Events Where Alcoholic Beverages Are Served
A. ABC Banquet/Special Event License. The College may require a license from the Virginia Alcoholic Beverage Control Board for certain events. The event organizer is responsible to check and secure any license in advance. The ABC Board will not accept license applications that do not allow it two weeks for processing. Submission of an application for an ABC license does not guarantee approval. Students may obtain applications from the Office of Student Activities.
B. Campus-wide events are those limited to William and Mary students, faculty, staff, and their invited guests. In campus-wide events these restrictions apply:
1. A Virginia ABC license is required or a licensed third party vendor must be used if the host is charging an admission fee or charging for drinks.
2. Alcoholic beverages must be sold individually and not given away.
3. Beer, wine or wine coolers are the only alcoholic beverages that may be served.
4. Admission is restricted to persons who are at least 21 years of age, unless alcoholic beverages are confined to a separate restricted area that has been approved for that purpose or unless approved by the Assistant Vice President for Student Affairs or designee.
C. Private events are those to which attendance is limited to an invited group. In private events these restrictions apply:
1. Prior written approval from the Assistant Vice President for Student Affairs is required.
2. Announcement of the event may be by personal invitation only; advertising of the event is not permitted. Advertising includes, but is not limited to, ads, posters, flyers, or electronic postings/messages.
3. The percentage of the group's membership, residents, and/or guest list that is of legal drinking age will be a factor in determining what quantity of alcohol may be served. A separate area may be required for the consumption of alcohol.
D. B.Y.O. (Bring Your Own) Events - Even though the attendee s provide the alcohol, BYO events must conform to the same guidelines as all other events where alcohol is to be present. The student or organization sponsoring the event will control the collection, serving and disbursing of alcoholic beverages; a designated serving area will be established, and only one drink at a time may be obtained. Tickets or a punch card system must be in place for attendees to obtain beverages from the serving area, and hosts must adhere to food and alternate beverage requirements set forth in this policy. Deviations from these regulations must be approved in advance by the Assistant Vice President for Student Affairs.
E. Except as otherwise noted, the following policies apply to all events at which alcoholic beverages are served:
1. Events that fail to comply with the College's Alcoholic Beverage Policy or state law or with generally accepted rules of safety may be terminated by a member of the Student Affairs staff, law enforcement officers, including agents of the Virginia Alcoholic Beverage Control, or an appropriate fire or safety officer (depending on the circumstances).
2. The following regulations incorporate the requirements of the Virginia ABC Board and additional requirements of the College. The sponsoring individual or organization must responsibly plan and supervise the activity.
a. Scheduling Events. Functions at which alcohol will be served must be scheduled through the Office of Student Activities, Campus Center 203B. For all events at which alcohol will be served, completed forms must be submitted no later than one week prior to the event. Area Directors must sign completed forms for events to be held in residence halls. Forms for events that are approved must be picked up and displayed at the event. (The Office of Student Activities closes at 5 pm on Monday through Friday.) Failure to pick up the authorization form from the Office of Student Activities and display it at the event constitutes an "unauthorized event." Such an event is subject to termination and the organization is subject to disciplinary action.
For smaller, more spontaneous weekend events of fewer than 20 students, the host may submit a request, via an online form , to the Assistant Vice President by 12:00 pm on the Friday preceding the event. The event is not considered approved unless the requestor or event manager receives an email from the Assistant Vice President/designee. Student Activities will provide notice of approval to the William and Mary Police and the appropriate Residence Life staff.
b. Notice. A notice must also be displayed at all entrances to the event and reading, "Private Function. Members and invited guests only."
c. Approved Areas. Alcohol may be served and/or consumed only in approved common areas. Alcohol may not be served and/or consumed in common areas that have not been approved through the scheduling process. Approved areas are those for which a special license has been granted directly by the ABC Board or permission has been given by the Assistant Vice President for Student Affairs. Common areas include lobbies, lounges, living rooms, stairwells, stairways, common area bathrooms, hallways of College residence halls (including fraternity and sorority houses), and Campus Center and Sadler Center rooms. Events involving the distribution and/or sale of alcoholic beverages will not be scheduled for outside public or common areas that are not adequately shielded from public view, to which entry cannot be readily controlled, or which are inappropriate due to their proximity to residential or academic areas.
d. Timing of Events. The College may limit the number, frequency, and duration of events as well as the type and amount of alcohol that may be present and/or served at any function. The College will not approve functions with alcohol during Alcohol Awareness Week or during the first week of each semester, including the first weekend in the Fall semester (which will vary depending on individual school calendars). Functions with alcohol will not be scheduled after the last day of classes each semester, with the exception of officially scheduled events associated with Commencement. No events with alcohol may be scheduled during reading and exam periods without prior written permission from the Assistant Vice President for Student Affairs.
