Social Event Pre-Planning Checklist
The Social Event Pre-Planning Checklist is designed to provide a clear roadmap for successful social events,
specifically for those where alcohol will be present. This form serves as a resource to be completed at least two
weeks prior to the date of the event, and collaboratively reviewed with the Eminent Archon, Social Chairman, Risk
Manager and Chapter Advisor. Additionally, this information should be in consult with your respective Greek advisor
to ensure compliance with their respective policies and procedures. As a reminder, the Minerva’s Shield should be
referenced and utilized prior to every social event.
Have questions about implementing an effective social event, or using this checklist? Don’t hesitate to contact your
respective Regional Director - SAE Field Staff Directory.
Chapter Name:
Name of Person Planning Event:
Name of Event:
Date of Event:
Number of People Attending Event:
Event Location:
#Miles from Campus:
Start Time/End Time:
Total Attendance (Members, Dates, Guests, Alumni)
Does this event comply with all portions of the Minerva’s Shield?
Yes
No
Is written permission by the school required to have this event?
If YES, date form was completed and submitted: _________________
Yes
No
Event co-sponsored with another fraternity/sorority:
If YES, list the organizations and answer next 4 questions below:
Yes
No
Yes
Yes
Yes
Yes
No
No
No
No
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Do all organizations have insurance?
Do all organizations appear on any/all contracts?
Have representatives for all organizations met to establish event plans?
Will the alcohol policies of all organizations be followed?
Will there be any special construction, alterations or decorations for this event?
Yes
No
If YES, complete the Function Planning Form, and contact Frank Ginocchio (fginocchio@sae.net)
How will alcoholic beverages be provided? (Circle)
 Licensed third-party vendor (see Minerva’s Shield for guidelines)
 Individual attendees (BYOB)
How will admission to the event be controlled? (Circle)
 Guest List
Numbered Ticket System/Card Swipe
Revised 09/12
Will an alcohol check-in procedure be used for this event?
If YES, please detail, including the sober monitor assignments and duties:
Yes
No
Will chapter members serve as sober monitors?
If YES, how many? List the assignments below (note, 1 one per 20 guests)
Yes
No
What methods will be used to limit individual consumption of alcohol? (Circle)
(Note: Liquor only permitted via the use of licensed third-party vendors)
 Licensed bartender discretion
 Punch Card system
 Ticket system
 BYOB: Attendee is limited to bringing __________alcohol beverages
 Other, please explain in detail:
How will the verification of legal drinking age (21) be accomplished? (Circle)
BYOB Event
 Sober Monitors at designated entrance
 Non-transferable hand stamp
 Hired Security guard at designated entrance
 Non-removable wristband
 ID Checked each time
Third-Party Vendor
 By licensed bar tender for each purchase
 Security guard at entrance
Are glass bottles prohibited?
Yes
No
Will ample non-alcoholic beverages be provided without charge at this event?
Will ample food be provided without charge at this event?
Yes
Yes
No
No
If needed, will alternative transportation be provided? (Circle)
 University bus system/safe ride
 Taxi cab service
 Mass transportation
Yes
No
Revised 09/12