! !

! Party Registration Policy and Guidelines 1) Events:

A. All off-campus events with alcohol must be held at either the chapter facility, registered satellite house, or a 3rd party venue licensed to serve alcohol. (Note: A satellite house is any residence where the majority of occupants are members of a chapter.) i. A chapter may Host or Co-Host an alcohol related event on only Friday or Saturday. Sunday may be considered an extension if a holiday falls on the following Monday. Chapters may request this to be waived for a special event and this determination shall be made by the Dean of Students Greek Life Office. ii. Alcohol related events must end by 12:00am midnight. All events with alcohol may not exceed a 4 hour duration. a. Alcohol may not be served or new alcohol containers opened an hour prior to the end of the event. b. Sober monitors are responsible for preventing open containers from leaving the facility. B. A third party vendor is a venue licensed to sell alcohol, with a current California liquor license.

2) When events can be hosted:

A. No signature or large annual events may be hosted prior to the beginning of a formal recruitment week. The time-frame will apply from the first day of classes of the quarter until bids are accepted. Fraternities can host closed social events, where no potential new members can attend. This includes Exchanges. i. A large event would be defined as an event with more than 200 individuals in attendance at one specific time. B. No events with alcohol shall be permitted during finals week. For the purposes of party registration, finals week will begin on the Sunday before final exams at 5:00pm. Chapters may request this to be waived for a special event and this determination shall be made by the Dean of Students. C. Events with alcohol cannot be registered during WOW. i. Exception: Chapters may Host or Co-Host an event with alcohol during WOW if the event is held at an off campus third party venue. Guests may not include first year freshmen students.

3) Risk Management:
"! !

! !

A. Chapters must have a way of screening guests and requiring all guests to show proof of age upon entering. No one under age 18 may be permitted, even if they are the relatives of a chapter member. Only currently enrolled students who are under the age of 18 may enter the event by showing a current university ID. i. Exception: Events during Parents Weekend and Open House may have under age attendees present who are relatives of a chapter members family, and must be accompanied at all times by the parents of the minor(s) to ensure safety and accountability. B. Chapters holding an event with alcohol present must develop a wristband system (no stamps, pens or markers) that identifies individuals who are 21 and of legal drinking age. Chapters may not allow anyone visibly under the influence of alcohol to enter their event, even if they are 21 and of legal drinking age. Ascertaining proof of legal drinking age is the sole responsibility of the sponsoring chapter and any security the chapter has hired. C. Fraternity and Sorority Life programs will review the educational program created in house by chapters that want to host events with alcohol. This will include review of safety precautions, risk management procedures, responsible party hosting, etc, by the Coordinators of Fraternity and Sorority Life. Chapters must designate responsible individual(s) to complete this training before a party with alcohol can be hosted. The responsible individual(s) must be sober and on-site at the party for the entire time. The names of those individual(s) must be included on the party registration form. D. On the condition the UPD and SLO PD jurisdiction is changed, whereas UPD are the responders to off campus registered events, the Dean of Students can work with UPD to determine the proper number of officers needed for each night based on the number of registered social events. Should the number of necessary officers exceed the normal staffing, the costs to hire an additional officer for the evening of the party shall be split evenly between all sponsoring chapters. Chapters must provide the funds to UPD by 12 noon the day before the event or the event shall be canceled.

4) Registration Paperwork:
A. Guest lists must be 100% complete at the time of submission, turned in 24 hour prior to the event. B. A follow up guest list must be submitted by Monday at 12 noon with the full names and birthdates of all guests. C. All guest lists must be turned into the Fraternity and Sorority Life Coordinators. D. A copy of the liquor license for the 3rd party vendor, if hired to serve alcohol at the event, must be submitted at the time of the party registration submission.

5) Bring Your Own Beverage (BYOB) Policy:

A. Per Cal Poly Risk Management Guidelines, no alcoholic beverages may be purchased through or with chapter funds. B. Types and amounts of alcohol:
#! !

! !

i.

ii. iii. iv. v.

vi. vii.

viii.

Squeeze bottles, water bottles, beer bongs, party balls, pitchers, tumblers, or other containers. No glass is permitted other than glass bottles of wine (750ml) in size or less. No kegs or hard alcohol. Permitted alcohol can only be made available in one designated space. No shots, drinking games, or other activities that encourage inappropriate drinking behaviors. Individuals of legal drinking age may bring one six pack with (12 oz) cans of beer or one bottle (750ml) of wine to the event. Individuals may partner with the other eligible (21+) individuals to purchase and bring alcohol of a larger quantity. The amount of alcohol available must not exceed the number of attendees over the legal drinking age at the event. All events with alcohol must be closed events with a guest list. There shall be no advertising of an open event with alcohol, including flyers, banners, or other media, that would encourage uninvited guests to attend. For all events with alcohol where the chapter has a contract with an event management company or third party venue (both highly encouraged) the contract must be submitted with the event registration.

6) Transportation:
A. If the event is away from campus and requires transportation, the chapter is responsible for the coordination and payment of transportation. No university vehicles shall be used on any off campus events with alcohol.

7) Judicial:
A. The first infraction for a fraternity/sorority which does not formally register for a social event will receive a formal warning by the respective Council Judicial Board. In addition, the Dean of Students (or designee) will independently review the incident, assess for a violation of the Party Registration policy, and determine the appropriate sanction(s) beyond those imposed by the respective Council Judicial Board. B. The second infraction for a fraternity or sorority which does not formally register for a social event will require attendance at a meeting with the respective Council Judicial Board and the Dean of Students. In addition, the Dean of Students (or designee) will independently review the incident, assess for a violation of the Party Registration policy, and determine the appropriate sanction(s) beyond those imposed by the respective Council Judicial Board. C. Any subsequent infraction for a fraternity or sorority which does not formally register a social event will result in immediate social suspension and additional sanctions may be imposed based upon an investigation. In addition, the Dean of Students (or designee) will independently review the incident, assess for a violation of the Party Registration policy, and determine the appropriate sanction(s) beyond those imposed by the respective council Judicial Board.
$! !

! !

D. Upon investigation, if it is determined that an individual did not have access to alcohol at an event and the chapter acted responsibly to ensure said individual received medical attention, the chapter will be treated as a sole entity and would fall under the amnesty policy afforded to individual students. E. Infractions may be reset at the beginning of every academic year.

8) Interim Policy Review:

A. The first interim party registration policy will be reviewed starting March 8, 2014. B. If there needs to be revisions by either the Greek Councils or by campus Administration, they will need to be completed by April 6, 2014 C. A final agreement must be reached prior to the beginning of winter quarter 2014; otherwise all Greek chapters will be on social probation until an agreement can be finalized. D. In addition to these guidelines, all chapters must adhere to all university and city laws and regulations.

9) What defines a social event?

A. One or more of the following points can be defined as an alcohol related social event: i. Organization funds have been used to organize and promote the event. ii. This is a pre-planned, set date; social gathering that has a designed theme, or is an event with planned dates. iii. The organization has planned security, event management, and logistics of the event. iv. An event can be considered an event by university when it is anything a reasonable observer would associate with the chapter.

10) What has to be registered:

A. Formals, semi-formals, Parties, Exchanges, Brotherhood events, parents weekends, alumni weekends, dad/moms weekends, Sisterhood events, or any event which includes alcohol.

11) What does not have to be registered:

A. New Member Events, Philanthropies, Community Service Events

12) Event Regulation:

A. All approved events will be subject to review by the Cal Poly Greek Life Green Team. i. A review of party registration paperwork will be conducted by the Green Team at weekly committee meetings. ii. A review will be conducted the day of an approved event at least 1 hour before start time. iii. The Dean of Students Greek Life Office has final approval of a potential registered party. B. The Greek Life Green Team will consist of the Coordinators of Fraternity and Sorority Life, Greek Council Presidents and Greek Council Risk Management Officers.
%! !

! !

i.

Chapters may request to attend the committee meeting reviewing their paperwork, should they be requesting any exceptions for their party.

13) Authority of the Green Team:

A. The Green Team will ensure that all terms of the event approval have been met by the sponsoring organization. This team has the authority to cancel a registered social event before it starts on the condition that the events shortcomings cannot be reconciled before the party starts. i. Exception: Events that are out of San Luis Obispo County will not be required to have the Green Team travel to the event. However, all other terms needed to ensure that the event is registered and meets the Party Registration guidelines are required.

14) Submission Rules:

A. All events under 100 people must be registered at least 5 business days before the date it is taking place. B. All events over 100 people must be registered at least 10 business days before the date it is taking place. C. Monday holidays are considered an extension to the weekend and do not count as business days. D. Any changes, updates, or revisions to the party registration requested by the Dean of Student Office must be completed in a timely manner. Any changes not completed within 4 days of the requested event will be subject to cancellation.

&! !

! !

IFC Party Registration Form

Name of organization: Name of person submitting the form: (First, Last) Cal Poly email: Please provide the exact title of this event. If it is a themed event, please add the description of the theme. Location of event: (Address, Venue Name, Private Residence Tenant Name) Date of the event: Start time of the event: End time of the event: Number of total expected attendees: How will you enforce the 21+ drinking age of attendees? BYOB 3rd Part Alcohol Distributor Other What type of event will this be? Open event with 3rd party security service Closed event with 5 sober security and guest list Is there anything else you would like us to know about your event? I am aware that all fraternity and sorority functions are subject to applicable governmental laws and regulations, and the rules, regulations and policies set forth by Cal Poly, the CSU Board of Trustees and national policies regarding social events and alcohol of sponsoring organizations. The host chapter(s) are responsible for the general welfare of their guests and if anyone is displaying behaviors associated with intoxication, the chapter must report such behaviors to on site security or local law enforcement.

'! !

! !

I confirm the information on this form is accurate and I am a qualified representative of my organization. I understand this is not an approval of my event and is subject to change after being reviewed by university staff. Any issues that may arise from this event will be investigated by the university. In those cases, I understand my organization has the right to a fair investigation and judicial hearing. Upon submission of this form, all 3rd party contracts/agreements must be emailed to __________@calpoly.edu. Please let us know what contracts/agreements you will be submitting: 3rd Party Venue 3rd Party Transportation 3rd Party Event Management Other ! ! ! ! !

(! !