condone acts of violence, vandalism, destruction of property, or pranks, and all will support and follow all policies pertaining to appropriate student conduct as stated in the Randolph-Macon College Student Handbook. Organizations, their members, residents of facilities, etc. will be held accountable for their actions.
Fire and Health Safety for Fraternity and Sorority Housing
1. All chapter houses must meet all local fire and health codes and standards.
2. All chapters must post by common phones and in other locations emergency numbers for fire, police and ambulance and should have posted evacuation routes on the back of the door of each sleeping room.
3. All chapters should comply with engineering recommendations as reported by the insurance company or municipal authorities.
4. The possession and/or use of firearms or explosive or incendiary devices of any kind within the confines and premises of the chapter house is prohibited.
5. Candles should not be used in chapter houses or individual rooms except under controlled circumstances such as initiation.
Hazing
See the RMC Student Handbook
Sexual Conduct
See the RMC Student Handbook
Weapons
See the RMC Student Handbook
