Revised 2017-01-18 1 Iowa State Multicultural Greek Council Form Y Alcohol Event Approval Alcohol at events poses a significant risk to an event and its attendees. All Greek organizations are expected to take proper precautions when planning events where alcohol may be present. To help ensure transparency of the event, please submit a PHYSICAL COPY of this form to the MGC Executive Vice President mailbox located in the Office of Greek Affairs NO LATER than 14 days before the event. If you have any questions or comments, please email to mgcvp@iastate.edu. This form MUST be submitted with its corresponding Form X. Event and Vender Information Organization Name(s): Click here to enter name(s). Venue Address: Food Provided by Organization (if any): Entertainment or Activity Description: Please be as descriptive as possible Name of Event: Click here to enter event name. Venue Contact Venue Contact Venue Contact Phone: Drinks Provided by Organization (if any): Event Authorization Factors Will any of the following be present? Yes No Individuals under the age of 21 Iowa State Faculty or Staff Number of Members Present: Number of Non-Members Present: Who is providing alcohol at the event: Restrictions on types of alcohol:
Revised 2017-01-18 2 Leadership Contact Information Organization(s) President Event Organizer Organization(s) Risk Management Chair Sober Monitors Sober monitors are responsible for ensuring risk management policies are being followed and are to not consume any alcohol. It is required that you have 1 sober monitor per 20 guests. Monitors PLEASE ATTACH (only one set for each function): Third Party Vendor Contract (pages 4 thru 6), Copy of Vendor s Liability Insurance, Copy of Vendor s Liquor License
Revised 2017-01-18 3 Acknowledgement The organization does hereby accept full responsibility for the event stated above. In accepting this responsibility, the organization will make certain that all State and City laws, University Alcohol Policies and Guidelines, as well as their (inter)national organization s policies are enforced. The organization understands that the organization is required to regulate the behavior of all individuals at the event. The organization agrees that upon direction of the Events Review Board, Greek Affairs, or University Official, the Organization will immediately close the event. Finally, the organization understands that failure to abide by all stipulations of this agreement may be grounds for closing the event and potential judicial action. The organization understands that an organization cannot host this event without having the event approved by The Events Review Board. President s Signature: Event Organizer s Signature:
Revised 2017-01-18 4 Form Y Third Party Vendor Contract Alcohol Served ***Completing this form does not guarantee approval of the event by Events Review Board. Therefore, it is suggested that all forms be completed before deposits are made on food, transportation, hotel, etc.*** This contract is between the Chapter(s) at Iowa State University and, on the day of,. The purpose of this agreement is for the Chapter(s) to use a licensed vendor for providing services at an event that is in full compliance with applicable laws and regulations of the federal government, state, county, city, and Iowa State University. The date of the event is:. The location of the event is:. The Chapter(s) agrees that it shall: 1. Follow the ISU Student Disciplinary Regulation while in attendance at this event. 2. Provide adequate supervision at the event. 3. Provide safe transportation to all patrons of the event and not permit intoxicated patrons to drive a vehicle to or from the event. This may include the use of mass transportation (such as charter buses) to transport members to events, particularly where alcohol may be consumed. If mass transportation is not available or prohibitively expensive, designated drivers must be used. All drivers must be properly licensed, insured, and rested. Under no circumstances should anyone drive with impairments due to the influence of prescription drugs, cold medicines, or alcohol, marijuana, or illegal drugs. All vehicles must be in proper operating condition, and all occupants must be appropriately seated and using restraint devices (seatbelts) at all times. 4. Promptly pay Vendor for all monies due for the services provided.
Revised 2017-01-18 5 In consideration of providing services to the event, the Vendor agrees that it shall: 1. Be properly licensed by the State of Iowa and appropriate local authority to sell alcohol at the location of this event. 2. Be insured with at minimum of $1,000,000 of general liability insurance (combined single limit per occurrence for bodily injury including death, personal injury, and property damage). Provide to the Chapter(s) a properly completed original Certificate of Insurance prepared by the insurance provider. The above certificate of insurance must also show evidence that the Vender has, as part of their coverage, off-premise liquor liability coverage and non-owned and hired auto coverage. The certificate of insurance must also name, as additional insured, the local chapter of Iowa State University, the housing corporation of the Chapter(s) (if applicable), the national body of the Chapter(s), State of Iowa, Board of Regents (State of Iowa) and Iowa State University and shall provide 30 days notice of cancellation or material change of coverage to the certificate holders. 3. Agree in writing to cash sales only, collected by the Vendor, during the event. Alcohol may not be purchased through the Chapter(s) treasury or through pooling member funds. Drink specials and chapter subsidized drink pricing is expressly prohibited. 4. Assume all responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to: a. Checking Identification cards b. Not serving minors c. Not serving individuals who appear to be intoxicated d. Maintaining absolute control of all alcoholic containers present e. Collection all remaining alcohol at the end of a function (no excess alcohol, opened or unopened, is to be given, sold, or furnished to the Chapter(s)). f. Making sure that no alcohol leaves the location of the event g. Removing all alcohol from the premises, if event takes place in location other than Vendor s premises 5. Ensure that no patrons other than members and guests of the Chapter(s) are present during this event. a. The Vendor shall be required to separate and clearly mark the area should the Chapter(s) rent only a portion of the venue.
Revised 2017-01-18 6 In consideration of the above mutual promises, the parties have signed this Third-Party Vendor Contract on the date indicated by the signature. President s Signature: Date: Chapter: Phone: Vendor s Signature Date: Events Review Board Signature: Review Date: Approval Date: