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Logo: Western University Canada
Residents' Council Portal
Logo: Housing at Western University
Online Event Proposals - Out-of-Residence with Alcohol

EVENT PLANNING GUIDELINES

PRIOR TO SUBMITTING YOUR PROPOSAL

  • Develop a detailed event budget
  • Develop theme
  • Discuss the event with your Residence Life Coordinator for feedback
  • Tentatively book your desired venue and vendors
  • Review all venue/vendor contracts with Housing officials before signing them
  • Submit your proposal online a minimum of 21 days prior to your event date

EVENTS INVOLVING ALCOHOL

  • Food and non-alcoholic beverages must be available when alcohol is served
  • No extra strong or extra large drinks are to be served
  • Venue cannot offer special pricing on drinks for your event
  • Participants may purchase no more than two (2) drinks at any one time
  • It is the responsibility of the organizer to purchase wristbands (available at Purple Door) and have event security attach wristbands to of-age participants when checking identification prior to entering the venue.

EVENT MONITORS

  • Event monitors are required at all student events
  • The required ratio of event monitors to participants is 1:20. However, the Housing Department reserves the right to amend the monitor ratio requirement.
  • Event monitors must:
    • abstain from alcohol for duration of event
    • meet 30 minutes prior to event start with event organizer for review of protocols
    • be the eyes and ears to ensure a safe event, reporting any foreseeable problems to staff
    • accompany an intoxicated resident back to the residence front desk and have a staff member on duty called to check in with the student (note: it is preferable to have two monitors accompany a student back to residence who has been asked to leave an event)
    • be clearly identifiable at the event
    • ensure only approved participants use bus transportation
  • It is recommended that 2-3 monitors be smart-serve trained

TRANSPORTATION

  • No alcohol is allowed on buses
  • All participants must use the transportation both to and from the venue, unless a specific letter is submitted from a participant
  • Trips must depart and return from the same location
  • A minimum of 1 (one) event monitor is required on each bus
  • Consider staggering bus departure times to accommodate participants' needs
  • Have taxi fare available at local events for emergency purposes
  • Highly intoxicated participants will be sent back to residence by taxi accompanied by an event monitor

FOOD

  • At all times you should attempt to purchase food from a licensed food provider
  • In the event that students will be preparing and/or serving food at an event, please adhere to the following food safety guidelines outlined by the Middlesex-London Health Unit: http://www.healthunit.com/article.aspx?ID=10675
All fields are required
I have read and understand the Event Planning Guidelines
Section 1: Organizer Details
Organizer Name:
Organization:
E-Mail:
Phone:
( ) -
Residence
 
Section 2: Event Details
Event Name:
# of Participants:
people
Event Date:
(mm/dd/yy) Click Here to Pick date
Start Time:
  :     -  
Approximate End Time:
  :     -  
Venue:
Venue Address:
Street    City    Province    Postal Code    
Please provide a brief description of your event: Include themes, objectives, itinerary, etc.
 
Section 3: Alcohol
Approximately how many participants will be under the age of 19? --- participant(s)
What controls will be implemented to prevent underage consumption of alcohol?
Security, monitors, wristbands, etc.
 
Section 4: Event Monitors
# of Student Event Monitors: (Ratio: 1monitor for every 20 participants) --- Monitor(s)
 
Section 5: Transportation
Will you be organizing transportation for this event:
If Yes, please complete the following:
Method of transportation:
Carpool     LTC     Contracted Bus Company     Other
Pick Up Time:
Pick Up Location:
Drop Off Time:
Drop Off Location:
Additional Information: Recipients of 1 way transportation, number of buses, student driver info, etc.
 
Section 6: Food
Will food be served at this event:
If Yes, please complete the following:
Food to be prepared/served by:
Students     Venue     Catering Company     Other
Additional Information: Menu, details of any student involvement in food prep/service, etc.