SOCIAL EVENT REGISTRATION FORM
Make sure event is approved before advertising can begin. Please refer to “How to Host an Event”
and FAQs before submitting form.
Turning in this form does not mean the event is approved. You must have it reviewed by the Risk Management
Committee. Failure to complete this form in its entirety, will delay the process of your event being approved.
Chapter: __________________________________________
Five reasons a chapter needs to register an event:
1) Alcohol present
2) Held past midnight
3) Estimated guest list of attendees over 150
people (including chapter members)
4) Food is distributed and/or sold to the general
public
• Risk Management Committee meets weekly on
Monday at 9 am.
• Please keep in mind that all activities should be
consistent with federal, state, and local laws,
university policies, and procedures as well as
mission/purpose of your organization.
• This form must be turned in 10 days prior to the
event. Please submit one copy to the Office of
Student Activities (front desk).
• Contact us at GreekLifeRMC@wiu.edu.
Date of Event: _____________________________________
Times of Event: Start: _________
End: _________
Music must stop 15 minutes and bar must stop 30 minutes
before the end of the event.
President:
Name:
Phone #:
E-Mail:
ID #:
____________________________________
____________________________________
____________________________________
____________________________________
Primary Event Planner:
Name:
____________________________________
Phone #:
____________________________________
E-Mail:
____________________________________
ID #:
____________________________________
Chapter Co-Sponsorship Event (if applicable):
Chapter:
____________________________________
Name:
____________________________________
Position
____________________________________
Phone #:
____________________________________
E-Mail:
____________________________________
ID #:
____________________________________
Section 1: Event Information
Type of Event (check all that apply):
Fundraising
Formal
Community Service/Philanthropy
Alumni
Exchange
Co-Sponsorship
Other, explain_________________________________________________________
Name of Event: ___________________________________________ Description of Event/theme: ________________________
Address of the Event: _______________________________________________________________________________________
Location Telephone #: ____________________________________ Room /Facility Capacity (per Fire Marshall code): ________
Alcohol at event?
Yes
No (if no, sections 3- 7 do not need to be filled out, skip to section 8)
Guest List attached?
Yes
No
Attending Guests:
_________ + _________ = _________
Members
Guests
Total
Section 2: Transportation
Not applicable
Self (own car)
Vendor/Chartered (fill out below)
Vendor/Chartered Name: ________________________________________ Company Telephone #: ______________________
Location, Date, & Time of Pickup: ______________________ Location, Date, & Time of Drop-off: ______________________
Location, Date, & Time of Pickup: ______________________ Location, Date, & Time of Drop-off: ______________________
•
•
•
•
FIPG Guidelines state:
HARD LIQUOR IS NOT PERMITTED ON CHAPTER PREMISES.
Glass bottles are not permitted on chapter premises.
Alcohol must be served in its original container.
Food and non-alcoholic beverages must be served at all self-hosted events where alcohol is being served or
consumed.
Section 3: Food and Drink (For BYOB events unless requested by National guidelines)
Not applicable
What food will be provided? How much? _____________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Location where the non-alcoholic beverages will be available.
# Cans of Soda: ________ # Bottles of water: ________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Section 4: B.Y.O.B
Please describe your check-in system, how drinks will be served and provided for your guests who are of age and provide
their own alcohol: __________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
Section 5: Sober Monitor Team
If an event is co-sponsored, EACH sponsoring organization must provide a sober monitor team.
**Half of designated sober monitor team needs to be over 21, one person needs to be on your executive board**
1-100 guests= 4 monitors
301-400 guests= 10 mon.
101-200 guests= 6 monitors
401-500 guests= 12 mon.
201-300 guests= 8 monitors
over 500 guests, please see the Risk Management Committee
Sober Monitor Team (“Position” refers to position held in the chapter):
Name: _____________________________________ Position: _____________________________ Age: ___________
Name: _____________________________________ Position: _____________________________ Age: ___________
Name: _____________________________________ Position: _____________________________ Age: ___________
Name: _____________________________________ Position: _____________________________ Age: ___________
Name: _____________________________________ Position: _____________________________ Age: ___________
Name: _____________________________________ Position: _____________________________ Age: ___________
Yes
No
Will sober monitors have a distinguishing nametag or t-shirt?
Yes
No
Have they reviewed the duties of a sober monitor (Section XI.E of the Social Event Management Policy?)
