Social Event Registration
Social Event Registration Process
The last weekend to host a Spring 2024 event will be April 26 and 27.
Registration Policy Overview
Student Organization Events
Student Organization Events are different from social events hosted in theme, fraternity & sorority, or special interest residential spaces. Student Organization Events are events to advance the mission and vision of an organization through education, advocacy, and/or community engagement. This includes both events that are for members-only and events open to the community. Campus Life (OCL) is available to speak to any organization requesting assistance on how to plan a proper event. However, any events that include/require contracts, work with vendors, invoices, etc. require Student Life/OCL approval. All organizations should follow Office for Campus Life's event registration process, which includes making necessary space reservations on ReserveTufts and submitting the Event Registration form on JumboLife.
Social Events with Alcohol
A social event with alcohol is defined as an event hosted in theme, fraternity & sorority, or special interest residential space that allows alcohol to be consumed in residential spaces. These events must be registered when there will be 15 or more guests present in the space with alcohol. These include events during the day and at night where alcohol will be present. Events where students may come intoxicated, but alcohol will not be served or available inside should be planned as a social event with alcohol for risk management planning. No social events are permitted during reading periods or finals.
All Social Events with Alcohol must be approved by the SERC and follow the policies and procedures listed below. The Social Registration Policy applies to both FSL organizations and themed houses.
Social Events without Alcohol
A social event without alcohol is an event hosted in a theme, fraternity & sorority, or special interest residential space that will not include alcohol being served or consumed. Any event where more than 15 students are present, and includes students that do not reside in the residential space must be registered. Meetings and internal events only including members of the organization or house do not need to be registered.
Terms and Abbreviations Definitions
OCL: Office of Campus Life
FSL Organizations: Fraternities and Sorority Life Organizations
TIPs: TIPS stands for Training for Intervention Procedures. The TIPS alcohol server education program educates employees on alcohol laws, how to recognize signs of intoxication, and much more. TIPS is recognized by courts, liquor boards, and businesses as the standard for server training programs. TIPs is required for all event organizers and sober party monitors. Send certificates to SERC. Student life covers the cost for TIPs training. Please request the code from email@example.com for each member who needs to attend.
SLRMW: Student Life Risk Management Mandatory Workshop. All FSL Organizations are required to attend the SL Risk Management Workshop. The purpose of the seminar is to help facilitate the safe and smooth operation of Tufts social events by providing practical advice about risk mitigation and policy compliance. Regardless of the FSL organization's ability to host social events with alcohol, all groups must attend the seminar each Fall.
SERC: Social Event Registration Committee. The committee that reviews and approves social events, hosts the SLRMW, and maintains and updates the social events with alcohol policies.
EO: Event Organizer. Social event planner from the organization or themed house. This will be the main contact for each social event with alcohol.
SPM: Sober Party Monitor. Members of the organization or themed house community who remain sober to assist with event planning and risk management.
BYOB: Bring your own beverage. This refers to events where the 21 and over attendees bring their own alcohol that is stored and distributed by members of the house.
Third-Party Vendor: Hiring a vendor not associated with the house to serve alcohol. When a third-party vendor is serving alcohol and a bouncer is present, the SERC will determine the number of sober monitors needed and adjust on a case by case basis.
Any group that is requesting a Social Event with Alcohol must have members be TIPS trained, attend the Student Life Risk Management Workshop, and have the social event approved by the Social Event Registration Committee (SERC). The Student Life Risk Management Workshop is offered only once per semester and organizations should plan accordingly.
The Event Organizer (EO) and all sober party monitors must attend the Student Life Risk Management Workshop each semester. The purpose of the seminar is to help facilitate the safe and smooth operations of Tufts social events by providing practical advice about risk mitigation and policy compliance.
Event Next SL Risk Management Workshop Dates for FSL Organizations & Themed Houses: None planned at this time, events by request of firstname.lastname@example.org
Event organizers, sober party monitors, and most executive board members must attend. Group trainings can be arranged after hours by request.
