Social Event Planning Guide

SOCIAL EVENT PLANNING GUIDE SIGMA ALPHA EPSILON

UPDATED 2025

SAE SOCIAL EVENT PLANNING GUIDE This document is a tool to assist chapters in the event-planning process. It is not for approval or submission purposes, nor does the Fraternity Service Center approve any events hosted by our Chapters and Emerging Chapters.

It is expected that all Chapters and Emerging Chapters will comply with Minerva’s Shield, university/college, and IFC policies as well as any IFC registration process on respective campuses.

WAYS TO DEFINE AN SAE EVENT: ● Is the event being hosted or planned by one or more active members of the chapter? ● Is the event being shared with others on behalf of the chapter? ● From an outside perspective, would this look like an SAE event? ● Is the event occurring at an official SAE property or a satellite location where active or former members live? ● Is the chapter or members funding any portion of the event? ● If no active members attended the event, would the event still happen? ● If a crisis occurred, would the chapter president take charge?

If the answer is Yes to any of the above questions, chapters and/or individuals could be held liable for any incidents that occur.

TABLE OF CONTENTS GENERAL EVENT INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 BYOB INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 GUEST LIST INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 CO-SPONSORED EVENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 SECURITY & SOBER MONITOR REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 TRANSPORTATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 THIRD-PARTY VENUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 CRISIS MANAGEMENT IMPORTANT CONTACTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 EVENT CALENDAR. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

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SIGMA ALPHA EPSILON

GENERAL EVENT INFORMATION UNIVERSITY & CHAPTER NAME

WHO IS PLANNING THE EVENT?

Name

Position

Email

Phone

WHAT IS THE TYPE OF EVENT? (SELECT ALL THAT APPLY) Social/Function

Third Party Venue Brotherhood

Formal

Weekend Event

Recruitment

Educational

Service

Philanthropy

Tailgate EVENT DETAILS Name/Theme

Date

Start Time

Number of Members Attending

Chapter Facility

Third Party Venue

End Time

Number of Guests Attending

Location

Satellite Facility

Co-Sponsored Organization’s Facility

ADDITIONAL DETAILS (SELECT ALL THAT APPLY) Parent/Family Event

Newly Initiated Member Event

Sport/Intramural Event

Mixer/Date Event

Ritual/Initiation Event

Alumni Event

Joint Event with other Fraternity/Sorority SOCIAL EVENT PLANNING GUIDE

Joint Event with Student Organization

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DOES THE CAMPUS REQUIRE EVENT REGISTRATION? IF YES, HAS IT BEEN SUBMITTED? ARE ANY CONTRACTS PLANNING ON BEING SIGNED FOR THE EVENT? Food: University Faculty: Security: Transportation: Restroom/Waste Management: Band/DJ: Bartender: Other: HAVE THE CONTRACTS BEEN REVIEWED WITH THE CHAPTER ADVISOR OR CHAPTER SERVICES CONSULTANT PRIOR TO BEING SIGNED? HAS THE VENDOR PROVIDED A COPY OF THEIR INSURANCE? WILL ALCOHOL BE PRESENT? No, Dry Event: This means that no alcohol is present, not even in closed containers.

Yes, BYOB: All members and guests above 21 years of age, bring their own individual alcohol for personal consumption, which is managed by a designated bartender. IDs must be verified when alcohol is checked in and each time a drink is collected.

Yes, Third Party Vendor: The vendor is responsible for all sales of alcohol and age verification.

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SIGMA ALPHA EPSILON

BYOB INFORMATION ARE THERE CAMPUS POLICIES THAT AFFECT BYOB PROCESSES?

WHO IS RESPONSIBLE FOR VERIFYING THE AGES OF GUESTS AND MEMBERS? Chapter Members

Executive Board Members

Security/Campus Police

Newly Initiated Members

HOW ARE GUESTS AND MEMBERS OF LEGAL DRINKING AGE BEING IDENTIFIED? Wristbands Other:

Hand Stamps

WHAT TYPE OF ALCOHOL IS PERMITTED AND OF WHAT QUANTITY? Remember, per Minerva’s Shield, alcohol above 15% ABV is prohibited, and individuals must bring their own alcohol that is reasonable for an average person to consume in one evening. Members and/or guests cannot share larger quantities of alcohol at an event. If the college/university has a stricter policy, you MUST follow that policy.

Beer

Seltzer

Wine

Other:

WHEN AND WHERE IS ALCOHOL EXPECTED TO BE CHECKED IN?

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HOW WILL ALCOHOL BE MARKED AND IDENTIFIABLE TO THE INDIVIDUAL? Wristband with Pull Tabs: Individual receives wristband personalized with their alcohol when checked into the event. Each time they visit the distribution center to obtain a drink, a tab is pulled from the wristband and given to the monitor.

Punch Card: Individuals will be provided with a card with their name and the type of alcohol. Each time the individual collects one of their drinks, the card will be punched, identifying the collection of the drink. The alcohol container will be marked with the name of the individual with the corresponding punch card number.

Ticket System: Each individual is given one ticket per drink when they check in at the party. The tickets are personalized with the type of drink the individual brings (i.e., Miller Lite, Smirnoff Ice, etc.). The name of the individual is written on the ticket. The individual’s drinks are delivered to the distribution center by a member who is working the social event. The individual redeems tickets (one at a time) for their drinks at the bar.

WHERE WILL THE DISTRIBUTION CENTER BE LOCATED?

