Events with Alcoholic Beverages: BAS-0009 (Formerly EVC001)
Effective Date: November 15, 2021
Last Revision Date: August 20, 2021
Events with Alcoholic Beverages
(Policy BAS-0009)
I. Purpose of the Policy
The University of California, Santa Cruz (UCSC) allows for the legal and responsible use of alcoholic beverages while assuring compliance with applicable state and federal laws and regulations. This policy ensures the university is within compliance for the sale, consumption, and distribution of alcohol at UCSC Events.
II. Definitions
Closed Event: Events that limit attendance via direct invitation.
Event: Any activity serving a university business purpose that is authorized, organized, and/or controlled by a UCSC employee or other individual serving as the University's principal representative regardless of where or when the event is held. Events may include but are not limited to meetings, performances, rallies, social gatherings, receptions, and fundraising activities.
Open Event: Events that are open to the general public.
III. Roles and Responsibilities
Certified Alcohol Server: The individual who is certified through ABC’s Responsible Beverage Service training and provided through a qualified third-party vendor.
Designated Beverage Server: The individual(s) who is designated to distribute food and/or beverages and who meets the following requirements. Designated beverages servers do not need ABC’s Responsible Beverage Service certification.
Official Host: The individual physically representing the university at the event who ensures all University policies are followed and certifies that all expenses were incurred for a substantial and official university purpose, confirms the number of attendees at the event. The Official Host may not be the same person as the EEC; the EEC is the person certifying expenses.
Event Organizer: The individual making arrangements, ordering food, etc.
Top-level Event Expense Certifier (EEC): The individual with delegated authority to approve events including alcohol, who certifies that the event will comply fully with all of the applicable requirements of the Events with Alcoholic Beverages: BAS-0009 policy. An EEC cannot serve as the Official Host but may attend the event as a guest.
IV. Detailed Policy Statement
All Events where alcoholic beverages are served or consumed (including donated) require compliance with the following:
Closed Events
Number of attendees |
Ticket for admission fee |
Type of server required |
University supplied alcohol allowed? | Donated alcohol allowed | Event Assistance Form required | ABC Permit required |
149 or less | No | None | Yes | Yes | No | No |
150+ | No | Designated Beverage Server(s) | Yes | Yes | Yes | No |
149 or less | Yes | Certified Alcohol Server(s) supplied by third-party | No | No | No | Yes |
150+ | Yes | Certified Alcohol Server(s) supplied by third-party | No | No | Yes | Yes |
Open Events
Number of attendees |
Ticket for admission fee |
Type of server required |
University supplied alcohol allowed? | Donated alcohol allowed | Event Assistance Form required | ABC Permit required |
149 or less | No | Designated Beverage Server(s) | Yes | Yes | No | No |
150+ | No | Designated Beverage Server(s) | Yes | Yes | Yes | No |
149 or less | Yes | Certified Alcohol Server(s) supplied by third-party | No | No | No | Yes |
150+ | Yes | Certified Alcohol Server(s) supplied by third-party | No | No | Yes | Yes |
Logistics
A. Events on UCSC premises with 150 attendees or more are considered Major Events and require an Event Assistance Form be submitted to the UC Police Department four weeks in advance to make arrangements for the appropriate level of security.
B. Attendees less than 21 years of age must be restricted from direct access and may not possess or consume alcoholic beverages.
C. Non-alcoholic beverages, food, and snacks must be available during the same time alcoholic beverages are made available.
D. Stop providing alcohol at a reasonable time—preferably at least an hour before the event is scheduled to end.
E. Alcoholic beverages are considered to be served or consumed at the event per university policy, regardless of whether they are purchased or donated.
F. Individuals must dispose of all open or not consumed alcoholic beverages before leaving the premises.
Third-party Vendors
A. When alcoholic beverages are available through a no host/cash bar, the third-party vendor is required to independently obtain an ABC permit in their own name and provide ABC certified alcohol servers.
B. The ABC permit application requires the signatures of the property owner and law enforcement authorities. Only those who have been formally delegated these authorities may place signatures on the application.
C. Individuals planning to sponsor events that enter into a profit share agreement with a separate non-profit entity to manage, host, and collect ticket or admission fees must consult with Campus Counsel.
Restrictions
B. Individuals are prohibited from bringing their own alcoholic beverages to Open Events.
C. State funds may not be used to purchase alcoholic beverages. Federal funds, such as from sponsored awards, may not be used to purchase alcoholic beverages unless the award explicitly allows such a purchase.
D. The California Constitution prohibits the sale or manufacturing of alcoholic beverages by the University, including by University Catering. Exchanging any consideration for alcoholic beverage service constitutes a sale. “Consideration” includes money, tickets, tokens, or chits that have been issued in exchange for money or anything else of value. Events with ticket or admission fees may not include free alcoholic beverages.
V. Compliance
VI. Getting Help
The units and individuals below provide assistance to campus units in relation to the policy.
If you need help with ... | Contact... |
questions about this policy | Marie Logan, Director, Operations & Strategic Initiatives, Vice Chancellor’s Office, Business and Administrative Services, logan@ucsc.edu, 831-459-3890 |
the entertainment process | ● CruzBuy questions: buy4me@ucsc.edu ● Entertainment Policy questions: entertainmenthelp@ucsc.edu ● Entertainment Reporting form technical questions: finaff-tech@ucsc.edu ● