Washington University in St. Louis- Student Involvement and
Leadership
Fraternity and Sorority Life
Social Event Management
Guide
Fraternity and Sorority Life Social Event Management Guide
2014-2015
The following information is a consolidation of relevant Washington
University in St. Louis policies, documents, and guidelines.
Fraternities and Sororities should refer this guide when planning
social events.
I. Types of Events ..................................................... 1
II. Registration Process ................................................
Social Event Risk Management Training/Social Calendar-Scheduling
Meeting ..............................................................
Registering Events ...................................................
Possible Event Locations .............................................
Event Packet and Evaluation ..........................................
3
III. Policies Regarding Programming Events with Alcohol ................
Philosophy ...........................................................
Alcohol Types ........................................................
Distribution of Alcohol ..............................................
Food and Non-Alcoholic Beverages .....................................
Attendance and Proper Identification .................................
Focus and Publicity ..................................................
Location .............................................................
Transportation .......................................................
Guest Policy/Sign-In .................................................
Guests Under 18 and Prospective Freshmen .............................
Responsible Contacts .................................................
Security Staffing and Expectations ...................................
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IV. Event Planning and Management ..................................... 7
Transportation ....................................................... 7
Guest Management ..................................................... 8
Containing the Party ................................................. 9
Noise ................................................................ 9
Policy Compliance .................................................... 9
Responsibility of Security Guards ................................... 11
Responsibility of Responsible Officer/Contact ....................... 12
Food and Beverages .................................................. 12
Alcohol Guidelines .................................................. 12
Ending the Event .................................................... 13
V. Post Event .........................................................
Responsibility for Guests Departure .................................
Clean-up ............................................................
Evaluation ..........................................................
I. Types of Events
The following table lists the various types of events that need to be registered
with the Interfraternity Council or Women’s Panhellenic Association as well as
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Student Involvement and Leadership. Registration and all appropriate paperwork
must be turned into Student Involvement and Leadership/submitted online by
5:00pm the Monday one week prior to the event.
Type of
Event
Description
Date
Party- DRY
Any event where members of the
sponsoring chapter and their dates
are in attendance. Typically only
one guest per member allowed.
Same as above, except with
alcohol.
Date
Partyw/Alcohol
Mixer- DRY
Mixerw/Alcohol
On Campus
Party- DRY
On Campus
Partyw/Alcohol
Off Campus
Party- DRY
Off Campus
Partyw/Alcohol
Semi/Forma
l
Special
Event- DRY
Special
Event- w/
Alcohol
Event
Build
er
Yes
Responsible
Contacts
Hired
Securi
ty
Not
Requir
ed
Contrac
t
Guest
List
Depends
on
Event
Yes
Yes
Yes
Yes
Yes
Yes
Recommended
Not
Requir
ed
Depends
on
Event
Most
Likely
Not
Needed
An event sponsored jointly by two
organizations. Only members of
sponsoring chapters are in
attendance (including new
members). Both chapters are
required to reregister the event.
Same as above, except with
alcohol.
Yes
Yes
Yes
An event sponsored by a Fraternity
where members and non-members are
in attendance. Event is usually
held in the chapter house, but can
also be held in reserved spaces on
campus. On Campus Parties are
typically held on Friday or
Saturday nights; however
expectations can be granted by
IFC/WPA and SIL. All parties
cannot start before 10PM and must
end no later than 2AM.
Same as above, expect with
alcohol. Alcohol must be either
BYOB or Third Party Vendor
Provided.
An event sponsored by a Fraternity
where members and non-members are
in attendance at an off-campus
venue. Off Campus Parties are
typically held on Friday or
Saturday nights; however
expectations can be granted by
IFC/WPA and SIL. All parties
cannot start before 10PM and must
end no later than 2AM.
Same as above, except with alcohol
provided by the venue.
Yes
Yes
Yes
Yes
Yes
Yes
Same as a Date Part, but typically
held off campus or outside of St.
Louis
Event held by multiple chapters
and/or event with an anticipated
attendance of over 200 people
and/or event that could
potentially disrupt the campus
and/or surrounding community.
These should be submitted at least
1 month prior to the event.
Same as above expect with alcohol
Recommended
Not
Neede
d
Depends
on
Event
Depends
on
Event
Yes
Yes
Depends
on
Event
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Depend
s on
Event
Depends
on
Event
Yes
Yes
Yes
Yes
Depends
on
Event
Yes
Yes
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Brotherhoo
d or
Sisterhood
w/ Alcohol
An event in which only members of
one chapter are allowed to attend
and the event is with alcohol.
Brother/Sisterhood only events
without alcohol do not need to be
registered.
Yes
Yes
2014-2015
Yes
Depends
on
Event
Not
Neede
d
II. Registration Process
Social Event Risk Management Training/Social Calendar-Scheduling
Meeting
 At the start of each semester a mandatory Social Event Risk Management
Training for all Fraternity / Sorority Social Chairs will be held. Following
this training, the social calendar-scheduling meeting will be held so that
chapters will establish the calendar of events for that semester.
 Chapters who fail to attend the Social Event Risk Management Training will
not be permitted to schedule/register social events until they have
rescheduled with Student Involvement and Leadership.
 All events scheduled at the social calendar-scheduling meeting, will still
need to be formally registered through the process outlined below.
 If at any point a Fraternity or Sorority would like to add an event and/or
change the date of a previously scheduled event after the social calendarscheduling meeting, they must present the change at an IFC/WPA full body
meeting. A chapter representative will present the change to IFC/WPA for
approval by the delegation. This proposed change needs to occur at least 1
week prior registration paperwork deadline. If an IFC/WPA meeting is not
scheduled to occur in the above time frame, the IFC/WPA executive board will
determine if the event may be registered.
 A Fraternity or Sorority wanting to cancel a registered event should notify
Student Involvement and Leadership staff members prior to the registration
deadline.
Registering Events
 All Events hosted by a Fraternity or Sorority should be submitted through
Event Builder on Portfolio. The event planner should log-in to
www.portfolio.wustl.edu, select the organization’s portfolio page,
select “Events”, then “+Create Event”.
o Only officers within the organization who have been granted permission
to create events will be able to create events and submit events to
approval. To give permission, an administrator for the organization’s
portfolio will need grant permission to the necessary officers.
Information on how to manage a Portfolio’s Roster is available under
welcome page of www.portfolio.wustl.edu
 All Events that involve Alcohol must be registered through Event Builder by
5:00 PM by the Monday two weeks prior to event. This includes all supporting
documents including copies of any contracts and bus registration (if
applicable).
 All other Event Registrations should be submitted no later than 5:00 PM by
the Monday one week prior to the event. This includes all supporting
documents including copies of any contracts and bus registration (if
applicable).
o It is recommended that chapters use the two week registration for their
events to allow for best practices in event planning as well as to
involve campus partners sooner than later in the event registration
process.
 It is assumed that all information provided by the sponsoring organization(s)
via the Event Builder is truthful and accurate. Any aspect of an event,
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which occurs contrary to the registered information, may result in immediate
cancelation of event and/or disciplinary action.
When Hired Security is needed, payment will be billed to the sponsoring
chapter(s) post the event.
When the event requires Responsible Contacts, the sponsoring organization(s)
is accountable for the following:
o Ensure that all Responsible Contact have attend Responsible Contact
Training for that academic year.
o Provide the required number of Responsible Contacts. If the event is cosponsored each sponsoring organizations is responsible for providing
their own required number of Responsible Contacts.
o Responsible Contacts cannot be new members or members who are in their
first semester of membership AND at least 2 of the 3 contacts must be
chapter officers.
If the event is being co-sponsored by multiple organizations, only ONE
organization must complete the Event Builder Form. The organization should
list the co-sponsored organization(s) when submitting the event registration.
The form will prompt the submitter to provide the names responsible contacts
for co-sponsored organization(s).
Any event occurring that has not been registered and/or approved may result
in immediate cancelation of event and/or disciplinary action.
The sponsoring organization(s) must be in good standing with the office of
Student Involvement and Leadership and the Interfraternity Council/Women’s
Panhellenic Association at the time of registration submission. If multiple
organizations are sponsoring the event, all organizations must be in good
standing for the event to be approved.
Possible Event Locations
 Fraternity House:
A Fraternity may host an event at their Fraternity House given that all
registration procedures have been followed and that they adhere to University
policies. Fraternities should also refer and adhere to their respective
national headquarters’ polices. In order for a fraternity host an event
within a fraternity house, each semester the House Manager and President must
complete and have on file the Fire and Electrical Safety Form to Student
Involvement and Leadership.
 On-Campus Reserved Space:
Events held on-campus in spaces other than fraternity houses. Sponsoring
organizations are responsible for reserving the space prior to submitting
their Event Builder Form. Event Builder is an independent system from of the
on-campus reservation system. It is the responsibility of the sponsoring
organization(s) to be knowledgeable of restrictions and regulations on their
reserved space as additional rules may apply. Below are the web address to
making reservations in spaces through Event Service and Residential Life.
Space Reservations can be made through https://reserveaspace.wustl.edu/
 Off-Campus:
Organizations may choose to host events at a venue off-campus. Student
Involvement and Leadership is committed to ensuring the safety and security
of events on and off campus. Therefore, if an organization is planning a
local off-campus event, they should be held at only Approved Venues that have
signed a Venue Agreement with the University. A list of Approved Venues can
be found on Student Involvement and Leadership’s website under Student Group
Tools Events with Alcohol. If any organization wants to plan an event not
currently listed as an Approved Venue, request to new venue approval should
be made 30 days in advance.
 Out of Town:
If an organization is planning an event out of town, such as a formal, event
registration should be complete 30 days prior to the event so that a
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representative from Student Involvement and Leadership can work with the
group ensure the safest event possible.
Event Packet and Evaluation
 An event packet will be prepared by SIL staff. This packet will include:
o A printed copy of the approved Event Builder plan.
o Wristbands – both with tabs for those who are 21 years or older and
wristbands without tabs for attendees who are under 21.
o Roster of sponsoring organization(s) membership
o Guest List (if applicable)
o Copy of Social Event Policies
o Post Event Evaluation Forms – for completion by both security staff and
responsible contacts.
 The event packet will be left at the WUPD station on the South40 for pick up
by a member of the security staff hired for the event.
 At the end of the event, completed post event evaluation forms and extra
wristbands will be placed back in the packet and returned to WUPD by a
representative of the security company. It is the responsibility of the
students completing post event evaluations to note any issues or concerns
that arose during the course of the event.
III. Policies Regarding Programming Events with Alcohol
The following is a summary of the University Policies that all student
organizations are expected to abide by when it comes to programming events with
alcohol. A complete version of the “Policies Regarding Undergraduate Groups at
Washington University Programming Events with Alcohol” can be found on the Student
Involvement and Leadership website.
Philosophy
Undergraduate students and fraternities and sororities are afforded the privilege
of serving alcohol at certain events. With this privilege comes expectations
regarding ensuring the safety and welfare of those in attendance. Students are
expected to know and abide by all applicable state and federal laws and University
policies and procedures. Students are responsible for their own behavior; however,
if alcohol is a part of an event, student organizers and sponsors must undertake
efforts to provide a safe environment for the attendees.
Alcohol Types
 Beer and wine are permitted
 Hard liquor, including but not limited to grain alcohol, punches or any mixed
drinks, are not permitted
 Glass bottles are not permitted on campus and are discouraged at off campus
venues
Distribution of Alcohol
 Distribution of alcohol is only permitted through a third party vendor with a
valid liquor license. Appropriately credentialed third party server(s) must
always be present; alcohol cannot be left unattended. A central point of
distribution must be designated to allow for proper identification.
