Please note: This policy is currently under review.

Indiana University Seal

Service of AlcoholFIN-INS-10

Scope

This policy applies to all events on Indiana University property as well as Indiana University events held at other locations.

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Policy Statement

Indiana University campuses, schools and programs may occasionally sponsor and host events for employees, visitors, and/or graduate students at which alcoholic beverages may be appropriate. The relevant dean or director should be aware of these events and understand the measures taken to ensure that no underage persons will consume alcohol and that the general arrangements for the event are of a quality and character in keeping with the traditions of Indiana University.

For events on campus and/or using university facilities, the IU unit hosting the event must receive the approval of the campus Provost or Chancellor via the procedures below if alcohol will be served.

Sponsorships of an IU unit or event at any location by an alcohol-affiliated company must also have the approval of the Provost or Chancellor, as well as the Office of Sponsorships, Licensing, and Trademarks.

According to the IU Allowable Hospitality Expenses policy, alcoholic beverages, including those associated with meals, are not allowable expenses from any university account.

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Reason for Policy

The serving of alcohol requires attention to compliance with legal obligations as well as the responsibility to minimize any inherent risk arising from misuse of alcohol. The serving of food and alcoholic beverages on university property and/or in conjunction with university functions is also limited by other university policies including financial policies, environmental health and safety policies, and the Code of Student Rights, Responsibilities and Conduct.

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Procedures

A. Approval needed to serve alcohol at university facilities; and/or to have sponsorship by an alcohol affiliated company at any location:

Approval to serve alcohol on campus and/or at a university facility must be obtained from the campus Chancellor or Provost by submission of the linked form (or a version modified by a campus and approved by VP&GC office.) In addition, IU units that wish to have an alcohol-affiliated company sponsor an IU event or program regardless of the location must submit an approval request to the Provost or Chancellor using the linked form. Campuses may establish their own methods for distributing and collecting the approval forms, which must also include distribution of the approval to INLOCC and also to Procurement when a vendor is involved.

In both situations, the Chancellor or Provost should consider:

  1. The potential impact on student safety and welfare;
  2. The anticipated age of attendees at the event (alcohol may not be served and sponsorships may not be permitted at events targeted predominantly toward undergraduate students);
  3. The nature and size of the event;
  4. The frequency of the unit's requests to serve alcohol or enter into sponsorship arrangements with alcohol-affiliated entities;
  5. The reputation of the proposed vendor or sponsor in the campus community, considering the entity's local involvement and the potential impact on the perception of the University;
  6. Whether the alcohol vendor is appropriately insured as determined by IU's Office of Insurance, Loss Control, and Claims (all vendors must be approved by INLOCC); and
  7. Whether alcohol service will be at an IU event or an event being held by another organization to which IU has leased its facilities (more leeway could be granted to outside organizations so long as the event is targeted to individuals over the age of 21).

On each campus, the Provost or Chancellor will be authorized to approve or reject such requests, but all agreements or contracts must still be reviewed and executed in accordance with the University's existing purchasing and signature authority policies.

Private events held by external customers at university facilities for which event rental is part of the primary business (e.g. Indiana Memorial Union, IU Auditorium, etc.) do not need the approval of the Provost or Chancellor, but must use an approved facility lease agreement with the external customer. IU events at those locations must still obtain campus approval.

B. Requirements for providers of alcohol service at university facilities:

  1. The provision of and service of alcoholic beverages must be completely catered by an established firm or licensed bartender which is currently licensed by the State of Indiana Alcoholic Beverage Commission with an "off-premises" permit and is an approved vendor for alcohol, or by a university unit authorized to serve alcohol.
  2. An external user of University facilities (customer) will not be permitted to provide alcoholic beverages, serve them, or in any way handle the service. All persons engaged in the service of alcohol must be agents of the licensed vendor or authorized staff of the university unit providing the service.
  3. When the service of alcohol on university property is for the benefit of an external customer, the services of the beverage vendor must be contracted for by the customer, not by the university.
  4. When the service of alcohol is for an external customer using university facilities, the university contact person for this function must receive a fully executed, original copy of the contract along with a copy of the vendor's State of Indiana permit for that specific occasion at least three business days prior to each occasion alcohol is to be served.
  5. No alcoholic beverages may be served for any group of undergraduate students of the University, or for any events targeted predominantly toward undergraduate students.

C. Requirements service of alcohol at IU events NOT at university facilities:

  1. If the provision of and service of alcoholic beverages is by a caterer or licensed bartender, the company must be an approved vendor per the list in Section B(1) above and the IU Office of Procurement Services (Purchasing) must approve the contract.
  2. If the provision of and service of alcoholic beverages is at an establishment that serves alcohol as part of its business, Procurement must approve any contracts, but no Certificate of Insurance is needed.
  3. No alcoholic beverages may be served for any group of undergraduate students of the University, or for any events targeted predominantly toward undergraduate students.

D. Contract requirements for alcohol service by vendors at any location:

  1. Any agreement to serve alcohol at an event must be memorialized by a contract.
    a. If the event is held by a university unit, this contract must be managed by the IU Office of Procurement Services (Purchasing).
    b. If the event is held by an external customer, the contract must be between the external customer and the vendor.
  2. The contract will provide that the vendor indemnify and hold harmless the university with respect to occurrences arising out of the service of food and/or alcoholic beverages. The language will be similar to the following language which can be found at: http://inlocc.iu.edu/Policies/SampleLanguage-FoodAlcohol.docx

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Definitions

Indiana University Property – Buildings, grounds, and land that are owned by Indiana University or controlled by Indiana University via leases or other formal contractual arrangements to house ongoing IU operations.

Establishment - A place of business where food and/or alcohol are regularly served, e.g., a restaurant or catering hall.

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Sanctions

Violations of this policy may result in denial of permission for a unit to serve or purchase alcohol. Any violations of university policies by an individual will be dealt with in accordance with applicable university policies and procedures, which may include disciplinary actions up to and including termination from the university. Suspected violations of law will be referred to law enforcement and may result in criminal penalties.

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Additional Contacts

Contact Phone Email
Larry Stephens, Director, INLOCC  812-855-0104

stephenl@indiana.edu

Mike Jenson, Director, Environmental Health and Safety Management 812-855-3231

mjenson@iu.edu

Graham McKeen, EHS 812-856-5482 gmckeen@iu.edu 
Kutina England, INLOCC 812-855-0837 kudavis@iu.edu

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History

This policy was established on December 1, 1996.

This policy was revised in 2015.

Previous Versions:

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