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.
GENERAL EVENT INFORMATION
UNIVERSITY & CHAPTER NAME
WHO
IS PLANNING THE EVENT?
WHAT IS THE TYPE OF EVENT? (SELECT ALL THAT APPLY)
Social/Function
Third Party Venue
Philanthropy
Tailgate
EVENT DETAILS
Number
Parent/Family Event Weekend Event
Chapter Facility
Name/Theme
Third Party Venue Brotherhood
Ritual/Initiation Event Service
Formal
Educational
Newly Initiated Member Event
Joint Event with other Fraternity/Sorority
Satellite Facility Co-Sponsored Organization’s Facility
ADDITIONAL DETAILS (SELECT ALL THAT APPLY)
Sport/Intramural Event
Recruitment Alumni Event
Joint Event with Student Organization
Mixer/Date Event
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.
BYOB INFORMATION
ARE THERE CAMPUS POLICIES THAT AFFECT BYOB PROCESSES?
WHO IS RESPONSIBLE FOR VERIFYING THE AGES OF GUESTS AND MEMBERS?
Executive Board Members
Newly Initiated Members
Wristbands
Other:
Hand Stamps
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.
Chapter Members Beer
HOW ARE GUESTS AND MEMBERS OF LEGAL DRINKING AGE BEING IDENTIFIED?
WHAT TYPE OF ALCOHOL IS PERMITTED AND OF WHAT QUANTITY?
Security/Campus Police Wine
Seltzer
Other:
WHEN AND WHERE IS ALCOHOL EXPECTED TO BE CHECKED IN?
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?
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. WHO IS RESPONSIBLE FOR MANAGING THE LIST?
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?
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:
HOW MANY SOBER MONITORS WILL BE PRESENT?
Must be 15:1
attendee:monitor
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.
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?
CRISIS MANAGEMENT IMPORTANT CONTACTS
WHO IS THE MAIN POINT OF CONTACT IN CASE AN EMERGENCY ARISES?
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?
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
SOCIAL EVENT CALENDAR
EVENT NAME
DATE
LOCATION
REVIEWED BY CHAPTER ADVISOR
FOLLOWS MINERVA’S SHIELD & UNIVERSITY POLICIES REGISTERED WITH UNIVERSITY
