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Grinnell College Alcohol Agreement Event Information Form

Please read through all of the event hosting guidelines before fully completing the Alcohol Agreement application below.

21 or more guests: Alcohol Agreements must be completed by 5 p.m. on the Friday one full week prior to a large event.

20 or fewer guests: Alcohol Agreements must be completed by 5 p.m. the Wednesday prior to a small event.

Upon submitting a completed Alcohol Agreement application, the event staff designated on the application will be sent an email outlining the terms and responsibilities of each position. The event staff members must reply to this email individually confirming that they agree to the terms it contains, before event approval is granted.

Requests for exceptions to any of the alcohol agreement policies are rarely granted, but can be directed to Jennifer Jacobsen and Adam Gilbert for initial review, before final approval by the Dean of Students.

  • The total Alcohol Agreements on any given weekend night, collectively, may include up to four (4) kegs (or equivalent).
  • Students may not purchase alcohol on campus (except for personal consumption in Lyle’s or at professional events hosted by the College with Catering Services) nor may fees be charged or collected for the distribution of alcohol on campus.
  • Consistent with harm-reductive practices, common sources involving hard liquor (e.g., punchbowls or pre-mixed drinks) are not permitted.
  • Hard liquor may be served individually at registered events provided the Alcohol Agreement conditions are met. Drinks must be individually measured and poured directly in front of the students so they know contents and quantity.
Event information

Location

  • All hosts must reserve the space prior to the event with Conference Ops.
  • Hosts are expected to clean the venue by noon the following day, except in Harris where clean-up is expected immediately upon conclusion of the event.
  • Any damages caused at the event or extensive cleaning charges will be billed to the event host(s).
  • Party hosts for Harris events will meet jointly for a single meeting together with Michael Sims for Harris reservations and Adam Gilbert for the Alcohol Agreement.

Date

Events on campus serving alcohol will only be approved for Friday and Saturday.

These events are not permitted:

  • On weeknights or weekdays.
  • When classes are not in session (i.e., during College breaks, early arrivals, finals week, etc.).
  • Until after the first full week of classes is complete.
  • During finals week any time after the last regular class is held.

Time

Events may begin as early as 7 p.m. and are expected to end by 1 a.m.

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Expected Attendance

People 21 or older
Alcohol, Food, and Non-Alcoholic Beverages

  • Do not request more than three standard drinks per anticipated guest of Iowa legal (21+) drinking age.
  • Use a limit of no more than one (1) keg or equivalent per 50 guests of Iowa legal (21+) drinking age. A keg = 165 servings of alcohol.
  • Hosts must provide, at minimum, $100 worth of attractive food options & non-alcoholic beverages per keg equivalent which must be distributed throughout the evening.

Alcohol agreements for:

  • Harris Concert Hall permit no more than three (3) kegs in a single event.
  • Residence hall lounges, Gardner Lounge, common areas of College-owned houses and the Black Cultural Center permit no more than two (2) kegs in a single event.
  • Cowles apartments permit no more than one (1) keg in a single event.

In addition:

  • Do not include pictures or references to alcohol in event advertising.
  • Do not display alcohol bottles, advertising, or signage in windows or viewable in or from public spaces. It is not permitted.
  • Encourage proper drink spacing. Use only single serving cups for the event.
Pre/Post Meetings (For More than 20 Guests)

All hosts are required to meet with Adam Gilbert both before and after their event. Meetings will be in the Student Affairs Suite - Rosenfield Center, Room 310.

It is your responsibility to attend your scheduled meetings; failure to attend will restrict all event staff from holding future events.

Please select appointment times from the options below. You are encouraged to select multiple options if you have additional availability. If you select multiple options, you will receive an email prior to the meeting date confirming which appointment has been set.

Pre-Event Meeting

Must be held within the week prior to the event. The meeting will include review of all event guidelines and procedures. Meeting should be scheduled by 5 p.m. the Friday a week prior to the event.

Follow-Up Meetings

Must be held within the week immediately following the event. At this meeting, hosts are asked to report on the event and return any unused wristbands in the provided envelope.

*If none of the available options can be accommodated, please email Adam Gilbert with a list of your availability to set up an alternate meeting time.
Event Staff and Responsibilities

Event staff are responsible for hosting an event that is safe for all participants and incorporates harm reductive practices.

Students who do not observe the staff requirements risk losing the ability to staff parties in the future and may face additional student conduct action.

