Lynchburg College Fraternity and Sorority Life BYOB Checklist Theme: 1. All event themes must use common sense and be appropriate. Factors of appropriateness include but are not limited to: a. Event times should not be disrespectful or degrading (i.e. religious observance) to any person or population. b. The use of inappropriate event themes has significantly affected the perceptions and stereotypes of fraternity life in recent years. Event Time: 1. No BYOB event should last longer than five (5) hours. 2. Chapters submitting BYOB forms are acknowledging they are fully aware of the Office of Residence Life policy regarding quiet hours and when they take place. a. Sunday-Thursday: 11:00PM-11:00AM b. Friday-Saturday: 12:00AM-11:00AM Entrance: 1. One well lit entrance, controlled and monitored by security or older members. The preferred method is security that is contracted, licensed, and bonded. 2. Monitors check to see if those seeking entry are members or have an invitation and are on the guest and are on the guest list. 3. IDs are checked by initiated members who are 21 or older. They will not be new members or newly initiated. 4. Members or guests with alcohol are required to show proof of legal drinking age (the invitation guest list should also have the birthdays of members and guests). A picture ID with a birth date must be required. 5. A guest s name is checked once they have entered the event. 6. Several exits must be available due to fire codes and laws; however, exits cannot be used as entrances. 7. No person(s) are permitted to attend a BYOB sanctioned event that are not 21 or older. According to Lynchburg College Student Conduct Policy ( The Hornet, p. 68). 1. The possession or use of alcoholic beverages is permitted only by persons who are 21 years of age or older and only as follows: i. In a student campus residential room with the door closed and: 1. No one under age 21 is present while alcohol is consumed (Exception: A student age 21 or older may consume alcohol in his/her assigned Revised: March 2017 1
ii. iii. iv. residential room if the only underage person present is his/her roommate.); and 2. One or both of the room s assigned residents are age 21 or older; and 3. The room is not in a residential area designated to be alcohol-free. Inside College houses, townhouses, and apartments in accordance with the terms of the residential agreement and other guidelines established by the Office of Residence Life or the Office of Graduate Studies. In other residential locations on occasions and in accordance with guidelines established by the Office of Residence Life or the Office of Graduate Studies. Beer and wine in licensed locations on special occasions for the time, place, and area defined in a banquet license (e.g., licensed Student Activities Board events in Memorial Ballroom or the Pavilion). 2. Alcoholic beverages may not be possessed or consumed by anyone, regardless of age, in the following residential locations: i. Any individual residential room and in the entirety of any College house, townhouse, Court, or apartment where all assigned residents are under age 21; ii. iii. iv. Montgomery Hall, Tate Hall, and any other residential facility designated as alcohol-free; Indoor common areas, including lounges, stairwells, and hallways; and Outdoor areas around residential facilities, including porches, yards, sidewalks, parking lots, and streets. 3. Residence Life and Security staff members may ask to see the contents of backpacks, bags, or other packages suspected to contain alcohol. 4. Other prohibited conduct regarding alcohol includes: i. Possession or consumption of alcohol by an individual under age 21; ii. Serving, selling, or otherwise providing or making available alcohol to a person under 21 years of age; Distribution of alcohol without an ABC license; Collection of money for any purpose where alcohol is present without an ABC license; v. Driving under the influence of alcohol; iii. iv. vi. vii. viii. ix. Use of alcohol that impairs thought, behavior, or coordination; Presence of a student under age 21 in a campus residential room where alcohol is possessed or used by other individuals under age 21; Possession or use of a keg, community container, or other quantity of alcohol surpassing that reasonable for private, personal use at an unlicensed place, event, or campus residence; Possession of an open container of alcoholic beverage by a person of any age in a Revised: March 2017 2
lounge, corridor, stairway, or other common area of a residence hall, except on designated occasions; x. Possession of an open container of alcoholic beverage on campus outside restricted areas; xi. Possession or use of alcoholic beverages at indoor or outdoor athletic facilities or events, except when such facilities are used for licensed social events; xii. Use, possession, sale, serving, or otherwise making available alcoholic beverages at any membership recruitment function; xiii. Violation of ABC regulations; and xiv. Possession or use of false identification for acquisition of alcohol. 5. Alcoholic beverages are permitted to be distributed on campus only in licensed areas as follows: i. Specifically designated locations as defined in a banquet license (e.g., wine or beer in Memorial Ballroom and West Room); ii. Any request for an alcohol license other than through the standard Dining Services procedure must go to the President s Cabinet for approval. 6. Any event, other than small group socializing in a private room, at which alcoholic beverages are permitted, distributed, or served must be conducted within the following guidelines: i. Events held in College housing must be registered with and approved by the Office of Residence Life or the Office of Graduate Studies. Events held in non-residential campus buildings must be registered with and approved by the and/or the Office of the Dean of Students. Events held outdoors must be approved by the President s Cabinet in addition to the and/or the Office of the Dean of Students. ii. A permit shall be obtained from the local regional ABC office. iii. There must be a non-alcohol theme for the event. iv. Individuals sponsoring and conducting the event must implement precautionary measures to ensure that alcoholic beverages are not accessible or served to persons under age 21 or to persons who appear to be intoxicated. v. Direct access to and consumption of alcoholic beverages is permitted only within the approved area designated for the event. vi. vii. viii. Non-alcoholic beverages must be available at the same places as alcoholic beverages and featured as prominently as alcoholic beverages. A reasonable portion of the budget for the event shall be designated for purchase of food items. No social event may include any form of drinking contest in its activities or promotion. Revised: March 2017 3
ix. Advertisement for any College event where alcoholic beverages are served must note the availability of non-alcoholic beverages as prominently as alcoholic beverages. Alcohol may not be used as an inducement to participate in a campus event. x. Promotional materials, including advertisement for any College event, must not make reference to the amount of alcoholic beverages available, such as the number of beer kegs. xi. As appropriate to the size and nature of the event, College-approved security personnel must be present at all times. xii. The sponsoring group or host must be concerned about the condition and safety of those leaving the event and shall implement such techniques as cessation of serving alcohol long enough before the end of event to aid in the assessment of the condition of guests. 7. Marketing of alcohol on campus is prohibited. i. Use of advertising and/or promotional materials that promote the use of alcohol are prohibited. Revised: March 2017 4
Invitation Guest Lists: 1. Invitation guest lists with specific names and birthdays of all members and invited guests are required to be generated for each function. 2. The student or Greek directory is not an acceptable guest list. Invitations should be issued to the guest(s) that a member wishes to invite to the event. 3. Invitation guest lists must be made as early as possible by no later than the submission deadline of (Wednesday at 5:00PM). Wristbands: 1. Members and guests who are attending the event will receive a non-adjustable, event specific wristband (provided by the ). 2. The individual's name is checked off the invitation guest list and the type of alcohol that is brought is written next to his/her name. 3. Members and guests who are not of legal drinking WILL NOT BE PERMITTED TO THE EVENT. 4. Members and guests who are not drinking at the event will also be given a band but not a drink punch card. Punch Cards 1. Punch cards will be created and provided by office of student activities. 2. For each and every event, punch cards must be created that are event specific. 3. Punch cards should be about credit card size with the following information: name, birthday, type of alcohol/amount brought, date of event, location up to six holes for alcohol consumed. 4. Punch cards, unlike tickets are easy to handle and are a more effective means for proper distribution. 5. Punch cards must be collected at the exits when guests leave the event. 6. Bartenders will hold the punch card in a secure and dry location for the remainder of the time the guest/member is attending the event. a. Once the guest/member chooses to leave the event, the punch card will then be torn up. Types and amounts of alcohol: 1. The following stipulations apply per person for a typical five hour function: Maximum of six (6), twelve (12) ounce cans/ plastic bottles of beer/ wine coolers/ malt beverages. 2. No glass bottles. 3. No cases, twelve-packs, or other alcohol containers larger than six 12 oz beers or wine coolers. 4. No squeeze bottles, water bottles, beer bongs, party balls, pitchers, tumblers, or other containers. 5. No kegs or hard alcohol. 6. No alcohol for common use in member s rooms. Revised: March 2017 5
7. No shots, drinking games, or other activities that encourage inappropriate or excessive drinking behavior. Food and non-alcoholic beverages: 1. The chapter must provide an amount of non-alcoholic beverages at least equal to the total number of people in attendance at the event. 2. Breads, meats, cheeses, vegetables, cookies, subs, pizza, brownies, fruits and dips are considered appropriate foods. The chapters should avoid salty foods. 3. All food and non-alcoholic beverages must be free to all attendees. 4. Food and non-alcoholic beverages should be contained within one centralized location. 5. Non-alcoholic beverages must be served from closed containers. 6. During the last 45 minutes of an event, alcohol service must stop; a new non-alcoholic beverage and food item should be served for those who wish to switch beverages and begin winding down. Chapter Monitors and Security: 1. Monitors are charged with regulating social events and maintaining the risk management policy of the chapter(s) involved. 2. Monitors are not to consume alcohol for at least 6 hours prior to and not at all during the social event. 3. The hosting chapter will be required to provide at least three (3) sober monitors. 4. Monitors should be older members of all participating organizations who will serve as general monitors or service monitors working at the service distribution center. New members should not be serving as monitors. 5. Specialty clothing may be worn by monitors to set them apart from the rest of the attendees. 6. Chapter presidents and social chairs should limit their use of alcohol (if consuming at all) during social events so that they can, along with the monitors, ensure that a safe social environment is maintained. 7. Monitors have the right to deny access to the event to anyone they think is already impaired by alcohol or other drugs, even if the person is on the invitation guest list. Service Distribution Center 1. One centralized location must be established for distribution of all alcoholic beverages. 2. No other location, especially members rooms, can be used for the distribution of alcoholic beverages. 3. The holding tank, which serves as a cooling area for the alcohol brought to the function by members and guests, is as simple as a large rubber trash can filled with ice that is supervised by an approved bartender. 4. Anyone who wishes to acquire an alcoholic beverage that he/she brought to the event must present the punch card, show their wristband, and return an empty can if this is not the first request. Revised: March 2017 6