K-STATE INTERFRATERNITY & PANHELLENIC COUNCIL
THIRD PARTY VENDOR EVENT FORM
If multiple chapters are participating each chapter must complete this form separately
This form is due in the Greek Affairs office the Tuesday prior to the event with
□ K-State IFC & PHC Third Party Vendor Contract
□ Copy of Valid Liquor License
□ Copy of Certificate of Liability Insurance
□ Completed guest list
The chapter does hereby accept full responsibility for the event stated above. In accepting this responsibility, the chapter will
make certain that all Federal, State and City laws, as well as all Interfraternity/Panhellenic Council and Inter/National Fraternity
or Sorority Policies are enforced. The chapter understands that the chapter is required to regulate the behavior of all
individuals during the event. IFC chapters agree that upon direction of the IFC Director of Risk Management, Social
Responsibility Committee or IFC Executive Board Officers the chapter will immediately take appropriate corrective action to
ensure the health and safety of members and guests. The chapter understands that failure to abide by all terms of this
agreement and all event policies and regulations will result in disciplinary action. The Chapter understands that a chapter
cannot host this event without full completion of this registration form and approval by the IFC/PHC Directors of Risk
Management.
Event Information
Chapter Name:__________________________
Other Participating Chapter(s):_____________
Date of Event:____/_____/_______
Start Time:____:_______am/pm
End Time:____:_______am/pm
Number of attendees:
Chapter Members Total =__________
Guests -
Event Type:
□ Date Party
□ Function (event cosponsored with another chapter)
□ Family/Alumni
□ Other ____________
Description: (theme & general description)
_
Location
□ 3rd Party Location
or
□ Other
Name of Location:_______________________
Address:
Phone:________________________________
□ Licensed Cash Bar
or
□
Licensed Liquor
Establishment
Alternate Beverage Served:_______________
_____________________________________
Food Served: __________________________
_____________________________________
CONTINUED ON SECOND PAGE
Transportation: Chapters must provide safe transportation options for all guests for the duration of the event
□ Chartered Transportation
□ Designated Driver Program
□ Other
Company Name:__________________
Phone:__________________________
# of Buses:_______________________
Loading Location:_________________
Loading Start Time:____:______am/pm
Loading End Time:____:______am/pm
List Name, Phone #, Age
1. ________________________
2.________________________
3.________________________
4.________________________
5.________________________
Describe other safe
transportation:
Security
Who is responsible for matching ID’s to guest list?
□ Hired Security
or
□Sober Monitors
________________
________________
________________
________________
________
Sober Monitors: Name, Shift, and Age
Who is responsible for monitoring the condition of
members/guests entering the event?
□ Hired Security
or
□Sober Monitors
1. _____________________________________
2. _____________________________________
3. _____________________________________
4. _____________________________________
5. _____________________________________
6. _____________________________________
Who is responsible for monitoring members/guests
acting inappropriately?
□ Hired Security
or
□Sober Monitors
* If a single chapter is hosting the event:
-0-50 guests= at least 2 monitors
-50-150 Guests= at least 3 monitors
-150+= at least 5 monitors
Who is responsible for checking ID’s?
□ Hired Security
or
□Sober Monitors
How will the verification of legal drinking age be accomplished?
□ By chapter members at entrance of event
□ Non-transferable hand stamp
□ By security guard at entrance of event
□ Non-removable wrist band
□ ID checked every time
□ Other:________________________
Do you need wristbands?
Yes/No
How many:___________
Chapter Contact Information
Name
Phone Number
Signature
Chapter President:___________________
____-______-______
_________________________
Risk Manager:_______________________
____-______-______
_________________________
Social Chair:________________________
____-______-______
_________________________
Alumni Advisor:_____________________
____-______-______
_________________________
FOR OFFICE USE ONLY: Date Received:
Reviewed By:
Date Reviewed:
K-STATE INTERFRATERNITY & PANHELLENIC COUNCIL
THIRD PARTY VENDOR CONTRACT
Vendor Name:
Contact Person:
________
Address:
Phone Number:
Fax:
E-mail Address:
Facility Capacity:
Price Information:
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.
ATTACH COPIES OF STATE AND LOCAL LICENSES TO THIS CHECKLIST.
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. The
"certificate of insurance" must also show evidence that the vendor has, as part of his coverage,
"off premise liquor liability coverage and non-owned and hired auto coverage." The certificate
of insurance must name as additional insured (at a minimum) the local chapter of the
fraternity hiring the vendor as well as the national fraternity with whom the local chapter is
affiliated. ATTACH A COPY OF THE CERTIFICATE OF INSURANCE.
3. Agree to cash sales only, collected by the vendor, during the event.
4. Agree to 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.
The chapter and vendor do hereby accept full responsibility for the services stated above. The
chapter and vendor understand that failure to abide by all terms of this agreement and all
event policies and regulations will result in disciplinary action. The Chapter understands their
responsibility for ensuring the legal and appropriate behavior and actions of their membership.
By signing this contract we understand that only through compliance with these conditions will
the chapter be in compliance with K-State IFC/PHC, FIPG and national organization
requirements & policies.
______________________________
Chapter President's Signature & Date
Authorized Vendor Representative Signature & Date
Printed Name of Authorized Vendor Representative