 Only one cup at a time, not to exceed 12 ounces of beer or 5 ounces of wine,
may be served to attendees of legal age. The Responsible Contacts and
security staff are responsible for ensuring alcohol does not leave the event.
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If a person appears to be intoxicated, he or she is not to be served. Alcohol
distribution must conclude 30 minutes before the event ends.
Food and Non-Alcoholic Beverages
 Equally attractive non-alcoholic beverages and non-salty foods must be
readily available, free, and visible.
 Water must be one of the non-alcoholic beverages.
 Food must be available when the alcohol distribution begins and replenished
as necessary throughout the event. Food options should be substantial for the
purpose of offsetting the effects of alcohol. Suggested food options include
pizza, pasta, sandwiches and heavy appetizers.
Attendance and Proper Identification
Washington University identification, with valid driver’s licenses or state/federal
issued identification cards must be checked at the point of entrance. Fake
identification will be confiscated, and the student risks a referral to the
University Judicial Administrator and/or off campus authorities in addition to
University fines up to $500. The line for admission should be in a well-lit area
and well-organized. A security guard will be responsible for checking for proof of
legal age and affixing wristbands. Individuals under the age of 21 will receive a
wristband of a different color with no drink tabs affixed to it. A responsible
contact from the planning group must remain at this location throughout the event
to monitor compliance with these guidelines.
Focus and Publicity
 Alcohol may not be the main focus of an event. Alcohol may not be mentioned
on publicity for the event.
 If the event is BYOB, the publicity can advertise as such to be in compliance
with their national organization’s policies Events open to the general public
and/or advertised off campus are not permitted to include alcohol as part of
their event.
Location
 On and Off Campus events where alcohol is served will be held at approved
venues/spaces. A list of approved venues/spaces can be found on the SIL
website and on a drop down menu located within Event Builder. Additional
information including menu options, pricing, etc. can be found in venue
folders located in the SIL office. It is important to note that the approval
of new venues could take up to 30 days.
 All events must conclude and be completely cleaned up by 2:00am, or one hour
before the venue closes, whichever is earlier.
Transportation
 When alcohol is present at an event off campus, the group hosting the event
must provide transportation.
 It is expected that attendees use the provided transportation both to and
from the event. Buses and other vehicles used for this purpose need to be
registered with the Parking and Transportation Office. For information on
the bus policies please see parking.wustl.edu.
Guest Policy/Sign-In
At events where guests are permitted, each Washington University student is allowed
to bring one guest and is responsible for the conduct of his or her guest. Guests
must enter with their hosts. Guest misconduct could lead to a referral to the
University Judicial Administrator for the Washington University student, and the
guest could be subject to prosecution off campus. Verification of age and identity
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will be required of all attendees at the entrance to the event (driver’s license or
state/federal issued identification card) and guests, along with their student
hosts, must sign in. The sponsoring group must develop a system for identifying and
tracking guests. A Responsible Contact must manage the process of signing in
guests. The completed guest list must be turned in to Student Involvement and
Leadership administrator the first working day following the event.
Guests Under 18 and Prospective Freshmen
 Guests under 18 years of age are not permitted at events where alcohol is
present.
 Prospective Freshmen, regardless of their age, are not permitted to attend
events where alcohol is served.
Responsible Contacts
 At least four individuals, including but not limited to those who are
planning the event, must be designated “Responsible Contacts”. More may be
required based on the size, type and location of the event. If an event is
being co-sponsored, each sponsoring organization will be required to have the
number of Responsible Contacts needed.
 Responsible Contacts must attend a Responsible Contact Training which is
offered by Student Involvement and Leadership for all student organizations
and specific training for Fraternity and Sorority Life members
 Responsible Contacts cannot be new members or members who are in their first
semester of membership.
 Responsible Contacts are expected to oversee the healthy and safety of the
event and the implementation of these guidelines throughout the entire event.
They are not to consume any alcohol prior to or during any portion of the
event, including set up, clean up and through transportation back to the
University.
 Responsible Contacts must remain the same throughout the entire event; shifts
are not acceptable.
Security Staffing and Expectations
 Trained security staff is required at all undergraduate events with alcohol.
For events on campus this staff will come from a licensed and bonded security
company; however, some off campus venues may prefer to have their own staff
serve in this capacity.
 A detailed security plan is required and will be facilitated through the
Event Builder form. Such plans must be prepared and reviewed with assistance
from a WUPD representative. Information regarding who will be providing
security must also be provided.
 For all events with alcohol, a minimum ratio of 3 guards plus one additional
guard for every 50 attendees is required. Additional guards may be required
based on the nature of the event and expected attendance.
 Security costs are the responsibility of the sponsoring group.
IV. Event Planning and Management
As a fraternity/sorority is in the process of planning their social event,
following should be used to help the organization plan their event and as well as
manage their event. These guidelines are based on best practices aligned with
University Policy.
Transportation
Sponsoring organization(s) providing bus transportation are responsible for
providing transportation hosting an event off-campus with alcohol. The same process
should be used when arranging transportation to any off-campus event.
 Reserving transportation is two step process:
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Contracting transportation with a bus company (ie. Student First,
UShuttle)
o Registering the bus through Parking and Transportation Office
 Bus Registration is required to ensure that there is enough
designated space to accommodate busses on campus to ensure safety
in the boarding an unloading process.
 Bus Registration should occur before submitting the event in
Event Builder
 Bus Registration should be submitted at least 2 weeks prior to
the event.
 Registration can be done online at http://bus.wustl.edu
Buses are required to pick up and drop off at the Brookings. Buses are not
permitted to pick up or drop off at any other location.
Organizations should provide at least 1 bus per 100 people. This ratio should
be used even if the buses are shuttling to and from the event.
