Hobart and William Smith Colleges

Social Hosting Guidelines & Policies

Hobart and William Smith empowers students to implement intentional and collaborative programming that complements the coordinate liberal arts experience and fosters an inclusive and vibrant community.

A healthy and satisfying social life is an important aspect of the undergraduate experience and plays a vital role in developing the bonds of friendship, collegiality, and community. While alcohol may have a place in social activities, its role is ancillary to the mission and purpose of our residential and educational community. 

HWS neither intend nor expect to prohibit the use of alcohol on campus, except by anyone under the age of 21, the legal drinking age in New York State. Rather, we expect students using alcohol to do so legally, appropriately, and responsibly. Penalties for not doing so can range from institutional sanctions to criminal prosecution. Where interpretation is required, the spirit and intention of legal, appropriate, and responsible use will prevail. Reducing the risk of harm and promoting the overall health and safety of students is our primary objective.

When reviewing student submitted events, HWS is identifying potential risks of the planning document and noting procedures that are required for the event. The event itself, as well as any behavior or incident which occurs at the event, is the responsibility of the hosting organization and monitors. The event is not managed by or promoted as an HWS sponsored event.

HWS has an amnesty policy to help ensure that students seek medical care for their peers. For more information, see the section Hobart and William Smith Medical Amnesty Policy.”

Each year, we dedicate significant resources to support a wide range of alcohol-free programming alternatives.

GENERAL POLICIES

a) Local Ordinances
The City of Geneva has adopted the following “Open Container” and “Social Host” ordinances:

• No person shall drink or otherwise consume liquor, wine, beer, or other alcoholic beverages nor have in her or his possession or carry or transport any open bottle or open container containing liquor, wine, beer, or other alcoholic beverages when such person is in or upon any public sidewalk, street, highway, parking lot, bathing beach, public park, or such public place.
• It shall be unlawful for any person age sixteen (16) or over who owns, rents, or otherwise controls a private residence, to knowingly host, permit or allow a gathering at which he allows the consumption of alcoholic beverages or illegal drugs by any minor on such premises to take reasonable corrective action upon learning of the possession or consumption of alcoholic beverages or illegal drugs by any minor on such premises.

b) General Rules Governing Alcohol at Events (applies to all sizes and types of events with alcohol)

• Events with alcohol are not permitted until the start of the 5^th week of classes in the fall and 3^rd week of classes in Spring.
• Underage drinking is strictly prohibited.
• Students must use a valid and legal form of identification to purchase or obtain alcohol.
  
  • Any alteration of identification is considered a violation of the alcohol policy and is likely a legal violation as well.
  • A valid and legal photo ID must always be presented when requested to identify those students who are 21 or older.
• Common sources of alcohol such as punch buckets are not permitted.
• Large containers of alcohol such as kegs or party balls are only allowed at approved events when monitored by TIPS trained monitors or an approved third-party vendor.
• Hard liquor is prohibited on-campus.
• The quantity of alcohol present during social activities must be carefully limited to a “reasonable amount” for the number of persons of legal age expected to be present. See ‘Types and Quantities of Alcohol” for specific information.
• Students are responsible for any alcohol in their residences and/or rooms.
• Alcohol is not permitted in traditional residence hall lounges under any circumstances.
• Alcohol is not permitted outside unless approved by the Social Event Request Committee and meets the guidelines set forth.
• Members of the HWS community should avoid excessive alcohol consumption. Drinking that is associated with behavior that is or could be harmful to the person drinking, infringes on the rights of others in the community, or results in significant damage to property is not acceptable at HWS and is a violation of college policy.
• Activities that promote high-risk drinking, such as excessive and/or rapid consumption of alcohol, particularly of a competitive nature, are not permitted.
• No College funds may be used for the purchase of alcoholic beverages.
• Alcohol may not be mentioned in advertising and publicizing any event without the express written permission of the VPCL or their designee.
• Non-alcoholic beverages must be served at any event where alcohol is served. All non-alcoholic beverages must be purchased in proportion to the number of persons attending who are not of legal purchase age; for an open party that is roughly 75 percent of the student population. Non-alcoholic beverages should be displayed and served in a visible, attractive location.
• Food must be available whenever alcohol is served. Highly salted foods, such as potato chips or pretzels, tend to encourage drinking and, therefore, should not be the only food served. High-bulk foods, which slow the rate of absorption of alcohol, should be encouraged. In all instances, the amount of food, alcohol, and non-alcoholic beverages available should be appropriate to the number of persons attending and should be distributed throughout the event.
• Any event or activity related to the new member joining process (e.g., recruitment, etc.) must be substance free. No alcohol or drugs may be present if the event or activity is related to new member activities, meetings, or initiation into an organization, including but not limited to “bid night,” “big/little” events or activities, “family” events or activities and any ritual or ceremony.

c) Hosting an event
The following rules apply for events with alcohol:

• Social hosts must use a "bracelet system."
• The social host(s) is responsible for providing an adequate number of TIPS trained monitors as determined by Social Event Request Committee based on the expected size, specific location of the event, and standard health and safety procedures regarding crowd control.
• The dispensing/consumption area: Access into and out of the alcohol dispensing/consumption area must be controlled by monitors at all entrances. Proofing must take place at the door. Only persons 21 years and older who have the designated bracelet are allowed to be in possession of alcohol. No alcohol may be taken from the dispensing/consumption area at any time.
• All parties have a maximum of four hours in length and will end at 1 a.m., regardless of the location of the party, unless a later hour is approved by the Social Event Request Committee.
• All outdoor parties at which alcohol is served must be fenced in and adhere to NYS Liquor Authority guidelines.

TYPES/CATEGORIES OF EVENTS

a) Spontaneous/Small event
HWS recognize students 21 and older might want to gather in a spontaneous way to socialize and interact, and alcohol might be present (except in halls deemed substance free). If the spontaneous event meets the aforementioned rules governing alcohol events, students can assemble for a gathering or event in a room with alcohol without completing the Social Event Request Form. These small gatherings will be allowed to occur in residence hall rooms/suites, small houses, Greek housing, and Odell’s apartments, as long as the small gathering does not exceed the occupancy guidelines set forth below:

• In standard residence hall rooms located in Blackwell, Bartlett, Comstock, Durfee, Emerson, Geneva, Jackson, Hale, Hirshson, McCormick, Medbery, Miller, de Cordova, Potter, Rees, Sherrill and Caird, the occupancy cannot exceed seven.
• In suite style rooms located in Bartlett, Durfee, Emerson, Hale, Jackson, Medbery, deCordova, Odell’s, Potter, Rees and Caird, the occupancy cannot exceed 10 or double the occupancy plus one, whichever is greater.
• For all houses, including greek housing, the occupancy cannot exceed double the current occupancy plus one for a spontaneous event.
• The assigned residents for these spaces are considered the hosts of the events and therefore:
  
  • Must be present for the entire event, monitor the entire event, and make sure there is no underage or unsafe drinking. These residents are responsible for age verification and will also be held responsible if people under the age of 21 are found consuming alcohol.
  • Supply ample water and non-alcoholic beverages must be as visible and accessible as the alcoholic beverages that are being served.
  • Adequate food must be provided.
  • The amount of alcohol purchased must be scaled for the reasonable anticipated number of attendees of legal drinking age, typically considered 4 drinks for each person.
  • If HWS staff have concerns that a small event is not being managed well or concerns regarding the violation of policies, the event will be addressed and may be closed down.
• Students who are under 21 and choose to be in a room where alcohol is present run the risk of being documented since it is difficult to determine who has been drinking alcohol and who has not. Students who are under 21; possession of alcohol is strictly prohibited and is a violation of college policy.

b) Outdoor Events
Outdoor events are any event that occurs outside a physical building, but are limited to the outdoor perimeters the building sits on.

• Regardless of size of event, outdoor events have specific policies and time constraints.
• Each organization may request to host one (1) outdoor event per semester that involves alcohol. If an event is cancelled or moved inside due to weather, that outdoor event will not be rescheduled.
• Outdoor events are limited to Saturdays from 1:00 p.m. - 5:00 p.m. all guests must leave by 5:00 p.m. Any alterations to this timeframe will be reviewed and approved by the VPCL or their designee.
• Events must not interfere or disrupt normal activities. Events may be denied based on other campus or community activities.
• The organization must provide ample outdoor trash and recycling containers.
• The same policies and processes apply for daytime events as nighttime events.
• The size of the event will be determined by the outside space available to the club or organization. If the group does not have sufficient outside space, they may partner with another organization to use their space which will not count as the other organization’s one (1) event per semester.
• There must be one (1) centralized location for distribution of alcoholic beverages. No other location, especially members’ rooms, should be used for the distribution of alcoholic beverages. This space is staffed by a TIPS monitor.
• TIPS monitors are required at the event. The number present will be based on attendance of the event.

