Policy Statement
1. Guidelines for Events Involving Alcohol
1.1. The King’s University accepts the serving and consumption of alcohol at a University event when it is done in a responsible manner, hosted anywhere (whether on or off campus) by Event Organizers/Applicants. The possession and consumption of alcohol in the residences is governed by The King’s University Community Living Standards.
1.2. Any on-campus internal/external event involving alcohol must be held in an approved location. The Event Organizers/Applicants must comply with the terms and conditions of relevant provincial legislation and regulations and related University policy and procedures. The University reserves the right to take action for non-compliance.
1.3. Expenditures for alcohol at a University event (including license and insurance) are eligible for reimbursement under the following conditions:
a. The alcohol is purchased for consumption at a University event approved under this policy;
b. Following the event, any remaining alcohol is returned to the liquor outlet for refund;
c. The expenditures are funded by a cash bar on a cost recovery basis. Proceeds from the sale of alcohol are to be used in service of student scholarships.
1.4. Any University faculty, staff, Senate or Board of Governors member hosting or organizing University events at their private residences where alcohol is consumed, does so in a responsible manner.
1.5. The University embraces its responsibility to heighten awareness and knowledge within its community regarding hosting of events at which alcohol is served. The University recognizes its social and legal responsibility to ensure the safety and welfare of those at University events where alcohol is served.
2. Policy Goals
2.1. This policy aims to:
•a. Take reasonable steps to host events in a safe manner for guests and organizers of University events involving the serving and consumption of alcohol
•b. Take reasonable steps to minimize the legal liability of the University and its faculty and staff
•c. Allow for the orderly and efficient operation and administration of University events involving alcohol both on and off campus
•d. Permit the sale of alcohol on campus at private/external events.
3. Policy Scope
This policy applies to any members of The King’s University community who sells or serves alcohol at University events, who is responsible for organizing or hosting University events, any external clients who rent space at the University and serve alcohol at their booking, or who may enforce federal or provincial legislation or University policies, rules, and regulations.
4. Authority
Please refer to the Alberta Liquor and Gaming Commission. https://aglc.ca/
5. Roles and Responsibilities
5.1. Event Organizers/Applicants: Event Organizers/Applicants are responsible for ensuring the safety and well-being of those who attend the event. This means the following is required:
•a. Event Organizers/Applicants are present at the event at all times and are easily identifiable.
•b. Alcohol bartenders are certified under ProServe or equivalent.
•c. Staff or volunteers monitoring the event must be easily identifiable. Provide one supervisor for every 50 people plus one supervisor for each entrance and exit.
•d. Alcohol is not consumed prior to or during the event by Event Organizers/Applicants, alcohol servers and staff or volunteers monitoring the event.
•e. Everyone who is served alcohol is at least eighteen years of age. Proof of age is requested for those who appear to be 25 years or under.
•f. No unauthorized alcohol is served or consumed on licensed premises.
•g. Over-consumption of alcohol is monitored and controlled. Anyone who appears to be intoxicated is not served. Provide alternate transportation as required.
•h. Substantial food is served at the event and is available throughout the event to meet the demands of all attendees.
•i. Non-alcoholic beverages are available to attendees.
•j. All Alberta Gaming and Liquor Commission and University regulations with respect to the serving of alcohol are complied with.
5.2. Conference Services: The University Conference Services department is responsible for ensuring:
•a. The serving of alcohol at a University event held on campus is in accordance with the license granted to the hosting group and alcohol is not taken beyond the licensed area.
•b. Assistance and advice is provided to the group hosting events at which alcohol is to be served.
•c. An adequate number of staff or volunteers are monitoring the event (one for every fifty attendees plus stationary staff or volunteers at each entrance/exit).
•d. The information provided on the application forms with respect to applicants, expected attendees and food served at events where alcohol is to be served is confirmed.
•e. The University’s Facilities and Food Services departments are notified when an application to serve alcohol is approved.
•f. Compliance with all associated legislation and regulations and that order is maintained and the proper authorities are called in the event of a problem.
•g. The Vice President of Finance shall have the authority to approve third party events hosted at King’s that would like to serve alcohol (e.g., weddings). Special emphasis should be placed on whether events would raise legal and reputational risk for The King’s University. Events where alcohol/inebriation would be the general theme or purpose of the event are outside the spirit of this policy.
•h. The King’s University may be contracted to serve alcohol at third party events hosted at King’s as part of King’s hospitality offering.
