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Guidelines for Social Events

Purpose

The Arts and Sciences Graduate Programs, Dartmouth Medical School, Thayer School of Engineering and the Tuck School of Business are working together to encourage a safe social atmosphere for members of the graduate and professional student communities and their guests.

These guidelines distill pertinent information contained in the Dartmouth College Alcohol and Event Policies with the goal of facilitating event planning at the graduate and professional schools. Compliance with stated Dartmouth College policy is required. Students are encouraged to visit the following websites for complete policy and procedure details:

Goals

Social gatherings at Dartmouth College are an important part of our community life. For all events, regardless if alcohol is present, we strive to achieve the following goals:

  • Respect the rights of all individuals and respect the property of others.
  • Protect the health and safety of community members and their guests.
  • Empower and encourage students to assume an active role in the planning and management of social events.
  • Provide an enjoyable atmosphere conducive to positive social interaction.
  • When alcohol is present, model responsible alcohol use.
  • Decrease legal liability for students, organizations, and Dartmouth College.
  • Comply with College policy and state and local laws.

Events Subject to These Guidelines

The following student sponsored events are subject to these guidelines:

  • Any event in which one or more kegs are present.
  • Events advertised to the graduate and professional student community in which alcohol of any type will be provided by a student organization. Social events can occur between the hours of 5 p.m. and 1 a.m. Monday through Thursday, between 12:00 p.m. and 3:00 a.m. on Friday and Saturday, and between 12:00 p.m. and 1:00 a.m. on Sunday. Social events before 5:00 p.m. on Friday must have special permission from an Assistant Dean of the Graduate or Professional Schools.
  • Events where attendance is anticipated to reach more than 100 people or full club membership (whichever is smaller) and alcohol of any type is provided

Procedures

Graduate student event organizers will submit an on-line Social Event Registration Form to Safety and Security by noon at least three business days prior to the event. The event registration will not be approved if this form is not completed (see: http://www.dartmouth.edu/~orl/greek-soc/semp/eventreg/eventreg-form.htmlfor web site of Social Event Registration Form). This form may be completed in person at the Safety and Security Office where one additional form must be completed (in person).

In addition, the hosts should send Assistant Dean of Graduate Student Affairs (Kerry Landers) an email with a description of the event and include the names of the hosts and monitors. The host will then need to pick up a signed letter (on Graduate Studies letterhead) from the Assistant Dean and submit the letter in person to Safety and Security (5 Rope Ferry Road) three days before the event.  Risk management requires hosts, monitors and servers to obtain and retain a Certificate of Achievement in "Total Education in Alcohol Management" from the State of New Hampshire. Email AOD @dartmouth.edu for directions on how to obtain this certificate.

The sober monitor coordinator should send an email before each event reminding the monitors of their responsibilities. The hosts (i.e. the Socials) should meet with Safety and Security if an event has unique details (i.e. the brewfest).The hosts and alcohol monitors must be alcohol-free and sober for the duration of the event and available to respond in case of an emergency.

Problems During An Event

If there are any problems during the event, the organizers will contact Safety and Security directly (646-2234).

If Safety and Security comes to the event and observes a problem, they will seek out one of the organizers (hosts) and inform them of the problem at that time. The person/people responsible for the event should proactively make themselves noticeable and available so that they are easily identified by Safety and Security Officers.

Event Clean Up

The expectation is the facility used for an event will be left in the same condition as it was found. At the end of the event, the organizers are responsible for making sure that all remaining alcohol is locked up and secured and that trash is put in its appropriate receptacle. This means that all kegs empty or otherwise should be untapped and locked away. Any remaining alcohol that has already been served (i.e., cups of beer) should be collected and discarded.

Quick Reference Assistance

Calculating Servings

  1. Calculate the possible number of servings (number of legal aged drinkers) X (number of hours of Event) = number of servings suggested.
  2. Determine quantity necessary to accommodate # of servings.

Containers of Servings

  • 1 Keg = 120-160 servings of Beer (depending on foam)
  • 1 Bottle of wine = 5-6 servings of wine
  • 1 Gallon = 128 Ounces
  • 1 Liter = 33.8 ounces
  • 1 "Handle of Alcohol" = 60 ounces

Individual Servings

1 Serving =

  • 12 ounces of beer (non "ice" beer)
  • 5 ounces of wine
  • 1 ounce of distilled 80 proof spirits or hard liquor.

BYOB

1 person =

  • 1 six pack of 12 ounce regular beers (non "ice") or
  • The equivalent alcohol content of 4 wine coolers

Last Updated: 1/17/14