5. Progressive drinking parties, drinking games, and other functions where drinking alcohol is the principal attraction are not permitted.
6. Types of Alcohol. Beer, wine, or wine coolers are the only alcoholic beverages that may be served and/or consumed at an event. Hard liquor is not permitted except under special circumstances approved in advance by the Assistant Vice President for Student Affairs. Grain alcohol served in any form is strictly prohibited.
7. Alternative Beverage and Food Items. Non-alcoholic beverages must be visible and available on the same basis as any alcoholic beverages served at approved functions. Appropriate food items such as snacks, fruit, vegetables, cheese, pizza, and/or other solid foods must be available in sufficient quantities throughout functions as long as alcoholic beverages are present, served or sold. Failure to provide adequate alternative non-alcoholic beverages and food may result in termination, delay of the event, and/or disciplinary action.
8. Guests. Individuals or groups sponsoring social functions are responsible for the actions of all guests in attendance at the event. Except in the case of campus-wide events, "open" parties and functions where there are no guest lists are prohibited. Guests are defined as those individuals who are known to the host(s) of the function and have previously been identified as invited guests to the functions.
a. Guest Lists.
i. Except in the case of campus-wide events, a sponsoring organization must post completely sober (have refrained from consuming any alcohol) members at the entrance to a function to supervise the admission of guests.
ii. Guest lists must be approved by the Office of Student Activities by 12 noon on the day of the function or no later than 12 noon on Friday for functions occurring on the weekend.
iii. The sponsoring organization must submit to the Office of Student Activities two copies of their guest list with names of all guests. Guest lists must conform to the format provided on the Student Activities website.
iv. A maximum of 400 individuals may be included on a guest list for an approved scheduled event. Approval to exceed the maximum 400 person limit must be obtained in advance of the event from the Assistant Vice President for Student Affairs. The number guests permitted will be determined by the occupancy of the room/area requested. The maximum number of guests on a guest list will be two and a half times the occupancy of the room. Maximum occupancy codes are included on the Event Registration form
v. At no time may the number of guests at a function exceed the maximum capacity restrictions for that facility.
vi. The signed guest list must be turned into the Office of Student Activities on the first business day following the event. Failure to turn in a guest list, prior to or following the event, may result in loss of privileges. The College reserves the right to confirm the accuracy of guest lists by reasonable means.
9. Identification Cards. A completely sober individual must check to ensure that every guest either has a William and Mary ID card or is accompanied by a William and Mary student with a valid ID. An additional ID that provides proof of legal drinking age is required to consume alcohol. The use of false, altered, or borrowed identification of any type is lying, an infraction of the Honor Code, and is also a criminal offense.
10. Wrist Bands/Hand Stamps. At functions where alcoholic beverages are served, sold, or consumed, the sponsoring organization must distinguish between those of age and those underage by either a separate drinking area or by use of wrist bands and/or hand stamps.
11. Time and Duration of Events with Alcohol. Alcoholic beverages may not be sold or served prior to 3 pm Monday through Friday and 12 noon on Saturday and Sunday unless written permission is granted by the Assistant Vice President for Student Affairs.
a. The maximum duration of an event with alcohol service is five hours.
b. Functions scheduled Sunday through Thursday must conclude by midnight and events scheduled Friday and Saturday must conclude by 2 am unless prior written permission has been granted by the Assistant Vice President for Student Affairs.
c. Events in residence halls must conform to the rules and times established by the pertinent hall council but may not exceed the above time limits under any circumstances.
12. Outdoor Functions. At outdoor functions, alcoholic beverages may not be sold or served prior to 3 pm on weekdays or 12 noon on weekends or after 12:30 am, and the function must end at 1 am unless the Assistant Vice President for Student Affairs has granted prior written permission. Amplified music at outdoor events must have the volume reduced to a reasonable level after 11:00pm and must conclude by 12:00am)
13. Event Management. Except in the case of Campus-wide Events, each function involving alcohol must have at least one individual designated as the Event Manager. The Event Manager takes full responsibility for management of the event and must have attended both the Event Management Seminar and TIPS Training sponsored by the College. Information regarding TIPS training, including how to sign up, is available on the Student Activities website. In addition to the specifics outlined below, the Event Manager is responsible for completing the Scheduling Request form and posting it at the event.
