University Special Events Alcoholic Beverages Review Board (ARB)

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INFORMATION & GUIDELINES (1/17)

Alcoholic Beverages Event Application forms are available at Student Government Association Office (Contact Barbara Hand) Once the application is completed, return it back to Barbara.

University Special Events Alcoholic Beverages Review Board (ARB)  This Board conducts periodic hearings to review and act on Alcoholic Beverages Event Applications when completed by University recognized student groups, Faculty and Staff groups and all external groups. ARB then forwards a report with their recommendations to the Vice President of Student Affairs (VPSA). After reviewing the report of the ARB, the VPSA is responsible for authorizing all proposed alcoholic beverage related events. Note - Alcohol-related student events are not typically approved for scheduling on nights preceding class days.

Host Responsibility  The host of an alcoholic beverages related event is responsible for adhering to University policy and responsible for informing event participants of the existence of pertinent University policy.

 Students found in violation of the Student Conduct Policies are subject to disciplinary action as outlined in the current Student Handbook. In addition to Student Conduct Policies, the following sanctions will be applied to any student found in violation of Massachusetts Law or University policy while in attendance at an alcoholic beverages related student event:  Students under 21 years of age shall be banned from all alcoholic beverage related University events until attaining 21 years of age plus 6 months.  Students 21 years of age or older shall be banned from all alcoholic beverage related events for not less than 6 months.

Group Responsibility  Any group sponsoring an alcoholic beverage related event must first complete and submit an Alcoholic Beverages Event Application (see attached) prior to attending an ARB hearing if required by the board.. Room Reservation Confirmation, obtained through the Event Management System (EMS) or the Office of Event Management (Horace Mann Center), must also be submitted with the Application. All required information must be submitted in one package on or before:

 45 calendar days in advance of the event.

 The host of a proposed alcoholic beverages related event is expected to attend an ARB hearing to review the proposed event and to negotiate program modifications deemed necessary by the ARB.

In addition to submitting the Alcoholic Beverages Event Application in advance, the group must also accept responsibility for:  Facility conditions, equipment use, and costs related to the event and to conduct of event attendees.  Providing board-approved substantive food and non-alcoholic beverages for the duration of the event.  Payment of all service providers in connection with the event.  Not releasing alcoholic beverage service details until the ARB application is approved by the VPSA.  Securing a WSU faculty/staff advisor to be present for the duration of the proposed event.  Understanding that failure to fulfill these responsibilities may jeopardize future event approval.

APPLICATION

SPONSORING GROUP INFORMATION

Group Name _____

Responsible Person Hosting Event Phone # _____

Host Email Address _____

Faculty/Staff Advisor Attending Event Phone #

PROPOSED EVENT DESCRIPTION

Event Title

Event Location Date/Time

Desired Attendance

Please check all applicable boxes to describe the nature of this event request:

 WSU audience event  Outside guests  Open to Public  “Over 21” event  “All-ages” event (must use “Under 21” Form)

SPONSORS AFFIDAVIT

I certify that the information contained in this Application is correct and may be communicated to other University officials. Furthermore, I understand and accept all terms and conditions stated in this Application and attached documents. In addition, I accept responsibility for providing complete information to University officials upon their request.

REQUIRED SIGNATURES

Person Hosting Event Date

Faculty/Staff Advisor Attending Event (if applicable) Date

CONFIRMATION OF EVENT SPACE:

Please reserve space by using online Event Management System (EMS) or by contacting Joanne Bigelow, Events Management, (413) 572-5580, Horace Mann Center. **Attach written confirmation to this application. 2 3 Public Safety Requirements

City Police @ $ ______/hr; DPS Police @ $______/hr. DPS Student Security @ $______/hr.

Comments:

Signature – DPS Director or Designee Date

Food Services

Food & Non-alcoholic Beverages to be served.

Alcoholic Beverages Request  Beer and wine Full service  Cash bar Bar billed to sponsor

(Sponsor is responsible for alcohol license, bar and bartender charges)

Crowd Control Manager Needed: Yes  No 

Signature – Food Services Manager or Designee

Signature - University Alcohol Licensee

4 UNDER 21 EVENT – SIGN IN FORM

Proposed Event Description

Event Title

Minor Affidavit for Volunteer Students Working Event

I hereby certify my name, birth date and signature. As a minor, I understand I may not legally consume alcoholic beverages. I further understand that my attendance at this event is conditional and based upon my acceptance of Student Conduct Policies as stated in the current Westfield State University Student Handbook.

Name Birth Date Signature

5 TO: Name of Person Making Request

Email Address

The Vice President of Student Affairs (VPSA), after reviewing the report of the Alcoholic Beverages Review Board (ARB), is responsible for authorizing all proposed alcoholic beverage related events. This Pre-ARB Hearing Page describes the condition of your event application in preparation for an ARB hearing.

Item Description Complete Incomplete or Missing

Fully Completed Application   Event Confirmation, Event Management Office   Under 21 Event (volunteer sign-in sheet, if applicable)  

STATUS OF YOUR APPLICATION

 Application complete – If requested by the board, you will be contacted by Barbara Hand to attend the next scheduled ARB hearing. If you cannot attend the hearing, please send a designee to represent you and to negotiate event changes if suggested by the ARB. Thank you.

 Application on-hold – please contact me to discuss incomplete or missing information. Thank you.

 Application returned – please see Information & Guidelines sheet set forth by the Vice President of Student Affairs. If you wish, I will be happy to discuss these guidelines at your convenience. Thank you.

Tony Casciano Director of Public Safety [email protected]

6 (TO BE COMPLETED BY THE ARB ADMINISTRATOR)

University Special Event Alcoholic Beverages Review Board (ARB)

On (mm/dd/yr) the ARB examined the enclosed event Application. The following action is hereby recommended:

ARB recommends:  Application Acceptance;  Application Rejection;  See Comments

Comments/Additional Requirements:

Furthermore, ARB:  does;  does not; recommend persons “Under 21” to be in attendance.

ARB Signature Date

Vice President of Student Affairs

 Application Approved;  Application On-Hold;  Application Rejected:  See Comments:

Comments:

VP Student Affairs Signature Date Notification List – please forward approved copies to the following: Host Advisor attending event University Alcohol License Holder WSU Food Service Event Management Coordinator Joanne Bigelow, x5580 Horace Mann Center Food Service/Catering Dining Commons

7 Public Safety Director Tony Casciano, x5262 Public Safety Building SGA Vice President of Student Life Ely/Campus Center SGA Office Room17 Vice President of Student Affairs Carlton Pickron, x5400 Ely/Campus Center Room 208