Risk Management for Events with Alcohol

Student organizations chartered at ETSU in association witha local, state, regional or inter/national organization will be held responsible for compliance with the policites required for that affiliation. In addition, all organizations must be familiar with and comply with the TBR and ETSU policies and procedures. Please read the policies on the SORC website.

Please indicate that you have read the policies

Yes, I have read the policies

Contact Name *

First Name Last Name

Contact E-mail *

Name(s) or Organization(s) Sponsoring Event *

Date of Event *

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Time of Event *

: Hour Minutes AM/PM Option

until

until : Hour Minutes AM/PM Option

Event Theme and/or Title *

Event Location *

Check One *

Third Party Vendor Fraternity House

Vendor Statement of Responsibility:

If the event is being held at a third-party vendor location, a signed vendor statement of responsibility must be attached. The vendor is completely responsible for alcohol distribution, and collection of money for alcoholic beverages. The third-party vendor or a licensed security agent is responsible for checking the identification of customers as well as clearly identifying and marking all under aged guests.

Attach signed vendor statement

Indicate fire marshal approved maximum capacity of public areas *

Good Neighbor Letter:

If the event is being held at a fraternity house, a good neighbor letter must be submitted to the Student Organization Resource Center with this Risk Management Assurance form. A copy of the Good Neighbor Letter must be delivered (not mailed) to each adjacent neighbor six working days prior to the event. This letter must contain the date, time, location of your event, and contact information to reach someone at the event.

Attach Good Neighbor letter

NAME AND PHONE NUMBERS OF OFFICERS-IN-CHARGE OF EVENT. Note: It is recommended that the President and Social Chair of the sponsoring organization(s) always serve as Officers-in-Charge. Officers-in-Charge perform the duties of Sober Monitors for the event, while also acting as official representatives of the hosting organization. If the Social Chair or President is unable to attend the event, the president of the organization may appoint another officer to serve. Signature of the Organization President is required to confer that appointment.

Name of Officer-in-Charge *

First Name Last Name

Phone Number *

Area Code Phone Number

E-mail *

Name of Officer-in-Charge *

First Name Last Name

Phone Number

Area Code Phone Number

E-mail *

Number of Participants

A. Number of Host Organization Members *

If more than one organization is sponsoring, include the total sum of all members.

B. Number of Guests Invited *

C. Total number of participants *

Add numbers from lines A and B

D. Number of required Sober Monitors *

Divide number in line C by 25

Name of Contracted Security Company

Security Company's Phone Number

Area Code Phone Number

Number of individual Securtiy Agents contracted for the duration of the event

If the event involves more than 25 participants, at least one (1) bonded security agent must be hired. If the event involves more than 50 participants, SORC staff should be consulted to determine the number of agents needed.

Type of Music *

DJ Live Band None

What Food and non-alcoholic beverages will you provide? *

Transportation *

Describe the organization’s plan for ensuring that participants have safe transport from the event location to campus or their homes following the event.

Please attach the following required documents for your event:

Guest/Participant List:

Organizations are expected to include a guest/participant list with the Risk Management Assurance form. The list must be typed and alphabetized, and must indicate all participating organization members and the name of the organization member responsible for each invited guest. This will be used for check-in/out at the event. Attendance at student organization functions must be restricted to the facility’s public areas and may not exceed the capacity limits of the public areas as determined by the fire marshal. Additionally, in houses of social fraternities recognized by ETSU, attendance at student organization functions with alcohol may not exceed two (2) invited guests for each active organization member, regardless of facility capacity.

Attach guest/participant list *

Sober Monitors List:

In addition to the Officers-in-Charge, organizations are required to have a minimum ratio of one (1) sober monitor for every 25 participants. (Example: The organization has 25 members and has invited 50 additional guests to participate. The group will be required to have two (2) Officers-in-Charge plus three (3) Sober Monitors.) Attach a list of the Sober Monitors’ names and mobile phone numbers with this form. Each Sober Monitor must complete training with the SORC. For groups with Risk Management positions, the Risk Management Chair of the organization must be trained and serve as a Sober Monitor. If risk management duties are included in the work of the Social Chair, the Social Chair must serve as an Officer-in-Charge.

Attach a list of the Sober Monitors' names and cell numbers *

Statement of Responsibility

We verify we have followed all policies and procedures of East Tennessee State University, our national office, our organization’s constitution, our campus governing council, as well as met all laws set by the city, the county, and the state in regard to this gathering. Our signatures also acknowledge that we will cooperate with the Student Organization Resource Center in conducting event inspections and creating a safe experience for all event participants.

President's Name *

First Name Last Name

Social Chair (Or President’s Designee) *

First Name Last Name

Date *

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