Groups hosting events with alcohol must provide an event organizer and list of sober party monitors. Before being approved for any social events with alcohol all groups must do the following:
- TIPS Trained: Event organizer and all sober party monitors must be TIPS Trained. Student Life will cover the cost for TIPs training.
- Green Dot Walkthrough: Coordinate with CARE office to have a walkthrough of the house once an academic year prior to first social event with alcohol during the year
- Student Life Risk Management Workshop: All organizational leadership and all sober party monitors must attend the workshop once a year.
- Submit & Obtain Event Approval: Each social event with alcohol must be registered 7 business days prior to the event. Events will be reviewed and approved by the SERC. The event host will be invited to the SERC meeting prior to approval. A maximum of one event with alcohol may be submitted for each two-week period.
- Professional Bouncers: are required for all outdoor events with alcohol and recommended for all events with alcohol. Professional bouncers are required to be hired by organizations for any outdoor events with alcohol. During these events, professional bouncers must check valid federal IDs, verify guest lists, and maintain security at all entrance points. This is recommended for all events with alcohol but only required for outdoor events. When a bouncer is not present at the event, SPMs will check ids, verify guest lists, and maintain security at all entrance points.
Event organizers (EO) must be sober before and during the event and must have attended the Student Life Risk Management Workshop. Event organizers will coordinate & oversee SPMs.
Sober party monitors (SPM) must be members of the host organization or themed house. In addition to the responsibilities outlined above, SPMs must meet and comply with all of the following before and during the Event with Alcohol:
- Completed TIPs & attend SL risk management workshops
- Visually identify self as SPM during the event
- Control guest list and check IDs at entrances, visually mark underage students
- Carry a phone on their person at all times in case of emergencies, and have the phone number for TUPD programmed in the phone;
- Must not consume alcohol and/or illegal drugs and remain free of these substances for the entire duration of the Party and for eight (8) hours prior to the start of the Party;
- Verify that the number of attendees does not exceed the fire code capacity of the House.
- Circulate throughout the Party (including points of entry and exit), be vigilant for situations that may endanger the health, safety, or welfare of individuals, promptly obtain assistance from TUPD, as appropriate, and communicate with other SPMs regarding the foregoing; and
- Speak with law enforcement and any neighbors who come to the House and ask to speak with someone regarding the Party.
Social Event Registration Process
The social event with alcohol registration form must be submitted at least seven business days before the event. Social events with alcohol are only allowed to be registered on Friday evenings and any time on Saturdays. Any outdoor events require a bouncer (if alcohol is present) and may require other safety recommendations of the Social Event Registration Committee. Please submit registration for outdoor events with alcohol at least fifteen business days prior to the event.
- The form can be found here
- Your registration submission must also include a detailed risk management plan (see below).
- The student organization must sober party monitors to be responsible for policy compliance, safety, and risk management at the event. There must be one SPM for every 15 people present at the event. This can be adjusted if hiring a bouncer or third-party vendor at the discretion of the SERC.
- The Social Event Registration Committee may meet with EOs to discuss the submitted risk management plan, make suggestions, or conduct a pre-event walk-through. Staff can direct improvements to the risk management plan.
- Tufts Public Safety will be notified of all registered social events with alcohol on campus and may conduct site visits before, during, or after the event. Open, immediate cooperation with public safety officers, first responders, and university staff is a requirement for registration.
- A guest list of all invited guests must be submitted to the SERC by 9am on Friday of the weekend of the event and an attendance list must be submitted to the SERC post event within 48 hours of the event. No changes may be made to guest lists once submitted unless approved by the SERC.
- The organization is responsible for the cleanup of the event, which must be completed within 24 hours of the end of the event. For outdoor events, clean up must occur within 2 hours of event end time.
Risk Management Plan
All social events with alcohol (or events that are deemed high risk by the SERC) require the host to submit a detailed risk management plan that addresses each of the following areas. The risk management plan will be attached to the SERC form.
