ACW Event Planning Pack FORM C144 A - Events With Alcohol Planning a safe event. 1 2 3 4 Propose a potential event to the executive board and risk management committee before any planning begins. Using this form, work with the risk management committee, university and advisors to plan a low-risk event. Complete the Third Party Vendor Form or BYOB pages, depending on what type of event you are planning. Present the plan and completed Event Planning Pack to the risk management committee and chapter advisor at least two weeks prior to the event. date due / date completed 5 6 Make changes to the plan based on feedback from the committee and chapter advisor. Evaluate the event and note changes to make for the next event that you plan. A separate Event Planning Pack/Form C144 must be filed for each individual event. This Event Planning Pack/Form C144 A must be completed two weeks prior to the event and be approved by the risk management committee and chapter advisor.
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Event Planning Proposal Basic info. Alpha Chi Omega Chapter: Form Completion Date: Event Name: Event Purpose: Event Date and Time (start-end): Event Theme: Event Location (name, address, phone): Please describe the event in detail and all activities that are planned (attach agenda, if applicable): How is this event representative of Alpha Chi Omega values and standards? Is there dignity in what we are doing? Additional Event Co-hosts/Sponsors and Associated Organization(s): The primary leader of all sponsoring organizations must sign all contracts. LAST UPDATED FEBRUARY 2012 3
Will there be alcohol at this event? No Complete Form C144 B - Events Without Alcohol. Are there campus-specific policies to follow? Yes Yes, BYOB Following the completion of pages 3-14, go to page 15 if you are hosting the event, or go to page 17 if you are co-hosting/sponsoring the event. Following the completion of pages 3-14, go to page 21. If Make your certain campus to has complete specific all policies campus in forms relation in the to philanthropic appropriate manner. events, please explain. Yes, Third Party Vendor No No Even though you do not have a campus policy, you still need to follow Alpha Chi Omega and FIPG policies. Even though you do not have a campus policy, you still need to follow Alpha Chi Omega and FIPG policies. How many people will attend the event? Capacity of Event Location Number of Chapter Members Attending Event Number of Guests Attending Event only 1 guest per member is allowed This cannot exceed the number of chapter members attending the event. Number of Co-host/Sponsor Members Attending Event Number of Co-host/Sponsor Guests Attending Event Total Event Attendees 4 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL When all numbers are added together, this cannot exceed the capacity of event location.
What is the event budget? Sample Budget budget available actual amount spent venue $500 $300 food $100 $50 promotion materials $300 $300 technology $100 $50 Total $1,000 $600 Budget (attach separate sheet, if needed) budget available actual amount spent items/services items/services items/services items/services items/services items/services items/services Total LAST UPDATED FEBRUARY 2012 5
Utilizing a guest list before, during and after the event. It is vital to know who your guests are at every event. As a result, having a reliable and well-thought-out guest list is essential. The guest list should include members attending, their guests and all attendees birth dates. Person Responsible for Preparing Guest List (name, email and phone): Explain how those in attendance will sign in and out of the event. Once an individual has left the event, he or she cannot return. The guest list should be kept with this event planning pack for no less than one calendar year following the event. This ensures easy contact availabilty if needed. A sample guest list for an April 10, 2012 event. AXO Member (alphabetical order) Birthday Age as of Event Date AXO Member Guest Birthday Age as of Event Date Sally Ash 01/28/1992 20 Joe Grant 12/10/1991 20 Mary Deal 06/14/1990 21 Nick Jones 04/02/1990 22 Susy North 10/11/1992 19 - - - Jane Smith 09/06/1989 22 Mark Bauer 10/08/1990 21 Jess Whims 07/19/1993 18 David Loe 02/25/1993 19 Bre White 05/26/1993 18 - - - 6 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL
How is everyone getting to the event? Walking The chapter advisor determines whether an event is beyond a reasonable walking distance. In the absence of a chapter advisor, the appropriate headquarters staff member or designee may make that determination. We are unable to walk According to our Governing Documents and Policies, policy RM6.5-2, there are only two options for local event transportation: Chartered Transportation Information If the event is out-of-town and men and/or alcohol are involved, chartered transportation must be provided. See the Alpha Chi Omega governing documents and policies, policy RM6.6 Chartered Transportation. Who is providing the chartered transportation? Include the company s name, contact person, and phone number and the date the agreement was made. Chartered Transportation Local Public Transportation (i.e. buses, taxis, subway, etc.) How is the chapter taking attendance in regards to transportation? Who is responsible for organizing the transportation and transportation attendance? Include name, email and phone number. LAST UPDATED FEBRUARY 2012 7