WHO IS RESPONSIBLE FOR MANNING THE DISTRIBUTION CENTER?

HOW MANY DRINKS WILL BE SERVED AT ONE TIME?

WHAT IS THE TIME FRAME OF ALCOHOL SERVICE?

HOW WILL THE SOBER MONITORS ENSURE THAT MEMBERS AND GUESTS WILL ONLY BE CONSUMING ALCOHOL THAT THEY BROUGHT?

WHAT HAPPENS TO THE REMAINING ALCOHOL AFTER THE EVENT?

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SIGMA ALPHA EPSILON

GUEST LIST INFORMATION Guest lists should include space for the following items: the first name, last name, DOB, contact information, Invitee name, time in, time out, if alcohol was checked in via BYOB Process, and a place for notes as appropriate. It is recommended that guest lists be created via a shared document and/ or a third party app, and the Health & Safety Officer reviews the list prior to submission to the University if required.

As a reminder, chapters must maintain a 3:1 guest ratio (no more than three guests for every one active brother in attendance) for all events unless a campus policy is more restrictive. The more stringent policy must always be followed. Chapters may request additional insurance if an event is going to exceed the 3:1 guest ratio. Additional Insurance must be requested one month in advance to Steadman Boston, Senior Director of Risk Management.

ARE THERE CAMPUS POLICIES/REQUIREMENTS FOR THE GUEST LIST?

WHO IS RESPONSIBLE FOR MANAGING THE LIST?

WHO IS ELIGIBLE TO ADD NAMES TO THE LIST?

WHEN DOES THE GUEST LIST CLOSE BEFORE THE EVENT STARTS?

DESCRIBE THE CHECK-IN AND CHECK-OUT PROCESS.

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CO-SPONSORED EVENTS The Fraternity Service Center does NOT recommend that chapters cohost SOCIAL events with other organizations. The chapter must ensure all policies from both Headquarters are followed and that all members from other organizations follow all SAE policies and requirements, regardless of the location of the event.

LIST ORGANIZATIONS INCLUDED IN THE EVENT.

HAVE ALL POLICIES FROM EACH ORGANIZATION BEEN REVIEWED?

HAS AN AGREEMENT BETWEEN THE ORGANIZATIONS BEEN COMPLETED?

DO ALL ORGANIZATIONS HAVE SOBER MONITORS AND/OR SECURITY PRESENT?

HAS JOINT REGISTRATION BEEN COMPLETED WITH THE CAMPUS?

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SIGMA ALPHA EPSILON

SECURITY & SOBER MONITOR REQUIREMENTS HAS SECURITY BEEN HIRED FOR THE EVENT? Yes

No

WHO IS RESPONSIBLE FOR THE COORDINATION OF SECURITY?

IS SECURITY AWARE OF CAMPUS REQUIREMENTS AND MINERVA’S SHIELD?

HOW IS SECURITY BEING PROVIDED WITH INFORMATION ABOUT EVENT OPERATIONS?

NOTES:

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HOW MANY SOBER MONITORS WILL BE PRESENT? Must be 15:1 attendee:monitor NAME

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ROLE

YEAR

TRAINING COMPLETED

TRAINING DATE & LOCATION

SIGMA ALPHA EPSILON

TRANSPORTATION SAE Fraternity Service Center recommends that chapters hire a professional service for all transportation needs. Per Minerva’s Shield, safe driving programs are prohibited.

WHAT METHOD OF TRANSPORTATION IS BEING USED FOR THE EVENT?

DETAIL THE TRANSPORTATION PLAN FOR THE EVENT.

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THIRD-PARTY VENUES All venues must be informed that the venue is being rented by Sigma Alpha Epsilon *Chapter Designation* and should have acceptable liability insurance prior to the event being held.

HAS A COPY OF THE RENTAL CONTRACT BEEN RECEIVED?

HAS A COPY OF THE INSURANCE BEEN RECEIVED?

ARE THERE ANY REQUIREMENTS FROM THE VENUE THAT ARE THE RESPONSIBILITY OF THE CHAPTER?

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SIGMA ALPHA EPSILON

CRISIS MANAGEMENT IMPORTANT CONTACTS WHO IS THE MAIN POINT OF CONTACT IN CASE AN EMERGENCY ARISES?

Name

Position

Email

Phone

WHO IS RESPONSIBLE FOR CONTROLLING THE SCENE?

WHO IS RESPONSIBLE FOR CONTACTING EMERGENCY SERVICES?

WHO IS RESPONSIBLE FOR NOTIFYING THE APPROPRIATE CONTACTS ON THE CAMPUS AND THE FRATERNITY SERVICE CENTER?

DOES THE CHAPTER HAVE A CRISIS MANAGEMENT PLAN FOR THE EVENT?

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CLOSEST MEDICAL FACILITY

IMPORTANT CONTACTS Eminent Archon: Chapter Advisor: FSC Chapter Services Consultant: FSC Director of Chapter Services: FSC Risk Management Contact: Campus FSL Professional: Campus Police/Security: F&H/House Corporation (if applicable): Risk Management Consultant (if applicable): OTHERS

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SIGMA ALPHA EPSILON

SOCIAL EVENT CALENDAR EVENT NAME

SOCIAL EVENT PLANNING GUIDE

DATE

LOCATION

REVIEWED

BY CHAPTER ADVISOR

REGISTERED WITH UNIVERSITY

FOLLOWS MINERVA’S SHIELD & UNIVERSITY POLICIES

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