REQUEST PROCESS

a) Submitting a request

• The Social Event Request Form must be submitted through Engage a minimum of five (5) business days prior to the event.
• Requests are reviewed by a Social Event review committee comprised of representatives from Campus Safety and the Student Engagement Center.

b) Pre-event meetings

• Prior to an event being reviewed, the hosts listed on the event must attend a meeting with a Student Activities staff member to review all guidelines of hosting a social event.
• If an event is approved through the Social Event Review Committee, the host will be notified via email and must attend a meeting with Campus Safety and Student Engagement staff typically the Friday before the event to review details.
• All approved events through the Social Event Review Committee will be communicated to appropriate campus officials with event details.
• Failure to attend these meetings will result in the cancellation of the event.

c) Day of Event Details

• Campus Safety will conduct a pre-event walk through and walk through at least one (1) time during the event. HWS officials may visit a party more than once based on varying factors.
• If there are discrepancies between the application materials and conditions found at the event, the hosting group, the monitors volunteering at the event, the individual responsible for the event, and the executive board of the group sponsoring the event may face disciplinary proceedings.
• In addition, pending an investigation, any approved applications of future events will be suspended until such proceedings have concluded.

EVENT TIME and LOCATION

Multiple locations are available for medium-sized events based on capacity determined by the New York State Fire Marshall and the City of Geneva Code Enforcement. HWS will enforce the designated capacity. To determine the capacity for specific on-campus properties, please contact the Student Engagement Center.

a) Event Time

• On-campus events with alcohol may take place:
  
  • Friday 10:00 p.m. – 1:00 a.m. (all guests must leave premises by 1:30 a.m.)
  • Saturday 1:00 p.m. – 5:00 p.m. OR 10:00 p.m. – 1:00 a.m. (all guests must leave premises by 1:30 a.m.)
• Events must not interfere with or disrupt normal activities. Events may be denied based on other campus or community activities.

b) Event Location
Below are the approved locations for large sized events. All locations are as permitted by fire code and/or Campus Safety:

• Barn
• Bartlett Theatre
• Bristol Gym
• Bristol Field House
• Winn-Seeley Gym
• Winn-Seeley Dance Studio
• William Smith Green
• Bristol Green
• Odell’s Parking Lot
• Common Room, Scandling Center
• Saga, Scandling Center
• Café, Scandling Center
• Cellar Pub, Coxe Hall

A third-party vendor may be used for events that serve alcohol this includes the following situations:

• Whenever alcoholic beverages are sold;
• Whenever an admission fee is charged at any event where alcohol is served -- regardless of whether the fee is directly applied to the purchase of alcohol;
• Whenever a common source of alcohol is present.
• Referral to an approved vendor can be obtained from the Social Event Request Committee.
  
  • The vendor shall be required to maintain and evidence, through the issuance of a Certificate of Insurance, liquor liability coverage in an amount not less than $1 million, with the host and HWS named and evidenced as additionally insured parties on such policy.
  • The vendor must agree to and abide by all laws, regulations, and policies set forth in this handbook and established by the State of New York.
  • Approval of third-party vendors is at the discretion of the Vice President for Campus Life or designee.
  • The third-party vendor must sign the Social Event Request Form indicating that it accepts responsibility for the alcohol consumed at the event.
  • The third-party vendor is responsible for providing an adequate number of professional staff monitors as determined by Campus Safety based on the expected size, specific location of the event, and standard health and safety procedures regarding crowd control.

TIPS MONITORS

TIPS training will be offered to all students on campus. Successful completion of the training will make them eligible to be monitors at events with alcohol present. Organizations sponsoring an approved medium or large event with alcohol will be required to contact and secure TIPS monitors from the list of on campus trained TIPS monitors (provided on the Student Engagement website). At least 50% of the TIPS monitors for a single event must be non-members of the sponsoring organization.

a) There must be AT LEAST the number of TIPS monitors below, whichever is greater:

• Based on exterior doors:
  
  • One (1) TIPS monitor for each exterior door to the venue AND
  • One (1) monitor stationed to distribute alcohol AND
  • One (1) monitor as a floater OR
• Based on attendance:
  
  • Three (3) TIPS monitors for an event with < 75 students
  • Four (4) TIPS monitors for an event with 76 < 100 students
  • Six (6) TIPS monitors for an event with 101 < 150 students

b) Trained TIPS monitors volunteering at a registered event will be required to attend a meeting or complete an online module to refresh their skills the week prior to their event.

c) Locations for the TIPS monitors will be reviewed with the Social Event Request Committee (i.e. front door for ID check and bracelets, bar area, door monitors, etc).