Section 6: Third Party Vendor * (You must fill out the Third Party Agreement on the following page.)
Name of TPV: ______________________________________ *Include copy of signed agreement and vendors’ proof of insurance
TPV Address: ____________________________________________________ TPV Telephone #: ________________________
Section 7: FIPG: THIRD PARTY VENDOR AGREEMENT
**Complete this section only if you are having a Third Party Vendor Event**
FIPG stands for the Fraternal Informational Programming Group. The purpose of the group is to provide risk
management guidelines for fraternities and sororities. FIPG IS NOT AN INSURANCE PROVIDER.
TO THE CHAPTER PRESIDENT:
Your chapter will be in compliance with the risk management policies of your national fraternity, university and
FIPG if you hire a third party vendor to serve alcohol at your functions WHEN you can document the following
items listed below.
THE VENDOR MUST:
1. Be properly licensed by the appropriate local and state authority. This might involve both a liquor license and
a temporary license to sell on the premises where the function is to be held.
2. Be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly
completed certificate of insurance prepared by the insurance provider. If providing alcohol at a location not
listed in the "certificate of insurance”, the above "certificate of insurance" must also show evidence that the
vendor has, as part of his coverage, "off premise liquor liability coverage."
3. Agree in writing to cash sales only, collected by the vendor, during the function.
4. Assume in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in
the normal course of business, including but not limited to:
a. Checking identification cards upon entry
b. Not serving minors
c. Not serving individuals who appear to be intoxicated
d. Maintaining absolute control of ALL alcoholic containers present
e. Collecting all remaining alcohol at the end of a function (no excess alcohol - opened or
unopened – is to be given, sold or furnished to the chapter).
f. Removing all alcohol from the premises and/or not allowing individuals to leave premises with thirdparty alcohol.
This form must be signed and dated by the chapter president, advisor and the vendor. In doing so, all parties
understand that only through compliance with these conditions will the chapter be in compliance with FIPG,
national organization requirements, university policies and needed for approval when working with third party
vendor.
____________________________
____________________________
Chapter President’s Printed Name
Chapter President’s Signature & Date
____________________________
____________________________
Vendor’s Printed Name
Vendor’s Signature & Date
____________________________
____________________________
Chapter Advisor’s Printed Name
Chapter Advisor’s Signature & Date
Adapted from the FIPG Risk Management Manual (2007)
Section 8: FIPG: Music and Noise (if on chapter premises)
Not applicable
Live Band
Entertainment, please check all that apply:
DJ
House System
Other, (explain):_________________________________________________________________________________________
Section 9: City Ordinance (if over 150 people will be attending event, held outside and has alcohol):
**ONLY APPLICABLE IF EVENT IS BEING HELD ON CHAPTER PROPERTY**
Is the total attendance greater than 150 people?
Yes
No (if not, continue onto section 10)
Has the chapter received the permit from the city?
Yes
No
(In order to hold event, the RMC must have a copy of the city permit. If a copy of the permit is not given, the event will be denied
until a copy of the permit is given.)
Security Company Information: Name of Company_______________________________
Phone #:_____________________
Number of Security Guards:_______
Start Time:_________
End Time:__________
*A copy of the security guard certification must be submitted to the RMC
Section 10: Signatures (fill out completely):
I understand by submitting this form, I am aware that any violations of university policy related to this event may subject my
chapter and/or participants to processing through the Greek and /or campus judicial system.
Signature of individual who complete this form: ______________________________________ Date: _______________________
Chapter Advisor Signature: ____________________________________________________ Date: _________________________
Chapter President Signature: ___________________________________________________ Date: _________________________
Will your advisor be present at this event?
Yes
No Please list name, phone, email if attending_______________________
_________________________________________________________________________________________________________
Taken by:
Date & Time received:
Reviewed by RMC:
Approved by RMC:
Denied by RMC:
Security Info Received
_____________
_____________
_____ Yes _____No
_____ Yes _____No
_____ Yes _____No
_____ Yes _____No
Office Use Only:
3rd Party Vendor Agreement:
3rd Party COI:
Pre-Guest List received:
Post-Guest List received:
City Permit Received:
Receipts received:
_____
_____
_____
_____
_____
_____
Yes _____No
Yes _____No
Yes _____No
Yes _____No
Yes _____No
Yes _____No
RMC Notes: ______________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________
__________________________________________________________________________________________________________