Except in the case of Campus-wide Events, a minimum of one Event Manager and one Server are required for every event (with the exception of events with fewer than 25 guests where the Event Manager may also serve as the Server). Additional Event Management staff includes:
a. two individuals stationed at main entrances for any event with more than 50 guests.
b. one individual stationed at each additional point of entry/exit.
c. a minimum of one monitor per 50 guests, whose purpose is to confront violations of the alcoholic beverage policy that are not occurring at the bar and/or entrance to the event.
d. All Event Management staff must be sober (have refrained from consuming any alcohol).
14. Event Managers
a. are responsible for supervising the serving and sale of alcohol.
b. are responsible for designating the Event Management Staff for the event and for ensuring that they carry out all responsibilities of the Event Management Staff.
c. are responsible for checking identification and verification of those eligible to be served throughout the entire event.
d. must be present in the area where the alcohol is being served and consumed throughout the entire event.
e. must display notice at all entrances stating "Private Function. Members and invited guests only."
f. may share responsibility with their organization and possibly face disciplinary action and/or legal penalties for violating the provisions of this policy and/or the laws of the Commonwealth.
15. Servers
a. must be at least 21 years of age.
b. must be trained through attendance at a TIPS Training seminar sponsored by the College.
c. may share responsibility with their organization and possibly face disciplinary action and/or legal penalties for violating the provisions of this policy and/or the laws of the Commonwealth.
16. Serving of Alcoholic Beverages
a. Alcohol service is limited to an individual and to one drink per person at the time of serving.
b. Self-service bars, taps, and beer trucks or trailers with open taps are prohibited.
c. No alcohol may be served or consumed in glass containers at functions in or on College owned or controlled facilities or grounds. This includes outdoor functions. Glass bottles are permitted, but all alcohol must be served to guests in plastic cups.
d. Alcoholic beverages may not be served or consumed in academic buildings without the prior written approval of the Department Chair and the Assistant Vice President for Student Affairs. Alcoholic beverages may not be served or consumed in the arena area (including the stands) of William and Mary Hall, in Zable Stadium, in any area of the Student Recreation Center, or on any athletic or intramural field without Prior written approval by the Assistant Vice President for Student Affairs in concurrence with the appropriate facility director or supervisor.
e. The serving or consumption of alcohol at any activity or event related to membership recruitment, initiation or induction is prohibited.
17. Third Party Vendors
a. Third party vendor service may be used in place of Event Management Staff (Event Manager and Server). A third party vendor must be a company, business, or establishment that is insured and has been issued a Mixed Beverage Caterer's License by the Virginia Alcohol Beverage Control Board.
18. Advertising
a. Advertising means publicity that promotes attendance at an event. It includes, but is not limited to, ads, posters, flyers or electronic messages.
b. Advertising for private functions is not permitted.
c. Advertising for campus-wide events, banquets or events with a Special Event License, or any event that involves the sale of alcohol must be limited to the campus.
d. Information provided on the advertisement must be limited to the type of function, names of band or entertainment, location, and time.
e. The advertisement must include the name of the sponsoring organization and a statement indicating that a William and Mary ID and proof of age are required for entry into the event.
f. Terms or illustrations descriptive of alcoholic beverages or which encourage or promote the consumption of alcoholic beverages (including but not limited to "cocktails", "happy hours", "beverages") are prohibited.
19. Security.
a. The College may require professional security personnel to be present for any event that involves the serving or sale of alcoholic beverages. The Assistant Vice President for Student Affairs will make this determination in consultation with the Campus Police. The number of attendees, amount of alcohol present, location of the event, and potential for crowd control issues will all be factors in determining security for an event. Campus Police or professional security personnel are required at functions scheduled for the Sunken Garden, the Alumni House, and the Lake Matoaka Amphitheatre shelter and/or amphitheater.
Nothing in the Alcoholic Beverages policies shall operate or be interpreted as assumption of liability by the College for any injury, damage, or loss caused by any student's, sponsor's or organization's failure to comply with the foregoing policy. Each student, organization and sponsor is responsible for becoming informed and observing the law. Permission by the College to conduct any activity covered by these rules does not release the student, organization or sponsor from responsibility under applicable laws governing the activity. Student organizations or sponsors are not agents of the College and have no authority to make any representations or undertake any actions or contracts on behalf of the College.