Events with Alcohol

Events with alcohol are considered high risk. Student groups are permitted to host events with alcohol on or off campus at licensed venues or venues that can be licensed through an AGLC private special event license. Groups that host their events with alcohol on campus can host their event in select buildings, atriums, classrooms, and venues. Groups that host their events with alcohol off campus can host their events in restaurants, bars, community halls, and banquet halls. Depending on the venue, the requirements for approval may be more complex (for example, having to obtain a private special event license from AGLC for a community hall rental). Whether an event venue is staffed (e.g. bartenders and security) impacts the risk management requirements for which groups are responsible. The greater risks associated with different types of venues may result in a longer approval timeframe so it is encouraged that groups submit early during the planning stage, even though details will not be finalized, so that groups can receive feedback on risk management requirements. If you are unsure about the requirements please reach out to the Student Affairs Team as soon as possible and they can assist you.

All events with alcohol have the following requirements:

• Primary Event Organizer (PEO) and Secondary Event Organizers (SEO) with valid Event Organizer Training.
• A Risk Assessment Plan and Emergency Action Plan with a minimum of 5 risks. These planning templates can be found in the event submission form and are required for high-risk events as they help groups identify and assess risks as well as plan mitigation and emergency response measures.
• A copy of the venue booking confirmation. This can be a screenshot, a forwarded email, a formal contract, etc., showing that your group has made arrangements with the venue for your event and that the venue is prepared to host your event. This will need to be done before event approval is granted.
• The start and end time of alcohol service, as well as the end of consumption time, which is the period when individuals are allowed to drink, but can not order any more alcohol. It is legally required that consumption time extend at least one hour after the end of service.
• A copy of your event advertisement(s), ensuring that there are no U of A logos/trademarks included.
• A copy of your physical or electronic tickets for the event, including the ticket disclaimer language. Please reach out to the Student Affairs Team for the correct ticket disclaimer language. For physical tickets, you will need to provide front and back images of the ticket. Groups must ensure their tickets and advertisements do not indicate “free drinks” as AGLC only allows “prepaid drinks”.
• Insurance that includes liquor liability (either annual or event insurance). Please review Risk Management & Insurance - Student Groups to learn more about requirements your group must meet regarding insurance.

If your student group chooses to host an event with alcohol at a location where you need to obtain a private special event license from AGLC, additional event requirements must be met. These requirements can be found in Event Organizer Training. Due to the complex nature of these events, please submit earlier than the 15 business day minimum when still in the planning stage to allow time for feedback as your group works towards finalizing plans.