Date, Time, and Location of Event
- All social events must have a clearly stated start time and end time and must be scheduled to end no later than the start of quiet hours (11 p.m. on weekdays, 1 a.m. on weekends; see quiet hours policy).
- Considerations: What are the risks inherent to having an event at this date/time (e.g., heat during outdoor events in the summer, people coming to the event intoxicated for events late at night, etc.) and how do you plan to address those risks? What are the risks associated with the location (e.g., capacity of space, ease of controlling access, challenges for neighbors, etc.)
Attendance and Capacity Management
- The number of guests must not exceed the capacity of the space as determined by the fire marshal.
- A list of all invited guests (as well as all house residents attending) must be submitted with the social event registration (List must be submitted to SERC by the Friday at 9am before the social event).
- An accurate list of all attendees (including guests, hosts, and residents) must be maintained during the event and provided to Public Safety or other university staff on request, during or after the event.
- Considerations: What is the capacity of the space? If you are unsure, you can request this information from Tufts Fire Safety. At events expecting a high number of attendees, the risk management plan must include a plan for managing capacity to prevent the number of people present at one time from exceeding the posted safe occupancy of the space. Who will be controlling access to the space, what training or instructions do they have for managing people who arrive uninvited?
Invitations and Advertising
- Absolutely no advertisement can be posted (online or otherwise) until all registration process is completed and approved. No open events are allowed. Please make clear on the advertisement that events with alcohol are not open invitation.
- Considerations: How do you reach your target audience? What does your event advertisement say about you and your organization to the wider campus community, and to our neighbors in Medford and Somerville? How can you limit the likelihood of negative outcomes from your events with the way you frame your event to the invitees?
- Students and student organizations may not use Tufts University funding or TCU funding on alcohol service, purchasing, or distribution.
- Individuals under age 21 may not possess, consume, handle, or serve alcohol. Risk management plan submitted must describe the mechanism the host will use to verify which attendees are able to consume alcohol and the process to prohibit underage drinking.
- Risk management submission must specify whether the event will be BYOB or third party vendor. See social event policy for definitions. Plan must then detail the plans for safely handling, serving, and storing alcohol under the chosen paradigm, including how to prevent people from being overserved.
- Alcohol may never be served at an event held in the common area of a larger, traditional residence hall.
- Must always follow community standards policies. No drinking games allowed with or without alcohol. No games or activities that encourage binge drinking are allowed.
- Considerations: How will alcohol be served or stored? Serving alcohol to people is an action that comes with significant responsibility. What training has the server had? In what form will the alcohol be served and where will it be served from? What food and alternative non-alcoholic beverages will be served? How will you keep the event safe for people who are sober and for people who are consuming alcohol? Where and how will you post/distribute information about Tufts’ amnesty through responsible action policy and how to get help if needed?
Alignment with Other Initiatives and Scheduling
- Organizations recruiting new members may not host events with alcohol until the conclusion of the recruitment process. No events with alcohol may be allowed as part of or during events related to the new member process, initiation, or other ceremonies. No social events with alcohol are allowed during any milestone FSL or themed events including, but not limited to: initiation, new member events/ ceremonies, recruitment/ rush, and bid day.
- High activity periods on campus (e.g., spring fling, homecoming, senior week, etc.) have special considerations with scheduling, including the type and number of events during a special period an organization can host, and the scheduling of the event to be supportive of rather than conflicting with large university programs.
- Groups should consider the ratio of social events with alcohol to community service, philanthropy, performances and other types of events they host. Frequently hosting social events with alcohol without other types of events calls into question the organization’s purpose.
- Considerations: Is it possible this event could impact the experience of prospective members or new members? Is there social pressure to attend or join this event or to consume alcohol? What else is going on with our organization and more broadly on campus at around the time of our event, and how can we complement rather than conflict with those activities?
Email email@example.com with any questions