Who is responsible for providing security? Regardless of security type, access to only one door to the event is allowed. Hired Security We have hired a security company or contracted with the school to provide trained professionals. Name and Phone Number of Company: We re Handling It It is not recommended that the chapter be solely responsible for all of the safety procedures at the door. Most campuses can help you find trained professionals. Who will be responsible within the chapter for finding this assistance? Include the member s name, email and phone number. Have you reviewed their responsibilities? checking IDs at the door matching IDs to the guest list enforcing all other guidelines Specifically, what will security be doing? Sober Monitors On the lines below (attach a separate sheet if necessary), provide a list of those responsible for remaining sober during the event and monitoring the following: condition of members and guests entering the event members and/or guests acting inappropriately underage members and guests condition of property How many sisters will be serving as sober monitors for the event? One sober monitor per 15 guests is recommended by Alpha Chi Omega. A sample sober monitor contract is available at alphachiomega.org, Resource Center, VP Risk Management. 8 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL
A site inspection is a must. Before the event, visit the chosen facility to discuss final preparations and make sure you understand the specific challenges that you will face. Can the facility handle this event and meet all of our guidelines? No Yes Have both parties, chapter representative and facility representative, verified the condition of the property? No Yes Have you scheduled a walk through with the facility manager after the event? No Yes If you answered No to any of the above questions, the problem must be solved before the event starts. During the site visit, did you notice anything that requires additional planning or advice from your chapter advisor and/or the school s fraternity/sorority advisor? Explain. Providing alternative beverages and food at the event. As a good host, commit to providing an environment that allows our members and guests to make healthy decisions while having a good time. Provide non-alcoholic beverages and food (snacks or more) at all of your events. What type(s) and quantities of non-alcoholic beverages and food will be provided? Will ACW merchandise be created for this event? No Yes Please attache a copy of all approved apparel and/or merchandise designs created for this event. Chapters are required to use Greek Licensed Vendors. For more information, see the Alpha Chi Omega policy manual (NF8.1). A list of approved vendors may be found on greeklicensing.com. LAST UPDATED FEBRUARY 2012 9
Communicate clearly with your chapter. These guidelines are not location-specific. It does not matter if the event is held in a chapter house, restaurant, barn or open field; the rules of the event apply everywhere. For example, if the event is in the basement, the rules still apply on the second floor or the patio of the house. If a BYOB event is in a reserved room at a restaurant, the choices you make in the public rooms should still be based on FIPG guidelines. Alpha Chi Omega does not allow pre-event drinking. If a member of your chapter shows up to the event intoxicated, she will be turned away at the door by all co-host/sponsor organizations. There will be a specific limit on all alcohol our members may take to the BYOB event. Based on the FIPG guidelines, and what research and common sense say about what is unhealthy or dangerous, each of age member is limited to six beers or four wine coolers/malt beverages for the event. Also, it is expected that members will only consume what they bring to the event and that no one will accept additional drinks from other people. Establish and understand the non-negotiables. Safe social events are hard to pull off perfectly. In order to stay ahead of the challenges that can arise during an event where alcohol is present, you need to help your chapter members understand the issues that have the greatest potential to create problems. It is your job to help every one of your sisters understand that the following are non-negotiable: We will leave if the event entrance is not being monitored or controlled safely. There are very clear guidelines as to how the door should be monitored and controlled in order to prevent underage drinking and encourage safe event management. If hosts or professional security are not checking IDs, providing wristbands or another similar marking to guests over 21 and utilizing a manageable guest list, the chapter should not enter the event. We will leave if hosts or anyone at the event is providing alcohol to guests. Third Party Vendor: Alcohol cannot be distributed by any other party other than the third party vendor. If there is a common source or a general pool of alcoholic beverages, the event needs to end. BYOB: BYOB is not optional, and BYOB is not just one way to bring alcohol to this event it is the only way. If there is a common source or a general pool of alcoholic beverages, your chapter s involvement in the event needs to end. We will leave if drinking games or high-risk communal drinking is happening. Any drinking games or peerencouraged high-risk drinking make the event unsafe. If you see activities like beer pong, funnels, drinking card games or table games (i.e. quarters, cups, etc.), the event is over for Alpha Chi Omega. When will your chapter be made aware of the event plan and guidelines? month, day and year 10 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL
How are you going to inform your members of the specific expectations for this event? Do not forget to utilize the backstops in this conversation. Backstop 1: My Choices impact my sisters, so what choices do I have? How are we creating an environment that helps our sisters make healthy choices? Explore healthy decision making frameworks and consider the choices your chapter and members as individuals will have in different situations making the best choice that will reflect positively on yourselves, your chapter and the Fraternity as a whole. Backstop 2: Where is the dignity in what we are doing? How is this event representative of Alpha Chi Omega standards and values? Is there dignity in what we are doing? Following Alpha Chi Omega s statement on human dignity, we promote self-worth and only engage in activities and behaviors that reflect positively on the organization and fraternity/sorority life. We choose not to participate in activities that degrade individuals and/or organizations based on gender, race, color, religion, national origin, age, disability or sexual orientation. Since you are always representing Alpha Chi Omega, these backstops are a positive way to live and think about your life, especially when engaging in behavior that may expose you to a risky environment or situation. LAST UPDATED FEBRUARY 2012 11
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Emergency Contact Information. Chapter President: name and phone number Chapter Advisor: Fraternity/Sorority Advisor: ACW Headquarters: 317-413-5899 Emergency Personnel: Facility Contact(s): Co-host/Sponsor Contact(s): Other Important Contacts: LAST UPDATED FEBRUARY 2012 13
This page must be printed, signed and taken to the event. Electronic signatures are not allowed. This person planned the event. Name: Officer Title: Phone Number: Email: Signature and Date: This officer oversaw the planning of the event. Name: Officer Title: Phone Number: Email: Signature and Date: The risk management committee reviewed and approved the event plan. VP Risk Management s Printed Name, Signature and Date: Chapter President s Printed Name, Signature and Date: Chapter Advisor s Printed Name, Signature and Date: 14 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL
Hosting BYOB Events All of our events follow some basic guidelines, like having a guest list, checking ID s at the door and more. If you want to host a BYOB event, here are some extra guidelines that will help you facilitate a safe event. Does your campus have any special BYOB policies? No Your campus may not have a specific policy about BYOB events, but it would be valuable to sit down with the fraternity/sorority advisor to talk about past practices and ask for his/her help. Yes Many campuses have a set of rules that are compatible, but in addition to, the rules and guidelines of FIPG and Alpha Chi Omega. If your campus has an additional set of guidelines, include a copy with this pack. If your answer is yes, what do these policies say? Do they require a specific check-in procedure? Do they limit the number of drinks a guest can bring? List all the policies in your own words. How is your chapter ensuring that only members and guests of legal drinking age bring and consume alcohol at the event? Wristbands All wristbands must be dated and marked specifically for each individual event. Handstamp All handstamps must be unique to each individual event. Who will be responsible within the chapter for overseeing the creation and implementation of the wristbands or handstamps? Include the member s name, email and phone number. LAST UPDATED FEBRUARY 2012 15
How many drinks may each person of age bring to the event? Number of beers allowed. Alpha Chi Omega allows no more than six 12 oz. beers or four 10-12 oz. wine coolers or malt beverages. t? Number of wine coolers allowed. Alpha Chi Omega allows no more than six 12 oz. beers or four 10-12 oz. wine coolers or malt beverages. t? How will you check in the beverages at the door? Ticket System Each attendee is given one ticket per beer/drink he/she checks in at the door. The tickets are personalized with the type of drink the attendee brings (i.e. Miller Lite, Smirnoff Ice, etc.). The name of the attendee is written on the tickets. The attendees s drinks are delivered to the central bar area by a member who is working the event. The attendee redeems tickets, one at a time, for his/ her drinks at the bar. Punch Card System Each attendee is given one punch card which has a mark for each beer/drink he/she checks in at the door. The punch card is personalized with the type of drink the attendee brings (i.e. Miller Lite, Smirnoff Ice, etc.). The name of the attendee is written on the punch card. The attendees s drinks are delivered to the central bar area by a member who is working the social event. The attendee s ticket is punched at the bar each time he/she claims one of the drinks he/she brought. Proceed to page 18 and complete. Following the event, complete page 19 as well. 16 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL
Co-hosting/Sponsoring BYOB Events Safety comes from individuals making healthy decisions and a real awareness by the chapter about how to support those safe choices. As you plan each BYOB event, use this guide as a reminder of some of the simple ways you can play a role in supporting and encouraging smart and healthy choices for your chapter. When is the event? Who is your co-host? If more than one co-host, please list on a separate, attached sheet.? Meet with and get needed answers from the other co-host/sponsor organization(s). At least one week before the event is set to happen, your social chair and VPRM should sit down with their counterparts from the other co-host/sponsor organization(s). While they are together, they should review all of the details of the event. In the end, they should be able to provide the answers to these questions: How will the entrance to the event be safely managed? Are wristbands or handstamps in use? How is the guest list being built? How can we provide our portion of the guest list to you? How many attendees do you expect at the event? How will BYOB alcohol be checked and controlled at the event? What limits are there for amount and type of alcohol that attendees can bring and check? How is security being provided or managed? Will an outside security company be contracted? How will the BYOB distribution center be managed inside the event? What should we do at the event if one of our members encounters a problem or needs help? Who is the primary contact for this event? The social chair should take notes in the spaces provided on page 16. Encourage her to continue asking questions until she is confident that the other co-host/sponsor organization(s) is doing what is necessary to meet the expectations of Alpha Chi Omega. Following the event, complete page 17 as well. When will your social chair and VPRM meet with the other co-host/sponsor organization(s)? month, day and year LAST UPDATED FEBRUARY 2012 17
BYOB Management. How will the entrance to the event be safely managed? Will wristbands or handstamps be used? How is the guest list being built? How can we provide our portion of the guest list to you? How many attendees do you expect at the event? How will BYOB alcohol be checked and controlled at the event? What limits are there for amount and type of alcohol that guest can bring and check? Alpha Chi Omega allows no more than six 12 oz. beers or four 10-12 oz. wine coolers or malt beverages. How is security being provided or managed? Will an outside security company be contracted? How will the BYOB distribution center be managed inside the event? What should we do at the event if one of our members encounters a problem or needs help? Who is the primary contact for this event? Include name, title/role, phone number and email. What can our chapter do to help make sure the event runs smoothly and safely? 18 EVENT PLANNING PACK/FORM C144 A - EVENTS WITH ALCOHOL
After the event. With the risk management committee, review the success and challenges of the event. Turn this portion of the form into your chapter advisor no more than two weeks following the event. How did the event go? Good or bad, what would have made the planning and event management process smoother? LAST UPDATED FEBRUARY 2012 19
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Third Party Vendor Checklist This page must be printed, signed and taken to the event. Electronic signatures are not allowed. Following the event, complete page 17 as well. When you can provide the following checklist items, your chapter will be in compliance with the risk management policies of Alpha Chi Omega and FIPG if you hire a third party vendor to serve alcohol at your event: The vendor must... 1 2 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 Third Party Vendor Checklist. Be properly insured with a minimum of $1,000,000 (or greater if required by your national fraternity or sorority) 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 Alpha Chi Omega for whom is hiring the vendor as well as the Alpha Chi Omega Fraternity with whom the local chapter is affiliated. Attach a copy of the certificate of insurance and highlight the following required clauses: 3 4 Agree in writing to cash sales only, collected by the vendor during the function. Agree in writing that the third party vendor assumes all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to: checking identification cards upon entry not serving minors not serving individuals who appear to be intoxicated maintaining absolute control of all alcoholic containers present 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) removing all alcohol from the premises Attach a written agreement signed and dated by the chapter president and the third party vendor, stipulating agreement to the items required in numbers 3 and 4 above. This form must be signed and dated by both the chapter president and the third party vendor. In doing so, both parties understand that only through compliance with these stipulations will the chapter be in compliance with FIPG and Alpha Chi Omega requirements. Chapter President Signature and Date Third Party Vendor Signature and Date LAST UPDATED FEBRUARY 2012 21