On-Campus Club Events with Alcohol
Events, meetings, and activities that are hosted by a Recognized Student Organization (RSO) are not considered University events and are not eligible to serve alcohol. In accordance with Campus Administrative Policy (CAP) 172.5.2.5, religious rituals that involve the ceremonial use of alcohol may be exempt from this prohibition.
The University recognizes and supports the important role of faith and religious practice in the lives of its community members. Some religious practices or rituals include the use of alcohol. State law, which generally prohibits serving or making alcohol available to individuals under the age of 21, permits the serving of alcohol to individuals under the age of 21 as a part of a bona fide religious observance, ceremony, or rite. This policy requires individuals to comply with the laws of the state of California, Cal Poly Alcohol Policy, and the RSO Handbook.
The following requirements are intended to strike an appropriate balance between permitting and supporting various religious practices and ensuring a safe and healthy environment for our students.
PRE-EVENT
- The Event Contact (student officer) submit an E-Plan.
- The Event Contact submits a Cal Poly Now Event Request, indicating alcohol service for an on-campus religious observance.
- Cal Poly Clubs & Organizations confirms insurance coverage, including host liquor liability.
- The University Host submits an Alcohol Service Request Form to Risk Management.
- Once all approvals are received from the space owner, Clubs & Organizations, and Risk Management, the event is confirmed.
DURING THE EVENT
- The University Host must be present at all times and will track event attendance via Cal Poly Now.
- The event must be closed to the general public and open only to club members, advisors, and Religious Leader(s) as defined by the organization's Roster on Cal Poly Now.
- Only the minimum amount of alcohol necessary for the observance or ceremony may be available, with a maximum of 1.5 ounces per person served per event.
- Only beer or wine may be served at religious events.
- Alcohol containers are to be opened one at a time. Any excess alcohol remaining after the event must be disposed of by the Religious Leader or University Host.
- These events are required also to serve non-alcoholic beverages and provide substantive appetizers or a meal as part of the event.
DEFINITIONS
Religious Leader: A Religious Leader is a person over the age of 21 who has authority in a religious community and guides followers in spiritual matters, doctrine, and practices. As responsible stewards of the health and well-being of university students, Religious Leaders affiliated with RSOs are expected to conduct themselves consistent with university expectations within the range of the religious practice. The Religious Leader that chooses to make alcohol available in a religious observance, ceremony or rite is responsible for the health and well-being of the students who participate in the observance. The Religious Leader must be a University Volunteer and have Responsible Beverage Service training. The Religious Leader is responsible for acquisition, distribution, and disposal of any leftover alcohol.
University Host: A University Host is the highest-ranking management employee in the division that is responsible for the direction and control of the event. The University Host must have Responsible Beverage Service training. For RSO events, the University Host is Sarah Hawkins, Associate Director, Leadership & Service.
Off-Campus Club Events
Alcoholic beverages are not to be served at off-campus functions by officially recognized Cal Poly Clubs except when private service (i.e., for members and guests) is arranged by contract with a properly licensed third-party vendor. Club members may not serve or provide the alcohol themselves. Individuals at the club event must purchase their drinks directly from the third-party vendor, leaving the club completely out of the alcohol transaction. The facility or caterer must have a valid Alcohol Beverage Control (ABC) license in order for the event to be approved. If a club is hosting an event at a location that does not already provide alcohol and an outside entity is hired to serve alcohol, the following is required:
- Contract with a licensed vendor
- E-Plan
- Proof that the vendor has an ABC license
- IRS Form W-9 for the vendor
In addition, each event must provide for the availability of popular non-alcoholic beverages. Students of legal age while attending an off-campus university-approved activity in the vicinity of a public bar may not have their rights denied except by representatives of the licensee or by civil law enforcement authorities for cause. If alcohol is available at an off-campus event, it must be noted on the Event Request.
Under no circumstances may club funds be used to purchase alcohol or to reimburse an individual for the purchase of alcohol (or purchase gift cards from companies that sell alcohol). For more information on alcohol at off-campus events, please refer to the Office of Student Rights & Responsibilities.
See Cal Poly’s Alcohol Policy regarding on- and off-campus use, service, sale, and consumption for more detailed information.