Events with alcohol require each bus must have a Responsible Contact and
Hired Security Guard on board to and from the venue. At the discretion of
University, additional Security Guards may be required to monitor boarding
and unloading.
Event contacts and Responsible Contacts must meet with Hired Security thirty
minutes prior to boarding to review responsibilities and expectations.
Boarding may not begin until this security briefing takes place.
o Responsible Contacts are responsible for monitoring the boarding,
transport, and unloading of each bus.
o Security guards may prohibit individuals who are visibly intoxicated
from boarding buses. It is encouraged that Responsible Contacts are
empowered to prohibit intoxicated members from boarding and seeking
assistance for their safety.
Failure to follow these guidelines may result in cancellation of the bus
reservation, and/or future limitations on bus requests. In the event of a
cancellation or failure to follow these guidelines, the sponsoring group or
individual will be solely responsible for the forfeiture of any deposits or
payments made to the bus company.
Guest Management
 Type of Attendee:
o Member: Member of the fraternity and/or sorority hosting the event.
The fraternity member may, or may not actually live in the fraternity
house.
o WU Student: Any student providing a current WU ID.
o Guest: A non-WU student who is 18 years or older, is accompanied by a
member, and is NOT a “PF”.
o “PF”: A prospective freshman visiting WU identifiable by the WUID they
would show. PF’s are not permitted to attend ANY WU events with
alcohol even if he/she is being “hosted” by a WU student.
 Guest Policy/Sign-In:
o Guest lists are required for all social events. The number of invited
guests will be determined based on the location of the event.
o All events located in fraternity houses may not exceed 150 guests at
any one given time.
o Guest lists for events being held in fraternity houses will be set at
300 with an optional flex list. Flex list specifications may be
negotiated with the Greek Life staff.
o In general, if the guest is not on the original guest list, he/she may
be added to the guest list by a member of the chapter. The completed
additional guest list, along with the original list, must be placed
back into the social packet following the event.
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o
At events where non-Washington University guests are invited, the
Washington University student is responsible for the conduct of his or
her guests.
o Non-WU guests must enter with their host. Guest misconduct could lead
to referral to the University Judicial Administrator for the student,
and the guest could be subject to prosecution off campus.
 Identification
o Carding for proof of legal age must occur at the main entrance for
events with alcohol. Fake identification will be confiscated, and the
student risks a referral to the University Judicial Administrator
and/or off campus authorities and fines up to $500.
o A security guard will be responsible for carding for proof of legal
age, and affixing wristbands.
o A member of the planning group must remain at this location throughout
the event to monitor compliance with the alcohol policy.
 Number of Attendees Permitted
o The number of attendees should never exceed the number pre-determined
capacity limit of the location. Additionally, the sponsoring
organization should have a thorough awareness of all fire code
regulations – specifically, maximum capacity, for the event location.
o The maximum number of attendees for an event held at a fraternity house
on campus is 150 guests plus membership.
Containing the Party
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If it should become necessary to alter or end an event for any reason (as
determined by the hosting chapter or WUPD), it is the responsibility of the
sober contacts and Fraternity officers to bring the event to a peaceful
conclusion.
All fraternity members are permitted to return to the student resident areas.
Guards will be provided a list of fraternity members.
Noise
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According to University policy, all outdoor amplification must be turned off by
12:00am midnight on Friday and Saturday and 10:00pm on Sunday through Thursday.
Music may remain on inside until 1:45am or fifteen minutes prior to the scheduled
ending time.
As a general rule, Police Officers will respond to complaints of amplified sounds.
It will be at the Officer’s discretion to determine if the amplified sounds are
causing a disturbance to the surrounding area and may take action. The Police
Officer responding to a first complaint of disturbing amplified sound should
explain to the individuals or organization responsible for the sound of the nature
of the complaint and advise them to reduce the amplification or turn it off and
then issue them a verbal warning. If there are subsequent complaints, or if the
person / group refuse to cooperate, Officers shall direct the amplified sound to be
turned off immediately, complete a report, and forward the report to the IFC/WPA VP
of Standards.
Policy Compliance
 If there is any policy violation the security guard’s first response is to
find the Responsible Contact for the event, point out the violation, and
provide the Responsible Contact with adequate opportunity to correct. If
violation is not corrected and/or Responsible Contact asks for Security Guard
to assist, Security guard will attempt to remedy him/herself. If the
Security Guard is unable to correct, WUPD is to be called immediately!!!
 Uncorrected Policy Violations: In the event that WUPD is called to the event
based on a policy violation, WUPD may shut down the event with no questions
asked.
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Responsibility of Security Guards
The main responsibility of contracted security is to monitor compliance of
University policy at registered events as well as manage crowds.
Main Entrance / Exit Security Guard(s):
1) Security guards will be posted at the main entrance to the event.
 If there are multiple entrances or exits then a guard is required at
each entrance.
2) Students who appear intoxicated are not allowed into the event.
3) Security guard(s) is responsible for all ID checks
 No “PF” is permitted to attend. PFs will be noticeable because his
or her WUID says “temporary ID”.
 Must show ID proving 21 years old to receive a wristband.
 If a guard finds or suspects a fake identification, it should be
confiscated along with a positive ID (WUID). The positive ID and
suspected fake ID should be turned over to a WUPD officer for
individual action to be taken.
4) Security guard(s) is responsible for issuing all Wristbands:
 Under 21: Students under 21 receive a different color wristband.
 Over 21: Student over 21 must show proof of legal age to drink
(driver’s license, state identification card, etc.). Security will
attach a different colored wristband to his or her wrist.
5) 21 year old students are not permitted to take alcohol outside of the
fraternity house or leave the event with alcohol. This includes
sidewalks, courtyards, patios etc.
Alcohol Distribution Point Guards:
1) At least one security guard will be assigned to the area where alcohol
is distributed.
2) The security guard should NOT be distributing the alcohol for the
chapter.
