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Guidelines and FAQs

• To what kind of event do the new policies apply?
• What is an All-Campus Event?
• Who and where can one consume alcohol at an all-campus event?
• When can an organization have an all-campus event with alcohol?
• Who can sponsor an all campus event with alcohol?
• What if it rains on the day of an outside all-campus event?
• What does one have to do to be a sponsor?
• What costs does the sponsor pay?
• How may the sponsor advertise?
• How will age be verified?
• Can I leave the event with alcohol?
• What kind of alcohol is served at an event?
• Is it an open bar?
• Can we bring our own cups?
• Will my consumption be limited?
• What about swipe cards?
• What other rules exist?
• What if a student organization wanted to have a smaller, private event that is not an all-campus event?

To what kind of event do the new policies apply?

The policies apply to any on-campus event at which the sponsor wants to serve alcohol, and which is open to members of the student body who are under 21 years old, the legal drinking age in Virginia. The term "all-campus event" in this document means any such event.

What is an All-Campus Event?

• Fancy Dress
• Pre-Game Rallies (before home football games)
• GAB concerts
• WLUR sponsoring concerts
• Other events that IFC or Panhellenic vote to be "All-Campus Events"
• Other events as determined by Campus Activities and Dean Students Office.

Who and where can one consume alcohol at an all-campus event?

Within the designated area only, anyone over the age 21 with a valid Driver's License or wristband, as applicable.

When can an organization have an all-campus event with alcohol?

Permission may be sought for any event, but examples include, but are not limited to: Pre-Game Home Football Rallies (September 8, September 16, September 30, October 21 (Homecoming Weekend), November 4 (Parents’ Weekend), Fancy Dress, and GAB concerts.

Who can sponsor an all campus event with alcohol?

Any student organization (Greek or non-Greek) or University Department. If a Greek organization would like to sponsor an event with alcohol, the Greek organization’s National Policies apply in addition to University policies.

What if it rains on the day of an outside all-campus event?

An agreement must be reached with Facilities Management to obtain a four-sided tent, or no alcohol will be served.

What does one have to do to be a sponsor?

• Complete and submit the Student Event Registration and Use Form to Kelsey Goodwin at kgoodwin@wlu.edu or x5000.
• The request must be approved by the office of the Dean of Students which will make decisions on a case-by-case basis.
• Secure a licensed third-party vendor: Dining Services or approved outside vendor (Dining Service has first right of refusal).
• Secure Public Safety Officers

What costs does the sponsor pay?

The sponsor is responsible for paying Dining Services' bartenders and Public Safety Officers as estimated below. The sponsor will also pay Facilities Management for setup.

Dining Services

Cash Bar will consist of the following:
Bottled Beer ONLY - No Kegs - $3.00 per bottle/cup
Wine - $3.00 per cup

Additional Charges for Cash Bar:
Bartender – approx. 1 per every 75 people - $20 per bartender, per hour
Supervisor - $25 per hour
$2.00 per cup

Alcohol Truck (with beer) Guidelines:
2 Hour Event Minimum
400 Guest Count Minimum
$150 per Keg includes Cups
Attendant - approx. 1 per every 75 people - $14.50 per bartender, per hour

Public Safety 

Low Peak Times (i.e. GAB concerts, Fancy Dress)
1 Officer -$150 for 4 hours
Recommended number of Officers 3-4

High Peak Times (i.e. Pre-Game Rallies)
1 Officer-$75 for 2 hours
Recommended number of Officers 2-3

Facilities Management
Setup – about $75

How may the sponsor advertise?

Events including undergraduate students may not mention alcohol in any PR or advertising materials. Those materials may state: "Valid ID required." (This is a requirement of Virginia ABC laws.)

How will age be verified?

An all-campus event will be set up by Facilities Management. A Public Safety Officer will check ID at the entrance. Attendees over the age of 21 will be provided a wristband, which must be worn.

Can I leave the event with alcohol?

No, you cannot leave with an alcoholic beverage. If you leave, in order to reenter you must show your wristband.

What kind of alcohol is served at an event?

Beer, wine and/or hard liquor may be served and approved on a case-by-case basis, at the discretion of the Dean of Students’ Office. (Hard liquor will rarely be approved.)

Is it an open bar?

No, it will be a cash bar, with the specific procedures as determined by the Office of the Dean of Students on a case-by-case basis.

Can we bring our own cups?

Normally, no, cups will be provided.

Will my consumption be limited?

Yes, Dining Services and Public Safety will be monitoring consumption.

What about swipe cards?

The swipe machine cannot be used.

What other rules exist?

If you are intoxicated or being disruptive, Public Safety will ask you to leave. If you do not cooperate with Public Safety, they reserve the right to contact the Lexington Police. Any sponsoring group that does not follow all applicable procedures may lose sponsoring privileges.

What if a student organization wanted to have a smaller, private event that is not an all-campus event?

Organizations or departments wishing to serve alcohol must complete and submit the event registration form found online. Private events require a tent. Public Safety and a licensed, third-party vendor (Dining Services) must be secured. The Office of the Dean of Students must approve all requests. Events including or targeting undergraduate students may not mention alcohol in any PR or advertising materials. PR or advertising materials may state “ Valid ID Required.”