"How To" Guide to Hosting Events with Alcohol

If you’re planning an event with alcohol it must follow university policies and procedures so give yourself sufficient time to meet all requirements. We recommend that as the event host, you begin planning no less than four weeks prior to your event with alcohol.

Four weeks prior to event

First step to properly planning an event with alcohol is to read the Procedures for Events with Alcohol to ensure you understand all of the expectations and responsibilities of hosting an event with alcohol. 

On Campus Events

  • Reserve Space through Events and Venues.
  • Confirm space with signed confirmation and student organization advisor approval.
  • Discuss contract food/alcohol with GW Catering and determine needs for the event.
  • Meet with student org advisor for advice and guidance on hosting an event. They can assist you with specific questions about the procedures for events with alcohol, or will help you to contact Health Promotion and Prevention Services for more information.
  • Determine which method of alcohol distribution you plan to utilize for your event; ask your Center for Student Engagement (CSE) student org advisor or Health Promotion and Prevention Services any questions of how chosen method works.

Off Campus Events

  • Meet with student org advisor for advice and guidance on hosting an event. They can assist you with specific questions about the procedures for events with alcohol or work with you to contact Health Promotion and Prevention Services for more information.
  • Select a third party vendor (bar, restaurant, club).
  • Meet with third party vendor to discuss event, specific needs and applicable policies (university and organization specific).
  • If hosting in a venue which does not have security present, hire Event Authority.
  • Determine which method of alcohol distribution you plan to utilize for your event; ask your CSE student org advisor or Health Promotion and Prevention Services any questions of how chosen method works.
  • Determine what food and non-alcoholic beverages will be available at your event.

Three weeks prior to event

On Campus Events

  • Meet with event planner and advisor to plan event and finalize major event checklist.
  • Confirm food/alcohol order with GW Catering.
  • Event planner orders security, grounds, etc.
  • Develop diagram if needed.
  • Complete Registration for Events with Alcohol form in OrgSync.
  • Secure primary and secondary contacts and sober monitors for event.

Off Campus Events

  • Complete Registration for Events with Alcohol form on OrgSync.
  • Secure primary and secondary contacts and sober monitors for event.
  • Confirm location. Sign any applicable contracts.
  • Communicate expectations of event authorities.

Two weeks prior to event

All Events

  • Hold final meeting with student org advisor, if needed.
  • BYOB events- must discuss proper procedures for BYOB events.
  • Submit Registration for Events with Alcohol form in OrgSync at least nine business days in advance of your event date.
  • CSE student org advisor will review and ask any clarifying questions to student organization leadership.

Week of event

  • Pick up any necessary items from Health Promotion and Prevention Services (wristbands and/or drink tickets).
  • Communicate responsibilities to all organization members acting as sober monitors at event.

Day of event

  • Remind primary and secondary contacts and sober monitors that they must refrain from consuming alcohol the day of and throughout the duration of the registered event.
  • Make sure that food and non-alcoholic beverages are available free of charge at your event for consumption by guests.