  • Separate individuals must fill roles of hosts and wristbander; one person may not serve in multiple roles on the same day.
  • Hosts can be provided a portable recycling bin to use at their event, allowing waste to be recycled, rather than thrown away. Following the event, hosts are asked to clean the bins and sort the recyclables into the appropriate receptacles.
  • Be aware of and operate in accordance with Iowa State law regarding liability.

As a self-governing community, we expect each community member to be responsible for their own behavior as well as that of invited guests, and must be held accountable for their actions, even if intoxicated.

As an extension of self-governance, All Campus Events Student Safety (ACESS) is required to staff any event in a residence hall lounge or Harris Concert Hall where an Alcohol Agreement form is approved, except when the event agreement is to host 20 or fewer guests.

Paid, trained servers and paid, trained ACE Student Safety members will be provided for events over 20 people. Event staff for smaller events (20 or fewer people) may request servers or student safety members by e-mailing Jennifer Jacobsen or Adam Gilbert.

Similarly, the on-call CA, on-call RLC, and Campus Safety will walk through registered events to support party hosts, ensure fire safety codes and other policies are upheld, and to act as active bystanders when needed.

Staff Responsibilities for the Distribution of Alcohol

ALL event staff (host, server, wristbander, and purchaser) must:

  • Attend the entire event and be substance-free prior to and during the event.
  • Create an atmosphere that promotes safety and prosocial bystander behavior.
  • Take corrective action (e.g., remove student, inform ACESS or Campus Safety) when an underage student has a wristband, or when an underage student possesses, consumes, or distributes alcohol.
  • Ensure the safety of other students and the wellbeing of their community by denying the access of alcoholic beverages to individuals who appear to be intoxicated.
  • Use common sense and good judgment at all times.
  • Collaborate with student employees such as ACESS, servers, Harris staff, etc. and collaborate with professional staff such as Campus Safety and RLCs On Call.
  • Understand that failure to follow these guidelines may result in student conduct action.
Hosts

Hosts should:

  • Obtain permission to use the space requested.
  • Work with individuals staffing the event to complete and submit the Alcohol Agreement by the deadline.
  • Successfully complete pre-event meeting for events with more than 20 people.
  • Once receiving approval for the event, pick up wristbands from JRC 310 during business hours on Thursday the week of the event.
  • Provide $100 in attractive food and non-alcoholic beverages per keg, to be distributed throughout the evening.
  • Confine the distribution of alcohol to a designated area of the event space.
  • Ensure the venue is cleaned by noon the following day.
  • Take full responsibility for damages and vandalism resulting from student behavior associated with the event.
  • Meet with and return all unused wristbands to RLC Adam Gilbert the following week to address event follow up. Hosts who fail to schedule and attend a follow up meeting will not be approved to host or staff events in the future.

Requirements for Hosts

20+ Attendees: Two event hosts are required for large (20+ attendee) events.

20 or Fewer Attendees: Only one host is needed for smaller (20 or fewer attendee) events.

At least one host must be 21 years of age or older.

Host 1
One host must be 21 years of age or older.
Host 2 (for events with more than 20 people)
Host 3 (for events with more than 20 people)
Wristbanders

Wristbander Responsibilities

  • Two wristbanders are required for events anticipating 20 or more attendees.
  • No wristbanders are needed for smaller events of 20 or under, as the guest list indicates the age of the attendees.

In addition to the requirements for all event staff, wristbanders must:

  • Check identification of all students entering the event.
  • Wristband only students who are of legal age to possess, consume, or distribute alcohol in the state of Iowa (21+).
Wristbander 1
Wristbander 2
Wristbander 3
Purchaser

Purchaser Responsibilities

Purchasers must:

  • Be at least 21 years of age.
  • Purchase and deliver only the amount and kind of alcohol approved on the Alcohol Agreement.
  • Be liable for the wrongful actions of persons under the age of 21 who are served alcohol at the event as well as potentially be liable for wrongful actions of persons 21 or over who are over-served alcohol at the event.
Guest List (for events with 20 or fewer guests)

No wristbanders are needed for smaller events of 20 or under, as the guest list indicates the age of the attendees. For each guest, include their full name and whether they are under 21 or if they are 21 or older.

Guest 1
Guest 2
Guest 3
Guest 4
Guest 5
Guest 6
Guest 7
Guest 8
Guest 9
Guest 10
Guest 11
Guest 12
Guest 13
Guest 14
Guest 15
Guest 16
Guest 17
Guest 18
Guest 19
Guest 20