Fayetteville Policies and Procedures  700.5

Alcohol Policy for University Special Events

Purpose:

 To describe the conditions under which alcoholic beverages, i.e., wine, beer, and distilled spirits (liquor), can be served, distributed, or consumed at university events on campus. 

This policy is applicable to all events held on property under the ownership or control of the University of Arkansas, Fayetteville (UAF), including all faculty, staff, organizations, departments, groups, guests, university-sponsored events of UAF, as well as events held by non-University entities. 

 *This policy does not apply to the Inn at Carnall Hall or facilities and grounds under the control of the University’s Department of Intercollegiate Athletics, which are governed by separate agreements or policies. 

Procedure:

 The purchase, service, possession, distribution, and consumption of alcoholic beverages is restricted on University property except as authorized below.

 I.      Compliance with Law & University Policies

 The purchase, service, possession, distribution, and consumption of alcoholic beverages in facilities under the control of the University of Arkansas and on the campus grounds shall in all respects comply with all applicable state and federal laws, in addition to all University of Arkansas policies.

 II.     Registration Guidelines 

A.  All events sponsored by any entity of the University of Arkansas that involve service of alcoholic beverages and occur on university property must be registered with the Office of Donor Relations and Special Events at least 2 weeks prior to the date of the event. 

B.  Alcoholic beverages are not permitted to be sold or served at any event held on University property by a non-University entity, unless specifically allowed by other provisions of this or other applicable policies. 

C.  Service of alcoholic beverages will only be permitted at university-approved locations or with special authorization from the Office of Donor Relations and Special Events.  Except as expressly provided below, these locations are approved for service, but not sale of alcoholic beverages. 

D.  Alcoholic beverages are not allowed inside any academic classroom spaces. 

E.  Proposals for alcoholic beverage service at a location that is not on the list in Section II(C) should be sent to the Chancellor’s Executive Committee for consideration and approval no later than 30 days prior to the event. 

F.  A guest list is required to be kept on file for events involving alcoholic beverages.   

III.    Alcoholic Beverage Service Guidelines 

A.  No person under the age of 21 may serve, distribute, purchase, possess, or consume any alcoholic beverages anywhere on the University of Arkansas, Fayetteville campus or on property owned or controlled by the University. 

B.  Persons of any age may not serve or sell alcoholic beverages to a person under the age of 21 years of age. 

C.  Alcoholic beverages must be served by an insured caterer with an Arkansas Alcohol Beverage Control (ABC) license, which has been previously approved as a university vendor.  All bartenders are required to sign and have on file with the vendor the ABC- issued Alcoholic Beverage Server Awareness Form prior to serving alcoholic beverages.  

D.  Alcoholic beverage service must take place after 4:30 pm on weekdays and after 12:00 pm on weekends, or two hours prior to on-campus special events, whichever is earlier. 

E.  Alcoholic beverage service should begin no more than two hours before and should cease 30 minutes prior to the end of the scheduled event. 

F.  Non-alcoholic beverages and non-salty foods must be available and displayed when serving alcoholic beverages. The food must be available before the alcoholic beverage distribution begins and replenished throughout the event as needed. Water must be one of the non-alcoholic beverages provided. 

G.  Bring-Your-Own-Beverage (BYOB) arrangements are prohibited. 

H.  There can be no self-service stations for alcoholic beverages. 

I.  Notification of the legal drinking age must be posted at any event where alcoholic beverages are present.

IV.      General Guidelines Pertaining to Students 

A.   Alcoholic beverages may not be served at University events which are designed primarily for undergraduate students, regardless of age or classification.

B.   Alcoholic beverages are not allowed at student registered or sponsored events, subject to the provisions of the University of Arkansas Social Policy Guidelines applicable to Greek Life organizations. The Social Policy Guidelines apply to social functions for Greek organizations, whether held on University property or on property owned or leased by the Greek organizations.

C.  Events where alcoholic beverages will be served should not be held in areas on university property where students not attending the event may be present.

 D.  Subject to specific requirements of the Social Policy Guidelines, this policy does not prohibit private possession and consumption of personal quantities of alcoholic beverages by students who are 21 years of age or older in their private living quarters of University-owned residential facilities.  

V.        Other Guidelines 

A.   Events involving alcoholic beverages must be private events and not open to the public. 

B.   Access to events containing alcoholic beverages must be controlled throughout the event. 

C.  Alcoholic beverages may not be purchased with state or federally appropriated funds. Expenditures for the purchase of alcoholic beverages may not be charged to general university funds. 

D.  The following limited location(s) are designated as allowing service of alcoholic beverages for events held by non-University entities: 

            i.   Garvan Woodland Gardens 

E.  The following limited locations are designated as allowing sale, in addition to service, of alcoholic beverages for events held by non-University entities: 

            i.   Faulkner Performing Arts Center

            ii.  Janelle Y. Hembree Alumni House

F.   In addition to all other restrictions provided above, the following additional requirements apply for events involving sale or service of alcoholic beverages held by non-University entities at locations other than Alumni House:

            i.  Space must be licensed for use under a written agreement 

a.  The agreement must provide for indemnification of the University against all risks of liability associated with service of alcoholic beverages. 

b.  The agreement must require liability insurance coverage by the licensee, with the University as an additional insured, in an amount that is satisfactory to the University, and with a certificate of insurance furnished to the University prior to the event. 

ii.   Admission must be by written invitation to specific invitees, not general ticket sales. 

iii.  No events shall be announced or publicized until a written agreement has been executed by authorized representatives of the parties. 

 

A list of locations that have been approved for service and/or sale of alcoholic beverages at University events is attached hereto as APPENDIX A.

 

Approved October 31, 2016