Social Event Policy

REGISTRATION PROCESS

Organized social events (events with hard liquor, kegs and/or entertainment, as well as theme parties) or events requiring a noise permit (see amplified noise permit details below) must be registered and approved through Public Safety. Events are only approved if registered completely and accurately.

Registered events are allowed on Wednesday, Friday and Saturday. Registered events may only be held in the designated party room unless granted approval by Public Safety and Director of Residence and Greek Life.

Registered events may not 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 and/or runs during academic hours.

  • Even requests must be submitted by 4:30 p.m. 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 4:30 p.m. on Tuesdays.
  • 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.

GUIDELINES & PROCEDURES

The guest list for all social events is the Washington and Lee Directory unless otherwise stipulated. Students that invite outside community members to events should realize that they (and/or their organization) may be held responsible for the action(s) of their guest(s).

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 Public Safety 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 and approved. If your event is not approved by Public Safety 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.

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

  • 4 Sober Officers: The Sober Officers should partner if/when they need assistance and rotate as they need breaks. Sober Officers must be easily found at all times and should be actively assisting to identify and remove intoxicated individuals from the event.
    • 2 Sober Officers should stand at the entrance/exit and actively supervise. People who appear intoxicated should not be allowed to enter. No one should be allowed to carry alcohol outside. A security officer should also be assisting.
    • 2 Sober Officers should rotate and stand at the bar/periodically walk around the event. They should check in with the bar tenders and keep people calm and orderly when waiting to be served. They should be actively monitoring the party room for intoxicated individuals who need to be removed from the event and (a) remove those people from the house in the calmest possible manner and (b) seek assistance to ensure that the said individual receives appropriate care.
  • 2 Sober Bartenders (must be initiated/active members that have completed the official W&L Risk Management Program): The Sober Bartenders must be the only people behind the bar and the only people distributing alcohol. They should ensure that bottled water and packaged food items are always available and easily accessible.

Registered Social Events in fraternity houses do not require third party vendors if:

    • the event is being held without hard liquor,
    • the bartender responsibilities are assigned to initiated/active members that have completed the official W&L Risk Management Program presented by the Office of Health Promotion.

We encourage chapters to have additional members attend TIPS Training to ensure proper risk management. Please contact Student Affairs for more information.

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 are available for any chapter wishing to use them. It is the responsibility of chapter leadership to keep the wristbands in a locked area of the chapter house when not in use. 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) in advance to request wristbands.

Hard alcohol is only permitted at Registered Social Events if the following rules are followed:

    1. Third party, certified, licensed bartender must pour and distribute the drinks.
    2. Hard alcohol service ends at 10 p.m.

Alcoholic beverages of any kind:

  • cannot be purchased with chapter funds or otherwise provided by the chapter
  • cannot be served after 1 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

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.

CLEAN-UP NOTES

We suggest that House Managers, Social Chairs, and/or Sober Officers work in partnership to make sure that the house is cleaned in a timely fashion to avoid fines, public safety reports, etc.

  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

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.