TYPES AND QUANTITIES OF ALCOHOL ALLOWED

a) The amount of alcohol at the event must be scaled for the planned number of attendees that is 21+. Generally, this is considered the equivalent of four (4) 12 oz. beers/person or the equivalent wine, seltzer, or hard cider. For example, an event with forty (40) 21+ attendees could provide one (1) keg.

b) Only beer, wine, malt beverages, hard cider, or seltzers are allowed. These beverages must not have an alcohol content that exceeds 15 percent. No hard liquor is allowed at any event.

c) No glass bottles are permitted.

d) Only one (1) alcoholic beverage may be acquired at a time.

e) Approved student events are allowed the choice of two alcohol options:

• Groups may provide beer, seltzers, cider, or wine. Large containers of alcohol such as kegs or party balls are not allowed.
• An event may be BYOB with the following stipulations:
  
  • All alcohol must be at the venue at least 4 hours prior to the start of the event.
  • Alcohol is limited to beer, wine, hard cider, or seltzers with BACs at 15% or less. No hard liquor is allowed.
  • Only one alcoholic beverage can be distributed at a time, per person.
  • Each 21+ attendee bringing their own alcohol is limited to four (4) cans or one (1) bottle of wine.
  • Hosts of the event must mark and store the alcohol at the bar area of the event.
• Alcohol will be inventoried during Campus Safety’s pre-event walk through. If there is deemed to be an excessive amount of alcohol for the number of 21+ on the attendee list, the event will be cancelled.
• Regardless of the option chosen, all alcohol must be monitored by a TIPS trained monitor or third-party vendor who will distribute the alcohol.
• No College money can be used to pay for alcohol.

ATHLETIC-RELATED EVENTS AND OCCASIONS

a) Alcoholic beverages are prohibited at all athletic events, with the exception of tailgate parties and sanctioned booster club activities, which must adhere to the following conditions:

b) All federal, state, and local laws apply, as well as applicable HWS policies and procedures.

c) Underage drinking is prohibited.

d) These parties are permitted only during the hour before, the hour after, and at half-time of the athletic event.

e) Those wishing to tailgate must park in an assigned, restricted area. Consumption of alcohol must be confined to this area.

f) The amount of alcohol to be consumed must be a reasonable quantity, suitable to a picnictype gathering.

g) Parents, guests, and others must ensure that persons under the age of 21 are not served alcohol.

h) “Common source” containers are prohibited in the tailgating area.

i) Guests are requested to cooperate with Campus Safety and athletics department personnel in restricting alcoholic beverages to the designated area and in prohibiting underage use.

j) Underage drinking and/or disruptive behavior of any kind will result in the event being closed down.

FACULTY-SPONSORED EVENTS AND INSTITUTIONALLY SPONSORED EVENTS ON CAMPUS

HWS value and seek to encourage occasions at which faculty and others include students in dinners, receptions and other events, providing for informal interactions. To assure that HWS meet their legal responsibilities when alcohol is served, on-campus events sponsored by faculty, administrative, and other institutional departments, programs, organizations, or sponsors at which alcohol is to be served and students are present must be catered by Sodexo or another approved third-party vendor. Event sponsors are responsible for assuring that no underage drinking occurs and that underage students and others who do not wish to drink alcohol are provided with suitable options.

EVENTS AND SOCIAL OCCASIONS OFF CAMPUS

a)Students living off campus are expected to meet state and local laws governing alcohol and other substances.

b) Underage drinking and/or disruptive behavior of any kind may result in criminal prosecution and penalties by civil authorities and disciplinary action and sanctions on the part of HWS.

c) Parties and events sponsored by student organizations are governed by the policies and procedures described in this policy, regardless of location on or off campus.

d) Faculty and other staff and employees are advised that any events in homes or elsewhere off campus at which students are present and at which alcohol is served are governed by the policies and procedures described herein, when the occasion can be reasonably described as arising out of the faculty or staff member’s relationship to students as teacher, coach, adviser, department or program director, employer, employee, or co-participant in an institutionally-sponsored, sanctioned, or related activity. Underage drinking is prohibited.

e) Under no circumstances may College funds be used to purchase alcohol to be consumed by students except in the case of on-campus dinners, receptions, and similar events catered by Sodexo or another third-party vendor. These policies and principles extend to faculty and all other employees supervising all off-campus activities, including (but not limited to) off-campus semesters, field trips, athletics and other travel, and attendance at conference.