3) Security guard should verify that the available alcohol is NOT: a) from
a keg (unless 3rd party vendor utilizing cash bar) or other common
source (e.g. party ball, punch bowl), b) hard alcohol, mixed drinks, or
c) in glass bottles.
4) Every student should be asked for visual confirmation of the
appropriate wristband. The wristband color will change each week so it
is important to communicate the color with the guards at the main
entrance.
5) Students who appear to be intoxicated are not to be served.
6) Students can only take one beverage at a time.
7) Watch for and prohibit students from “chugging” alcohol.
8) Watch for and prohibit students from going through the beer line
excessively.
Private Residence Guards / Stairwell Guard (For Events in Fraternity
Houses)
1) Security guard are to be posted at all stairwells leading to student
resident areas to ensure that only authorized fraternity members and
their guest are traveling between “public areas” and private resident
areas.
 If there are multiple stairwells, multiple guards may be required.
 All fraternity members are permitted to the student resident areas.
Guards will be provided a list of fraternity members.
 Fraternity members may be accompanied by no more than 2 guests in
private areas.
2) The student resident areas are considered private and Guards are not
expected to monitor this area. However, if it becomes evident that
there is an additional alcohol distribution point in a residential
room, the area is no longer considered private.
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3) For fraternity houses with residential areas on the first floor of the
house, hallways are to be considered public and there are no
restrictions on who may access these areas.
4) Fraternity members and/or their guests may not take alcohol with him to
the private resident areas (*note: this includes a resident member
returning to the fraternity house with alcohol to take to his room).
5) Fraternity members and/or their guests coming from the private resident
areas are not permitted to take alcohol in to the public areas.
Roaming Guards:
1) Security Guards will be assigned the responsibility of “roaming” the
event.
2) Watch for and prohibit underage students (those with a white wristband)
from consuming alcohol. Should an underage student be confronted for
consuming alcohol, that person should be escorted out of the event.
3) Those students who are legally permitted to consume alcohol should have
only one can of beer.
4) Roamers should also confront students observed passing cans and those
who may be causing any disruption.
5) Any group appearing to be playing any sort of drinking game should be
confronted and told to stop or they risk being removed from the event.
6) Watch for and prohibit students from “chugging” alcohol.
7) If a guard observes a student who appears to be suffering from
excessive intoxication and whose health is in jeopardy, call EST (55555) immediately.
8) Ensure that non-alcoholic food and beverages are visible and
replenished as necessary throughout the event.
Responsibility of Responsible Officer/Contact
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The Responsible Officer must have attended the Social Event Management
Training
Responsible Contacts must have attended Responsible Contact Training
These individuals are to be 100% sober and accessible to Hired Security
Guards, WUPD, and/or other WU personnel for the entire event.
Each Hired Security Guard should be paired with a Responsible Contact for the
entire evening.
The Responsible Officer should remain at the entrance of the event the entire
evening and should be the primary contact for any WUPD, Hired Security Guard,
and/or other WU personnel inquiries.
Food and Beverages
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Non-alcoholic beverages and non-salty foods must be available, free, and
displayed attractively.
Water must be one of the non-alcoholic beverages provided.
Food must be available when the alcohol distribution begins and replenished
as necessary throughout the program.
Alcohol Guidelines
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
The sponsoring organization may in no way purchase alcohol for the event.
This includes, “passing of the hat” methods or direct chapter payment. If
using a third party vendor, the sponsoring organization may pay for the
services and supplies provided by the vendor but may not provide payment to
the vendor in order to lower the cost of alcohol for guests.
No hard liquor, including but not limited to Everclear, grain alcohol,
punches or any mixed drinks are permitted at events. Beer and wine are the
only permitted alcoholic beverages
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2014-2015
Malt beverages in single serving containers are permitted. Malt beverages
include but are not limited to Smirnoff Ice, Doc Otis, Zima, etc.
Glass bottles are never permitted.
Distribution of alcohol is only permitted through a third party vendor with a
valid liquor license. Third party server(s) must always be present; alcohol
can not be left unattended. Fraternity/Sorority events are permitted to hold
BYOB events in compliance with their national chapter’s policies. For
specific questions regarding implementing a BYOB event, please contact the
Student Involvement and Leadership.
A central point of distribution must be roped off to allow for proper
identification.
Only one cup, not to exceed 12 ounces of beer or wine, at a time may be
served to students of legal age.
The sponsoring group is responsible for ensuring alcohol does not leave the
event.
If a person appears to be intoxicated he or she is not to be served.
Alcohol distribution must conclude one half hour before the event is
scheduled to end.
All events must conclude and be completely cleaned up by 2:00 am, or earlier
if the venue specifies.
The selling of alcohol may not be a fundraiser for the sponsoring group.
Ending the Event

All music should be shut off either at 1:45 am or fifteen minutes prior to the
scheduled ending time. At that time, the sober contacts and security guards will
begin telling guests the event is concluded and coax everyone toward the door. As
guests are departing, every effort should be made to ensure that guests get home
safely. All guests should be off chapter premises no later than 2:00am or by the
scheduled ending time. The responsible officer should make several rounds through
the building to ensure all guests have departed, and that the building is secure
for the evening.
12:00 am:
Roaming Security Guard should notify Responsible Contact at 12:00
am that all outdoor amplification should be moved indoors.
1: 45 am:
Roaming Security Guard should notify Responsible Contact at 1:45
am that all music should end within 15 minutes.
1:55 am:
Fraternity Responsible Contacts should ensure that all music is
off
2:00 am:
Fraternity Responsible Contacts and Security Guards will
respectfully usher all guests to the main exit.
2:15 am:
Fraternity Responsible Contacts will walk the entire fraternity
house to ensure that all safety devices are in operating
condition and that guests have departed safely.
V. Post Event
Responsibility for Guests Departure


It is the responsibility of the Responsible Contacts to ensure that guests
are leaving the event location. For events at a fraternity house, the
sponsoring organization is ALSO responsible for ensuring that guests leave
the row / common outdoor areas completely.
