Guidelines for Fraternities and Sororities for Event Registration

All social events sponsored by a fraternity or sorority of Lafayette College must be registered with the Office of Fraternity and Sorority Life by a submission of a Social Event Registration Form. Registration are due seven (7) business days in advance. If the event involves alcohol, the chapter will need to fill out the Events with Alcohol Notification Form on OurCampus and are due fourteen (14) days in advance..

The College’s alcohol policies do not preclude fraternities and sororities from complying with the risk management guidelines imposed by their national organizations and insurance carriers. The College encourages these organizations to follow all of their risk management policies pertaining to alcohol, drugs, hazing, sexual assault, etc. Fraternities and sororities should consult the guidelines of their national organizations prior to planning an event with alcohol. If the College becomes aware of or suspects that a fraternity or sorority has violated its inter/national risk management guidelines, the chapter’s alumni leadership and national organization will be notified.

Student Handbook Requirements

1. Organization Events:

Any activity for which the organization pays, directly or indirectly, constitutes an event sponsored by that organization. Also, any event or activity that takes place in an organization’s house (where applicable) is the responsibility of the organization. Other factors may be considered by the case administrator or committee in determining whether an event is the responsibility of an organization including, but not limited to, attendance at the event, publicity for the event, and reasonable perception of those in attendance or aware of the event. Organizations that use any private, off-campus facility to host social events may be held accountable by the College for violations of city and Commonwealth laws as well as the applicable policies outlined in the Code of Conduct.
2. Organization Responsibility:

An organization sponsoring an event is responsible for ensuring that the Alcohol Use Policy is observed, and it will be held responsible for violations of the Policy by individuals in attendance whether or not those attendees are current Lafayette students. Each case will be judged, however, based on the efforts of the organization to ensure compliance. Individual students who violate these rules will also be held accountable and, when appropriate, both individuals and organizations will be subject to the conduct process.
3. Time Parameters:

The Alcohol Use Policy is in effect at all times, including interim and summer sessions and periods when classes are not in session. A social event with alcohol may last for a maximum of four (4) hours and may be scheduled between 5 p.m. on Friday and 2 a.m. on Saturday or from noon on Saturday to 2 a.m. on Sunday. Hosts of social events must ensure that alcoholic beverages are not served or present after 2 a.m. There will be no alcohol served or present at social events from Sunday 2 a.m. until Friday 5 p.m. Also, alcohol may not be served between the hours of 2 a.m. and noon on Saturday. Any activity meeting the definition in“1” above is prohibited during the week if alcohol is served or available. Social events are allowed during the week if alcohol is neither served nor consumed.
4. Distribution of Alcohol:

It is not uncommon for the majority of those in attendance at social functions to be under 21 years of age; therefore, hosts must identify an alternate location, separate from the main party room, for alcohol to be served and consumed. Only those 21 or older may enter this room. Wristbands will be provided at the entrance of this room for age verification purposes. The bartender, with training approved by the College, is responsible for all distribution of alcohol and must serve individuals in a responsible manner and only one drink at a time. No one will be permitted to take alcohol into the main party room, and underage guests may not bring alcohol to the event.
5. Security and Safety:

A minimum of two professional security personnel must be employed by the organization to be present during any social event at which alcohol is served or present (the Office of Fraternity and Sorority Advising will assist in identifying agencies that provide such services). One professional will be stationed at the entrance to the room where alcohol is being served and consumed, with the responsibility for checking Lafayette College IDs and a College birthday book, and monitoring the flow of students into that room. The second professional will provide assistance where needed, in addition to serving as a monitor for the event. The organization also must have a minimum of four of its members designated to maintain security during the entire event. These members will remain alcohol-free during the entire event. The student security personnel will be stationed at appropriate locations to insure that the host is complying with this Policy, that is: monitoring the flow of individuals in and out of the facility or party area; prohibiting those visibly intoxicated from entering; insuring compliance with the maximum capacity limit of the facility or party area; and checking that all guests are either members of the Lafayette College community or their invited guests. The Office of Public Safety will patrol campus and periodically monitor social events at which alcohol is present. College officials reserve the right of access to all areas of any facility on its properties at any time. The use of early warning systems is prohibited
6. Quantity of Alcohol:

The quantity of alcohol permitted at a social event shall be limited for the number of persons of legal age expected to be present at the event. A reasonable amount of alcohol is that quantity sufficient to serve each person of legal age one drink (12-oz. beer @4-5% ABV; 6-oz. wine @ 11-12% ABV; 1.5-oz. hard liquor @ 40% ABV) per hour of the event.
7. BYOB Events:

College policy prohibits “bring your own” (BYOB) events, unless an exception is made by the vice president for campus life or the dean of students.
8. Event Notification:

College officials must be notified three weeks in advance of social events at which alcohol is to be served. This serves to inform College officials of events of sufficient size to require additional security. Event Registration Forms are available through the Office of Fraternity and Sorority Advising.
All individuals listed on the Event Registration Form assisting with events serving alcohol must have completed the “Events with Alcohol” training provided by the Office of Fraternity and Sorority Advising prior to the date of the event but within the current academic year.
10. Food and Alternative Beverages:

Social function hosts must provide sufficient food and nonalcoholic beverages (other than water) in proportion to the number of people in attendance throughout the function. These must be readily available at the same location and displayed with prominence during the duration of the event.
Cleaning Responsibilities:
All debris resulting from a social event, within the immediate vicinity of that event, must be cleaned up no later than 9 a.m. the following day by the student organization that sponsored the event.
12. Guest Lists:

A guest list with birth dates must be submitted to OFSL NLT eight hours (8) prior to the event. It must be submitted by the sponsoring organization when submitting the social event registration. This is the deadline. The number of individuals in attendance must be in accordance with the venue’s fire codes for maximum capacity. All guests must be invited by personal invitation only. Each guest must have an identified member who is sponsoring the guest. Guest List Form
13. Party Themes:

All events that will have a ‘theme” will be submitted to the respective advisory team and included in the event registration.  NORTH AMERICAN INTER-FRATERNITY CONFERENCE – DIVERSITY AND INCLUSIVENESS RESOLUTION (27 March 2003)

Disciplinary Sanctions for Fraternities and Sororities As A result of a violation

The following guidelines are for violations of this policy by fraternities and sororities. In addition to any College-imposed sanctions, the national organization and alumni officers of a fraternity or sorority will be notified of a violation of College policy. Student organizations co-sponsoring events will be held equally accountable for violations of College policy.

Check the Lafayette Student Handbook.