Fraternity & Sorority Life Social Event Registration

This form must be submitted in compliance with the University of Wisconsin Oshkosh Fraternity & Sorority Social Event Policy adopted by Interfraternity Council & Panhellenic Council and supported by the Office of Fraternity and Sorority Life. The document was approved for enforcement on September 12, 2016.

You can find the document located here: https://docs.google.com/document/d/1jtClB1W0rDkZWzzz6AmZCRbZ4qaJnyiqkfrbMEdOwTQ/edit?usp=sharing

Event Details
Event Name (Including Description of Theme):*
Event Date*
Date Format: MM slash DD slash YYYY
Start Time*

: HH

MM
End Time*

: HH

MM
Types of Registered Wet Socials:
1. Ritual Celebrations
  - An event hosted within 24 hours after the completion of any ritual of the chapter.
  - Must be registered as a Third Party Vendor event.
  - Chapters may apply for an exemption to host an invite social following a ritual. Exemption requests will be submitted to the council president and must be approved by a majority vote of the executive board.
2. Invite Social
  - An event hosted by one organization within the 14 week fall or spring semester.
  - Can be registered as a Bring Your Own Beverage (BYOB) or Third Party Vendor event.
3. Joint Socials
  - An event hosted by more than one organization within the 14 week fall or spring semester.
  - Can be registered as a BYOB or Third Party Vendor event.
4. Formals (Seated Meal)
  - Any event hosted where a formal, seated, meal is provided to all attendees.
  - Must be registered as a Third Party Vendor event.
Type of Social*
- Ritual Celebration
- Invite Social
- Joint Social
- Formal (Seated Meal)
Open social events with alcohol are prohibited for Ritual Celebrations, Invite Socials, and Joint Socials. Open Social Events are defined as:
1. Any social function at which alcoholic beverages are to be served and to which nonmembers are invited by a blanket or open invitation, expressed or implied.
2. Any social function to which non-members are invited through advertising or publicity including but not limited to signs, posters, billboards, handouts, and/or the use of electronic media.
By clicking yes, I am verifying I have read and understand the open invite policy*
- Yes
Policies for ALL EVENTS with Alcohol
1. No alcohol can ever be purchased using chapter funds or by pooling money together. Also, no alcohol can be negotiated into the price of the contract for the venue.
  - A fee may be charged to attend a function to offset additional costs (i.e. room rental fee, bus fees, etc..) but cannot be used to pay for alcohol.
2. No chapter may co-sponsor an event with an alcohol distributor, charitable organization, or tavern where alcohol is given away, sold, or otherwise provided to those who are present.
3. It is expected that no member will permit, tolerate, encourage or participate in activities that include either contribute to or can be construed as promoting binge drinking. No drinking games are allowed.
4. Events must end no later than 2:00 a.m.
5. Concise invitation guest lists for each function are required to be submitted through the approved IFC/PHC online form and copies printed on site for reference throughout the event.
6. Members and invited guests at alcohol related events, which are of age, are required to receive a wristband or hand stamp upon entering the event. Members are required to monitor of age invited guests to make sure that they do not transfer their hand stamp or wristband to an underage invited guest or provide alcohol to underage invited guests.
7. Fraternities and sororities are required to deny admittance and/or alcohol to individuals who are not of age. This includes individuals who are intoxicated to the point of drunkenness or who exhibit reckless behavior. The chapter has the right and responsibility to deny admittance to anyone it thinks is already impaired by alcohol or other drugs, even if the person is on the invitation list. If an individual is denied admittance and the chapter needs assistance, the chapter is expected to notify the proper authorities.
8. Sufficient food and non-alcoholic beverages are required at all social events.
  - Free water must be provided at no-charge (at least one 12oz bottle per guest on the guest list). Non alcoholic beverages must also be provided at the venue, soda or juice (energy drinks are not sufficient).
  - Free snacks must be provided at the event by the hosting chapters or vendor and must be set out as the event begins and replenished throughout the evening. There should be enough snacks for all guests attending the function.
9. For ALL functions, hosting chapters are required to assign 1 monitor (active/initiated member listed on the roster) per 20 attendees, no less than 3 with at least 1 being an executive board member, to not consume alcohol throughout the duration of the event and monitor the activities of both members and invited guests, with the objective of promoting compliance these policies and guidelines.
  - Monitors are expected to:
    1. Monitor the entire event space, including bathrooms.
    2. Monitor the designated alcohol distribution center to encourage and undertake reasonable efforts to prevent overcrowding, transfer of hand stamps or wristbands and underage drinking.
    3. Monitor the front entrance, other entrances, parking lots and other outdoor areas, as needed.
    4. Stop those leaving the party from taking any open containers with them.
    5. If an altercation and/or fight should occur, notify appropriate authorities immediately. Do not attempt to intervene or put anyone at risk of being injured.
    6. A list of the names of monitors is required to be posted in clear view at the main entrance.
By clicking yes, I am verifying I have read and understand the policies required for ALL EVENTS with alcohol*
- Yes
Vendor*
- 3rd Party w/ Licensed Bartender
- BYOB