The responsible officer should make several rounds through the building to
ensure all guests have departed, and that the building is secure for the
evening.
Clean-up

The exterior area of the location where an event takes place must be free
from any evidence to suggest an event took place there by 12:00 noon on the
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day immediately following the event. If not, the chapter will be sanctioned
accordingly. All trash is to be taken to dumpsters.
Evaluation
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When it is confirmed that the event is over, a B&D guard will complete
his/her copy of the Event Registration form completely and accurately.
Failure to complete this form will result in non-payment to B&D.
Similarly, the hosting organization’s Responsible Officer(s) will complete
the Event Evaluation Form. Failure to complete this form will result in loss
of future social privileges. Prior to departing Washington University, the
B&D guard is to return any remaining wristbands and/or other packet contents,
in addition to BOTH Event Evaluation Forms to the Washington University
Police Department and/or WUPD Greek Liaison.
Any policy violation or other issue as a result of the event should be noted
on the both Event Evaluation Forms – regardless of how the violation was
resolved or unresolved.
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B&D Post-Event Evaluation
This form is to be completed at the end of the event, placed in the envelope provided, and placed back into
Social Event Packet. You may talk over some questions with the Responsible Student Contacts, but each party
should fill out the evaluation separately.
Fraternity/Sorority Hosting Event: _____________________________
Date: ________________________
Location of Event: _________________________________________________________________________
Head Guard Name:___________________________
Guard #2:_________________________________
Guard #3: __________________________________
Guard #4:_________________________________
EVENT BEGINNING AND IDENTIFICATION OF GUESTS
 What was the actual start time of the event?
 How many non-Wash U students attended?
 What is your best estimate of total attendance at the event?
 Did sponsoring organization utilize a sign-in/guest list?
___________
___________
___________
Yes No
FOOD AND ALCOHOL
 Was alcohol served at this event?
Yes No
 Was there only one distribution point for the alcohol?
Yes No
N/A
 Where was this point? _________________________________________________________________
 Were there any glass bottles visible at the event?
Yes No
 Was there any hard liquor being consumed at the event?
Yes No
 If so, please describe:__________________________________________________________________
______________________________________________________________________________________
 Were food/non-alcohol beverages available throughout the event?
Yes No
RESPONSIBLE STUDENT CONTACTS
 Did all Responsible Contacts meet/introduce themselves to all guards?
Yes No
 Were all contacts available and present throughout the entire event?
Yes No
 Were these individuals drinking at any time during the event?
Yes No
 Were these individuals responsive to your requests for compliance?
Yes No
 Was it ever necessary for you to request assistance from WUPD/others?
Yes No
 If yes, please describe: _________________________________________________________________
_______________________________________________________________________________________
 Please provide more details for any question above that needs further explanation: _________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
_______________________________________________________________________________________
PLEASE CONTINUE EVALUATION ON BACK OF FORM 
Fraternity and Sorority Life Social Event Management Guide
2014-2015
VENUE/LOCATION
 Were there multiple events (separate from this one) happing at this location?
Yes No
 Was the venue/space contained (clear access points/boundaries)?
Yes No
 Do you feel the number of guards requested was adequate for this location?
Yes No
 Were there any issues related to the venue/location itself? (size, access points, etc)
Yes No
 If so, please describe: _________________________________________________________________
______________________________________________________________________________________
 Off-campus only – Did the venue management approach you with any issues?
Yes No
 If so, please describe: _________________________________________________________________
______________________________________________________________________________________
EVENTS WITH BUSES (if no buses used, please skip this section)
 Was there a Responsible Student Contact present the entire time buses were running?
Yes No
 Did there appear to be a system in place for loading the buses?
Yes No
 Were there any issues on the buses?
Yes No
 Were there any issues at the drop-off/pick-up location?
Yes No
 If yes to either of the last two questions, please explain: _____________________________________
______________________________________________________________________________________
______________________________________________________________________________________
GENERAL EVENT MANAGEMENT
 Were there any issues ending the event at the proper time?
Yes No
 Were any noise complaints received during the event?
Yes No
 Did sponsoring organization clean up trash, debris, etc at location?
Yes No
 Was emergency medical assistance needed during the event?
Yes No
 If so, please explain: __________________________________________________________________
 Were any fake ID’s discovered at this event?
Yes No
 If so, please list names on the ID/student’s name: ____________________________________________
_______________________________________________________________________________________
 Were there any unusual situations that came up during the event?
Yes No
 If so, please explain: __________________________________________________________________
______________________________________________________________________________________
OVERALL EVENT EXPERIENCE
Please rank the following areas on a scale of 1 – 5 (1 being Strongly DISAgree, 5 being Strongly Agree) based
on the event as a whole (pre-meeting through clean-up):
Responsible Student Contacts were responsive and cooperative
The venue/location was well suited for this event
You would recommend this location for future events similar to this
The organization did a good job of managing bus loading/unloading
Overall, the event was successful
1
1
1
1
1
2
2
2
2
2
3
3
3
3
3
4
4
4
4
4
5
5
5
5 N/A
5
ADDITIONAL COMMENTS:
Is there anything else that the Greek Life Office should be aware of or that you would like us to follow-up on?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
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Responsible Student Contact Post-Event Evaluation
This form is to be completed at the end of the event, placed in the envelope provided, and placed back into
Social Event Packet. You may talk over some questions with the guards, but each party should fill out the
evaluation separately.
Fraternity/Sorority Hosting Event: _____________________________
Date: ________________________
Location of Event: _________________________________________________________________________
Primary Student Contact:___________________________ Contact #2:________________________________
Contact #3: __________________________ Contact at Bus (if applicable):_____________________________
EVENT BEGINNING AND IDENTIFICATION OF GUESTS
 What was the actual start time of the event?
 How many non-Wash U students attended?
