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Social Event Policy

REGISTRATION PROCESS

Social Events (aka parties) with alcohol in fraternity houses must be registered. Registered Social Events are allowed on Wednesday, Friday, and Saturday and not during academic hours. Events are only approved if registered completely and accurately.

  • Even requests must be submitted by NOON on TUESDAY the week of the event.
    CLICK HERE TO REGISTER THE EVENT.
    The online form will be active from 9 a.m. on Mondays to Noon on Tuesdays.
    Contact Sarah Walker (swalker@wlu.edu / 540-458-8405) with questions regarding social event registration.
  • Late submissions must be hand delivered to Megan Schneider (Commons 232).
    You must provide an explanation of why they are late, and there is no guarantee that approval will be given.
  • Red Square and Davidson Park reservations must have prior approval from Student Affairs. Please contact Sarah Walker (swalker@wlu.edu / 540-458-8405) for approval. Note: For Red Square reservations, preference will be given first to the Chapters living on the square and then to other Greek organizations.

No event may be scheduled within one academic week of examination periods during fall and winter terms. Requests to schedule events during the last week of classes during spring term will be considered on a case-by-case basis.

No event may be scheduled at a time that conflicts with an All-Campus event.

GUIDELINES & PROCEDURES

Registered Social Events are required to have the following (all separate people):

  • 2 Sober Officers
  • 2 Sober Drivers
  • 1 Sober Bartender (over 21 years, not an undergrad) or 2 Sober Bartenders who have completed the official W&L Risk Management Program
    Registered Social Events in fraternity houses do not require third party vendors if the responsibilities are assigned to students that have completed the official W&L Risk Management Program presented by the Office of Health Promotion and the chapter is using their national risk management policies. We encourage chapters to have additional members attend TIPS Training to ensure proper risk management. Please contact the Student Affairs Office for more information.
  • 1 Security Officer (over 21 years, not an undergrad) or 2 students over 21 years old
  • Food clearly available in a visible location near the bar. This must include items that are individually packaged, such as cheese and crackers, chips, pretzels, etc. Sober Officers must make sure these items are available throughout the event.
  • Water clearly available in a visible location near the bar. This must include sealed bottles in plastic tubs of ice. Sober Officers must make sure these items are available throughout the event. Other non-alcoholic beverages in sealed containers are encouraged.
  • Wristbands - Each chapter will be given 1,000 wristbands in the beginning of the academic year. It is the responsibility of the social chair and/or members of chapter leadership to use the wristbands as outlined for registered social events and also request more when the initial amount runs out. Please see below for additional details.

The guest list for every Registered Social Event is the Washington and Lee Directory unless otherwise stipulated. Anyone who will be attending, and is not in the directory, needs to be added to the guest list by notifying the Sober Officer and Event Security in writing.
People who are not on the guest list should not be allowed at a social event as W&L does not support open parties.

Registered Social Events should reflect an end time no later than 1 a.m. in order to be approved. This end time allows 30 minutes for the house to clear out and students to make it onto Traveller if they wish. Events will not be approved if they are registered to extend beyond this time.

An amplified sound permit must be obtained from the Lexington Police Department in City Hall after 2 p.m. on Wednesday. Lexington rules stipulate they may be obtained only by the chapter's Social Chair, President or Vice President  during business hours (before 5 p.m.).  LPD will have approved events on file after 2 p.m. on Wednesday the week of the event. The Social Chair listed on the registration will receive an email from Megan Schneider prior to Noon on Wednesday (the week of the event) confirming approval of the event OR to request additional information about the event or informing the chapter of what needs to be changed before approval is given. It is your responsibility to ensure the event has been registered with Student Affairs. If your event is not approved by Megan Schneider, you will not be issued a permit by the LPD. The permit should be posted clearly at the entrance to your event.

Please note: An amplified sound permit means that the first time a Lexington police officer asks you to quiet down is simply a warning instead of a summons. Receiving a summons will make it unlikely the City will provide a noise permit to you or your organization for a period of time.

Wristbands, an initial supply of 1,000 will be given to each chapter in the beginning of the academic year. It is the responsibility of chapter leadership to keep the wristbands in a locked area of the chapter house unless they are hosting a Registered Social Event. Wristbands are to be handed directly to the Sober Officer in charge the night of the event and the bands should not be left unattended at any point in time. Chapter leadership should contact Sarah Walker (swalker@wlu.edu) and request more wristbands when the supply runs out.

Hard alcohol is not permitted at Registered Social Events unless it is an approved cocktail party and the following rules are followed:

  1. Invitation only event - guest list must be printed and at the entrance to the event.
  2. Third party, certified, licensed bartender must pour and distribute the drinks.
  3. No hard alcohol can be served after 9 p.m.

Alcoholic beverages:

  • cannot be purchased with chapter funds or otherwise provided by the chapter
  • must be contained to the party room
  • cannot be served after 2 a.m.

Activity not permitted at Registered Social Events:

  • grain alcohol or other communal sources of alcohol
  • drinking games (beirut/beer pong, flip cup, quarters, etc.), funnels and organized group shots

RESPONSIBILITIES

Security for the event will be at the entrance/exit and actively supervising. People who appear intoxicated should not be allowed to enter. No one should be allowed to carry alcohol outside.

The Sober Bartenders must be the only people behind the bar and the only people distributing alcohol. They must only hand alcohol to people who show them their wristband and do not appear intoxicated.

1 Sober Officer should stand at the entrance/exit with Security. They should periodically walk around the event checking in with the bartender, other sober officer, and sober drivers. They should actively look for overly intoxicated people and remove those people from the house in the calmest possible effective manner with the help of Sober Drivers and/or Chapter Officers. They should be communicating with Public Safety and/or Lexington Police if they stop by.

1 Sober Officer should stand at the bar to assist the bartenders with crowd control. They should keep people calm and orderly when waiting to be served. They are responsible for getting wristbands from the locked area, keeping them behind the bar, and distributing them only to people who are of legal drinking age and want to drink. They should ensure that bottled water and packaged food items are always available and easily accessed by anyone. They should be actively monitoring the party room for intoxicated individuals who need to be removed from the event.

If a Sober Officer needs assistance or needs a break, they should get a Sober Driver to help or fill in until they return. Sober Drivers must be easily found at all times and should be actively assisting Sober Officers to identify and remove intoxicated individuals from the event.

CLEAN-UP NOTES

Keep in mind when decorating: straw, bamboo, hay, sawdust, sand, leaves or any organic materials are not allowed to be used on the floors or walls as a covering or party decorations inside the houses. These items cause damage to other areas of the houses as well as plumbing problems, bug problems, and can be fire hazards. When these materials are used, it is very hard to clean properly and the equipment the University has in the houses is not designed for these circumstances.

  1. Wednesday night events require all common areas and outside must be cleaned by 7 a.m. Thursday morning, except the party room, which must be cleaned by 7 a.m. Friday morning.
  2. Friday/Saturday night events require all common areas and outside must be cleaned by 7:00am the following morning, except the party room, which must be cleaned by 7 a.m. Monday.

Hardwood Floors: Students should not use harsh chemicals (ie: bleach, ammonia, etc.)
Supplies: Students must supply their own cleaning supplies.

VIOLATIONS AND CONDUCT

W&L Public Safety will monitor compliance with these procedures. Violations will be referred to the IFC as a conduct issue and recurring violations, regardless of severity, may result in progressive sanctions.

If an organization does all of the above, they are making a reasonable effort to do the right thing, including to not provide alcohol to underage individuals.

  • If an individual decides to provide alcohol to someone underage then they have made a personal decision to circumvent the organization's efforts to do the right thing.
  • If an underage individual decides to accept alcohol then they have made a personal decision to circumvent the organization's efforts to do the right thing.
  • If an individual decides to provide a wristband to someone underage then they have made a personal decision to circumvent the organization's efforts to do the right thing.
  • If an underage individual decides to wear a wristband then they have made a personal decision to circumvent the organization's efforts to do the right thing.

If any of the individuals in the scenarios above are sober officers, sober drivers, bartenders or security, then the organization is responsible for their actions.