GREEK, THEME, SMALL HOUSE, and CLUB/ORGANIZATION HOSTING POLICY and GUIDELINES

	Late Night Event (No Alcohol)	Late Night Event (Alcohol)	Educational or Social Program
Start Time	9pm or later	9pm or later	Before 9pm
End Time	1:00am	1:00am	9pm
Safety Measures	A designated social host student(s) must be positioned at the main entrance to ensure bottles and beverages are disposed of upon entry.	After a Social Event Request is submitted and approved, a social host safety plan will be created with the Social Hosting Review Committee. The event checklist provided by the review committee is used as a guideline to ensure all steps are followed.	As a program with goals and objectives, specific needs will be evaluated in a proposal meeting with Student Activities & Greek Life staff.
Food and beverages	As a non-alcoholic event, food and beverages provided will be the responsibility of the hosting organization.	All alcohol events may utilize a third party vendor. If not using a third party caterer, organizations must follow the TIPS-training section of the social host policy. As an alcoholic event, NYS have particular regulations around serving alcohol. Food and non-alcoholic beverages must be served at any event where alcohol is served. All non-alcoholic beverages must be provided in proportion to the number of people attending who are not of legal drinking age. A variety of non-alcoholic beverages is recommended (e.g., soda, sparkling water, etc.) Non-alcoholic beverages should be displayed and served in a visible, attractive location. Alcohol will be in proportion to guests who are 21 years of age and older. Alcohol may be provided by a third party vendor, such as Sodexo. If using a third party caterer, the contract with the third party vendor must be signed between the vendor and the Office of Student Activities & Greek Life.  An alcohol permit must be coordinated at least one month in advance.	As a non-alcoholic event, food and beverages provided will be the responsibility of residents or club planning the event.
Campus Safety or Staff Presence	Campus Safety will conduct a walkthrough of the venue within one hour of the event’s start to ensure all requirements have been met. Campus Safety will walk through the event after the end time to ensure the event has finished and guests depart the building. Additional walkthroughs of the event may take place at any time.	A safety plan for the event will be created with Social Hosting Review Committee prior to the event.  Campus Safety will be utilized during the event.  The hosts must follow social host guidelines related to the event safety plan with monitors, guest list, clicker for occupancy, and wristbands for guests 21 and older. Additional walkthroughs of the event may take place at any time. Campus Safety will walk through of the event after the end time to ensure the event has finished and non-residents/attendees depart the building.	Campus Safety may walk through the event at any time.
Number of guests	Dependent upon NYS Fire Regulations. Per the Community Standards, should not exceed double the house occupancy plus one. In some situations, NYS Fire Regulations may permit larger groups in houses that have larger than standard common spaces. Occupancy guidelines can be provided by the Office of Student Activities & Greek Life.	Dependent upon NYS Fire Regulations and per the Community Standards, should not exceed double the house occupancy plus one for spontaneous events. In some situations, NYS Fire Regulations may permit larger groups in houses that have larger than standard common spaces. Occupancy guidelines can be provided by the Student Activities & Greek Life. Medium sized/large sized events must have a ratio of 1 trained TIPS monitor for every 25 people in attendance.  These monitors are responsible for the oversight of the event with regard to alcohol policy, risk management, and safety concerns. Greek and Club events approved and reviewed by Social Event Request Committee. Small and Theme House events approved and reviewed by Social Event Request Committee.	Dependent upon NYS Fire Regulations and per the Community Standards, should not exceed double the house occupancy plus one for spontaneous events. In some situations, NYS Fire Regulations may permit larger groups in houses that have larger than standard common spaces. Occupancy guidelines can be provided by the Office of Student Activities & Greek Life.
Approval	Greek & Club events and Small & Theme House events are approved and reviewed by Social Event Request Committee.	Greek & Club events and Small & Theme House events are approved and reviewed by Social Event Request Committee.	Greek & Club events and Small & Theme House events are approved and reviewed by Social Event Request Committee.