Definitions
•Alcohol: Means wine, beer, cider, spirits, or other products that are intended for human consumption in which the percentage of alcohol by volume exceeds 1%
•Event Organizers /Applicants: Are the hosting group represented by a current member of University administration, faculty, staff, students, Senate or Board of Governors
•Intoxicated: Means exhibiting diminished mental and physical abilities or socially unacceptable behavior while under the influence of alcohol
•Private Function: Means an event open only to invited guests, or members of a defined group
•ProServe: Means the Alberta ProServe Liquor Staff Training program offered by the Alberta Gaming and Liquor Commission to promote responsible liquor service in Alberta
•Public Function: Means an event open to the general public
•Responsible Manner: Means using alcohol as a beverage to complement an event rather than being the primary focus, supporting a healthy drinking environment where the decision not to drink is respected, and consuming alcohol in a manner that does not diminish mental or physical abilities nor affect normal and socially acceptable behavior.
•Socially Acceptable Behavior: Means the behavior within the bounds of propriety expected at social occasions. Behavior that causes or is likely to cause harassment, alarm, or distress is socially unacceptable. Examples of socially unacceptable behavior are abusive and intimidating language, excessive noise, and intoxication.
•Substantial Food: Is food that has substance and provides abundant nourishment, such as chicken wings, pizza, sandwiches, etc. Substantial food does NOT include snack items (e.g. chips, peanuts, etc.)
•Unauthorized Alcohol: Is any alcohol served or consumed on University premises that has not been purchased and served under the authority of the Special Event Liquor License by a server with ProServe certification. Homemade wine, beer, cider, or spirits cannot be served or consumed and are not allowed on licensed premises.
•University Event: Means any event or activity that is organized, hosted, sponsored, or co-sponsored by The King’s University, a faculty or staff member, whether on campus or at an off-campus location; where University funds are spend directly on organizing or operating the event or to reimburse costs associated with the event; and, that could reasonably be perceive as a University event because of the involvement of University faculty, staff, Senate or Board of Governors members. A social event where University funds are not involved held at a private residence, is not considered a University event and the home owner assumes full responsibility and risk as host.
Procedures
Procedure Statement
1. REQUESTS TO SERVE ALCOHOL A request for permission to serve alcohol at a University event must be submitted by the Event Organizers/Applicants to the Conference Services Office. The request must be submitted at least thirty (30) business days ahead of the event if it is a private function or ninety (90) days ahead of the event if it is a public function.
2. OBTAINING A LIQUOR LICENSE The Event Organizers/Applicants are responsible for obtaining the appropriate Special Event Liquor License issued by private liquor outlets in case of a private function or issued by the Alberta Gaming & Liquor Commission in case of a public function and for ensuring that all conditions of the license are adhered to. A license is required for events held in public places, including the University campus, community halls, parks, banquet rooms. A license is not required for events held in private residences.
3. LIQUOR LIABILITY INSURANCE The Event Organizers/Applicants are responsible for obtaining a liquor liability insurance policy that names The King’s University as additionally insured. The policy should be for at least $1 million for the event. A liquor liability policy can be obtained on request from an insurance broker or via the University Administration and Finance Office. Insurance is not required for smaller gatherings held in private residences since the home owner’s policy would be in effect.
4. LOCATION The Event Organizers/Applicants must ensure that the location is suitable for the licensed function. The number of patrons attending the function must not exceed the capacity of the room or the number listed on the license. Outdoor licensed areas must be suitably enclosed with control points for entry and exit and the enclosure and control points must comply with fire safety and evacuation requirements.
5. POLICY VIOLATIONS AND SANCTIONS
5.1. The University does not tolerate conduct which endangers others or is in violation of applicable legislation, University policies, procedures, rules and/or regulations.
5.2. If Event Organizers/Applicants and/or their representatives/guests or individuals attending the event violate the terms of this policy or any other applicable rule, policy, law, procedure, regulation, or engage in unsafe or irresponsible behavior, the University may take one or more of the following actions, if appropriate:
•a. Cancellation or immediate shut down of the event without notice
•b. Temporary or permanent suspension of future alcohol-related event privileges
•c. Take any and all appropriate measures, both internal to the University as well as through external legal means, to ensure conformity with the present policy
Accountability
Office of Accountability: Finance & Operations
Office of Administrative Responsibility: Conference Services
Approved By: President’s Council
Relevant Policy Dates
Last Approved September 8, 2021
Changes Effective November 2021
Review Frequency 3 years
Modification History
6 June 2017 Approved
September 2021 Approved