3rd Party Details
Event Location*
Vendor: Contact Name*
Vendor: Contact Phone Number*
I have confirmed this organization has the insurance required*
- Yes
Transportation Provider: Agency Name*
Transportation Provider: Phone Number
I have confirmed this organization has the insurance required*
- Yes
Pickup Location for Transportation*

Final Authorization
I verify that this information is as up-to-date as possible. I will still be expected to submit the final guest list at least 48 hours prior to the event start time in order for the social to be approved in it's entirety.
Initials*

BYOB Events:
1. All active members on the roster may invite up to 5 guests per member attending the event. The member is fully responsible for each of their guests. If a member or guest must be sent home for any reason, the member and all of their guests must leave as well.
  - Safe and reliable transportation must be provided by the chapter for all guests being sent home. The chapter can follow up for reimbursement if needed.
2. It is required that individuals who appear intoxicated are not permitted to drive nor should any chapter member attempt to transport intoxicated individuals. Chapters are expected to contact emergency services immediately if an individual appears to be severely intoxicated and/or impaired.
3. Guests or members who are of legal drinking age who would like to drink that evening must provide their own alcoholic beverages.
  - The maximum amount of alcohol allowed per guest is eight (12oz) cans of beer, six (12 oz) wine coolers, six (12oz) malt beverages, or four (premixed, 200ml) cocktails with no more than 15% alcohol-by-volume.
4. All beverages must be in a bottle or can containers. No mixing can occur on site.
5. When guests arrive at the function, a member of the hosting organization’s executive board, who must remain sober for the duration of the event and does not count toward the number of required monitors, will be required to check each guest’s driver’s license or valid state ID for proof of legal drinking age.
  - The guest will sign their name and correctly write in the required information: First and Last Name, Date of Birth, Organization (if applicable), Time of arrival, Time of departure, Signature upon departure.
6. Any guest or member will take their alcoholic beverages to the bar (which is housed in one central location), and will give their alcoholic beverages to bartender. The hosting chapter or bartender shall use the Tag-Ticket System or the Punch Card System for the distribution of alcoholic beverages. Bartender will not open the beverage, but give it to the correct person. Anyone dealing with/handling alcohol must remain sober for the duration of the event and does not count toward the number of required monitors.
  - Directions on how to operate the following systemd:
    1. Tag-Ticket System - Appendix 1
    2. Punch Card System - Appendix 2
7. The hosting chapter shall supply the plastic cups for the event.
8. All guests and members that are of legal drinking age are prohibited from serving or sharing said items with anyone not wearing a wristband.
9. Last call shall be called fifteen (15) minutes prior to the end of the event.
10. All alcohol related events on chapter premises must be enclosed in the chapter house and/or fenced back yard. No alcohol shall be permitted outside the chapter house or in the front yard.
11. No chapter may co-sponsor an event at their house with an alcohol distributor, charitable organization, or tavern where alcohol is given away, sold, or otherwise provided to those who are present.
Address*
Street Address
Has everyone living in the house approved the social occurring in their home?*
- Yes
- No
I understand that IFC/PHC will provide me all needed materials to run the punch card system at no charge. If we prefer to use the tag ticket system, we must contact IFC/PHC VP of Risk Management to gain approval of our method to run the bar.*
- Yes, we will use the IFC/PHC provided materials
- Yes, but we will connect with IFC/PHC to gain approval for a tag ticket system
- Unsure at this time - will need to follow up with IFC/PHC at least 4 days prior to the event to confirm

Reeve Union

Fraternity & Sorority Life Social Event Registration

Host Information

Event Details

3rd Party Details

Final Authorization