 What is your best estimate of total attendance at the event?
 Did your organization utilize a sign-in/guest list?
(make sure to put final list in packet with this evaluation)
___________
___________
___________
Yes No
FOOD AND ALCOHOL
 Was alcohol served at this event?
Yes No
 Was there only one distribution point for the alcohol?
Yes No
N/A
 Where was this point? _________________________________________________________________
 Were there any glass bottles visible at the event?
Yes No
 Was there any hard liquor being consumed at the event?
Yes No
 If so, please describe:__________________________________________________________________
 Were food/non-alcohol beverages available throughout the event?
Yes No
B& D Guards
 Did all guards meet/introduce themselves to all Student Contacts?
Yes No
 Did any of the guards ask for you to correct any issues during the event?
Yes No
 If an issue came up, did the guard contact you to address situation before stepping in?
Yes No
 Was it ever necessary for you to request assistance from WUPD/others?
Yes No
 If yes, please describe: ________________________________________________________________
______________________________________________________________________________________
 Did you have any issues with any of the guards?
Yes No
 If so, who and what was the issue?________________________________________________________
_______________________________________________________________________________________
 Would you recommend any of the guards be used at future events:
Yes, use again: __________________________________________________________________________
No, do not use:__________________________________________________________________________
PLEASE CONTINUE EVALUATION ON BACK OF FORM 
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VENUE/LOCATION
 Were there multiple events (separate from this one) happing at this location?
Yes No
 Was the venue/space contained (clear access points/boundaries)?
Yes No
 Do you feel the number of guards requested was adequate for this location?
Yes No
 Were there any issues related to the venue/location itself? (size, access points, etc)
Yes No
 If so, please describe: _________________________________________________________________
______________________________________________________________________________________
 Off-campus only – Did the venue management approach you with any issues?
Yes No
 If so, please describe: _________________________________________________________________
______________________________________________________________________________________
EVENTS WITH BUSES (if no buses used, please skip this section)
 Was there a Responsible Student Contact present the entire time buses were running?
Yes No
 Did you have a system in place for loading/unloading the buses?
Yes No
 Were there any issues on the buses?
Yes No
 Were there any issues at the drop-off/pick-up location?
Yes No
 If yes to either of the last two questions, please explain: _____________________________________
______________________________________________________________________________________
______________________________________________________________________________________
GENERAL EVENT MANAGEMENT
 Were there any issues ending the event at the proper time?
Yes No
 Were any noise complaints received during the event?
Yes No
 Did your organization clean up trash, debris, etc at location?
Yes No
 Was emergency medical assistance needed during the event?
Yes No
 If so, please explain: __________________________________________________________________
 Where any fake ID’s discovered at this event?
Yes No
 Were there any unusual situations that came up during the event?
Yes No
 If so, please explain: __________________________________________________________________
_______________________________________________________________________________________
OVERALL EVENT EXPERIENCE
Please rank the following areas on a scale of 1 – 5 (1 being Strongly DISAgree, 5 being Strongly Agree) based
on the event as a whole (pre-meeting through clean-up):
Guards were responsive and cooperative
The loading/unloading of the bus went as planned
The venue/location was well suited for this event
You would recommend this location for future events similar to this
Overall, the event was successful
1
1
1
1
1
2
2
2
2
2
3
3
3
3
3
4
4
4
4
4
5
5 n/a
5
5
5
ADDITIONAL COMMENTS:
Is there anything else that the Greek Life Office should be aware of or that you would like us to follow-up on?
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
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BYOB
Below, the Fraternity and Sorority Risk Management Committee have provided basic guidelines to follow when
hosting a BYOB. These guidelines, while in compliance with the Washington University Alcohol Policy for
Undergraduate Events and the All Greek Social Programming Guidelines do not negate any additional or differing
guidelines dictated by a fraternity/sorority’s national organization.
General BYOB Event Guidelines
A central point of distribution of alcohol must be roped off to allow for proper
identification. The line must start in a well lit area and a single file entrance must be
created.
The amount of alcoholic beverage an of-age person may bring to a BYOB event is six 12
oz. cans of beer or malt beverage. No beverage in a glass bottle is permitted. No open
containers of any kind are permitted.
All beverages at BYOB events must be dispensed by approved persons such as security.
In accordance to the Washington University Alcohol Policy, non-alcoholic beverages and
non-salty foods must be available, free, and displayed attractively. Water must be one
of the non-alcoholic beverages provided. Food must be available when the event
begins and replenished throughout the event. The food/beverage should be available in
a different location than the alcohol distribution point.
BYOB Distribution Guidelines
Upon entering a BYOB event, wristbands will be issued only to those who are 21 years
or older on the day of the event. A student must present a valid driver's license or state
identification card and Washington University ID to receive a wristband. Only those
wearing a wristband are eligible to consume alcoholic beverages.
Once the wristband is issued, the beverages will be taken by a server and stored in the
distribution area. The person will be issued a beverage card with his/her name, the type
of alcohol and amount of beverage checked in.
When the guest wants his/her beverage, he/she will present the card to the server to
receive 1 beverage. The server will punch a hole in the card every time a drink is issued
to the person. Carding for proof of legal age may again occur at point of distribution.
Any remaining beverage will be disposed of when a person leaves the event. A person
may not leave the event with any alcohol. All unused alcohol must be thrown out at
the end of the party.
No person may bring alcoholic beverages more than once to the same event. Staff at
the entrance will register each person to monitor reentries.
Events with Alcohol Policy Reminders
All events with alcohol must be registered with Student Involvement and Leadership
No alcohol may be present at events with new members
The sponsoring organization’s Responsible Contacts must be sober throughout the
entire event
Security at events if any of the following criteria is met: non-wash u guests in
attendance, alcohol is present, attendance is over 150 in accordance to the all-Greek
social programming guidelines.
In accordance to the Washington University Alcohol Policy, post evaluation of event must be
completed by the responsible contacts and the security supervisor.
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Immediate Care of an Intoxicated Person
Call for immediate medical assistance (5-5555 on campus, or 911 off campus) if someone is:
 No longer breathing or does not have a pulse
 Having difficulty breathing (choking, wheezing, or rasping)
 Breathing irregularly (less than 6x per minute, more than 20x per minute)
 Unconscious or semi-conscious, unable to “wake up”
 Shaking, or having convulsions or seizures
 Foaming at the mouth
 Complaining of pressure or tightness in the chest
 Feverish or having the “chills”
 Cold or clammy to the touch
 Pale or bluish in skin tone
 Unable to stand, walk, or speak without difficulty
 Vomiting while passed out
 Unable to control their bodily functions
 Injured, violent, or threatening
 Paranoid, confused, or disoriented to person, place, and time
 At risk of hurting him/herself or others
If immediate medical assistance is not necessary, use the following guidelines :
DO:
 Continue to monitor them for the above symptoms—it is helpful to enlist the help of
friends who can take turns checking up on the person every 30-60 minutes throughout the
evening
 Place the person in bed, lying on his/her side
 Leave the person’s door open so others can hear sounds of distress
 Stay with a person who is vomiting to prevent choking
 Find out what substances the person has taken so you can give this information to
medical professionals if necessary
 Be aware that the person may act unpredictably—remember, your safety is your first
priority
DON’T:
 Don’t give the person any food or liquid (including water) if the person is vomiting or
nauseated
 Don’t give the person anything to help them sober up (including aspirin, coffee, tea, soda
or a cold shower)
 Don’t induce vomiting
 Don’t suggest walking, running, or any other form of exercise
 Don’t attempt to restrain or argue with an intoxicated person
 Don’t keep the person awake
Student Health Services * 935-6666 * shs.wustl.edu
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Social Event Fire & Electrical Rules
Greek Organizations
THIS FORM MUST BE READ, SIGNED AND TURNED IN TO THE COORDINATOR
FOR GREEK HOUSING PROGRAMS 2 WEEKS PRIOR TO THE EVENT.
Greek Organizations will follow precautions listed in the Social Event Fire & Electrical
Rules to ensure your group’s safety, the safety of guests and University property.
Fire Rules:
(1)
(2)
Smoking WILL NOT be permitted in the building per University policy.
Open flames, (candles, and incenses) fireworks, lanterns or bottled gas (including propane)
WILL NOT be allowed.
(3) Oil-based paints, stains and any flammable spray material WILL NOT be used. This includes
foam materials in pressurized cans.
(4) Decorations and furnishings of an explosive or highly flammable character WILL NOT be
used.
a) Decorations and furnishings fire-retardant coatings shall be maintained so as to retain
effectiveness under actual use.
b) Curtains, draperies, hangings and other decorative materials suspended from walls or
ceilings shall be flame resistant and have paperwork showing fire retardation rating.
Paperwork to show retardation must be submitted to the Coordinator of Greek Housing
Programs with submission of this form.
c) Failure to submit paperwork may result in building closure until the material is proven to
be fire-retardant or removed if not. In addition, it may be necessary to pass a physical
fireproof inspection conducted by the University Environmental Health & Safety Office
or the Clayton Fire Marshall.
d) Even though the buildings are sprinkled, decorations must be fire resistant. Decorations
are recommended to not cover more that 10% of the walls. If the event has more than
10% of the walls covered, the Coordinator of Greek Housing Programs needs to be
informed at the time of submission of the is form and approve the exception.
CGHP Initials ________
e) Following are examples of materials that are prohibited from use: Straw, trees, branches,
muslin, garbage bags, paper-mache products, plastic products and any tenting material
that is not accompanied by paperwork showing fire retardation rating.
(5) Decorations and furnishings will only be allowed in “common” areas of the building and not
individual living quarters.
(6) Decorations and furnishings WILL NOT be allowed in any exit/access corridor or stairway,
nor will they obstruct the visibility thereof.
(7) Decorations and furnishings WILL NOT obstruct any exit/access door to the building
(interior or exterior).
(8) Decoration and furnishings WILL NOT cover or block any light, exit-light, fire extinguisher,
smoke detector or sprinkler head.
(9) Ceiling tiles WILL NOT be removed, penetrated or altered from their original position on the
ceiling.
(10) Smoke making or producing machines WILL NOT be used in the building.
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(11) Automatic Sprinkler systems or their sprinkler heads WILL NOT be covered, used to hang
items from, or tampered with in any manner so that they will not activate or work properly in
the event of a fire.
(12) Fire Alarm and Detection systems WILL NOT be tampered with, disarmed, or disabled so
that they will not activate in the event of fire or smoke.
(13) Smoke Detection systems WILL NOT be tampered with, disarmed, or disabled so that they
will not activate in the event of smoke in the building.
(14) Fire rated doors in the building will not be held or propped open in any fashion that will not
allow them to close automatically in the event of a fire.
(15) Occupancy of events within chapter house is 150 guests plus membership of the hosting
organization.
Electrical Rules:
(1) Extension cords MAY BE USED TEMPORARILY (the event only) on the interior or exterior of
the building. Power strips with surge protection are recommended. Extension cords must have the
proper wire gauge to carry the amperage load. Ground fault interrupter should be used.
(2) If additional lighting is to be used during a party it must be installed by either University
Maintenance or a contracted and certified electrician. A document to show who installed the wiring
must be available at the site of the social event.
(3) Lights and emergency lighting WILL NOT be replaced with blue or black lights.
I HAVE READ, UNDERSTAND AND WILL ENSURE COMPLAINCE WITH THE SOCIAL
EVENT FIRE & ELECTRICAL RULES
CHAPTER:___________________ DATE OF EVENT:_____________________
SOCIAL CHAIR ___________________________ DATE:___________________
HOUSE MANAGER________________________ DATE: ___________________
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