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. Events with alcohol can be hosted on campus in select buildings, atriums, classrooms, and venues. Off-campus venues may include restaurants, bars, community halls, and banquet halls.
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, an email, a formal contract, etc., showing that your group has confirmed that the venue is prepared to host your event.
- The start and end time of alcohol service, as well as the end of consumption time. 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 they do not promote high-risk drinking and that no U of A logos/trademarks are included.
- A copy of 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, please provide front and back images of the ticket. Groups must ensure tickets and advertisements do not offer “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 insurance requirements.
For venues that require a private special event license from AGLC (e.g. a community hall), additional event requirements must be met. These requirements can be found in Event Organizer Training. Due to the complex nature of these events and the greater degree of liability assumed by the student group, please submit earlier than the 15 business day minimum while still in the planning stage to allow time for feedback.
If you are unsure about requirements or have any questions, please reach out to the Student Affairs Advisors for assistance as soon as possible.