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Policies

Off-Campus Events with Alcohol Policy

The Event Registration Committee will evaluate how many events with alcohol will permitted in a given weekend and on a given day. There is a current moratorium on bar nights that are not 21+.

Rules vary based off the type of event:

All off campus events involving alcohol must submit an event request at least two weeks prior to the event. After the event takes place, an Assessment Form must be completed for a group to preserve the ability to host events involving alcohol in the future.

The University reserves the right to cancel the event or restrict an invited guest from leaving the premises if, in their opinion, a significant health or safety issue exists.

Formals

Any recognized group on campus may host a formal.

Transportation Requirements

The sponsoring organization must provide bus or shuttle to the venues and only allow individuals to board the buses who have a University of Rochester student ID and whose names are on the predetermined guest list.  There should be set times for busses to come and go.

Tickets should be used to control:

  • Access to the buses by only those eligible to attend the event
  • Traffic flow to the buses to prevent rushing to the buses by a crowd that could exceed the bus occupancy

The sponsoring organization must designate event managers whose responsibilities include managing the boarding of the buses.

Age Requirements

If the formal is to include students under 21, the group must have a reasonable number of students 21 years of age or older.

Public Safety Requirements

The sponsoring organization may be asked to provide, at its expense, ample Public Safety presence during the event. This will usually entail one officer station at the pick-up location for the duration of the event. The need for Public Safety will depend on the size and scope of the event and will be determined by the Event Registration Review Committee.

If additional Public Safety officers are needed for the event, the sponsoring organization will bear the expense.

Bar Nights

The Event Registration Review Committee will approve no more than one 21 and over bar night event per evening, and only on Thursday, Friday or Saturday nights. The University, through its designees, reserves the right to cancel the event or restrict an invited guest from leaving the premises if, in their opinion, a significant health or safety issue exists.

The sponsoring organization must designate at least two event managers. One must ride to venue with the group and being in charge all night one site. The other must remaining at the pickup/drop off location to ensure the boarding and unloading of buses runs smoothly. Event managers must also check University of Rochester and government-issued IDs.

Transportation Requirements

The sponsoring organization must provide bus or shuttle and verify attendees’ ages by at least two forms of identification (student ID and a government picture ID) prior to boarding the buses departing for the venue.

Stamps will be used to control:

  • Access to the buses by only those eligible to attend the event
  • Traffic flow to the buses to prevent rushing to the buses by a crowd that could exceed the bus occupancy

Monroe school buses should be used rather than the First Transit buses.

Age Requirements

All students using the busses and attending the event must be 21 or older.

Public Safety Requirements

The sponsoring organization must provide, at its expense, ample Public Safety presence during the event. This will usually entail one officer stationed at the pick-up location for the duration of the event.

If additional Public Safety officers are needed for the event, the sponsoring organization will bear the expense.

Other Off-Campus Events with Alcohol

The Event Registration Review Committee, or the associate dean of students, shall review and approve or deny all requests for events. Factors to be considered will include the:

  • Type of establishment
  • Timing of event
  • Historical data
  • Intended audience

The sponsoring organization may be asked to designate event managers per the event registration process whose responsibilities include managing the boarding of the buses (if applicable).

Transportation Requirements

The Event Registration Review Committee, or the associate dean of students, will determine whether transportation must be provided to the event location. If transportation is required then the sponsoring organization must provide transportation at its expense.

If transportation is required the sponsoring organization may also be asked to provide, at its expense, one or more public safety officers station at the pick-up location for the duration of the event. The need for public safety will depend on the size and scope of the event and will be determined by the Event Registration Review Committee.

If additional Public Safety officers are needed for the event, the sponsoring organization will bear the expense.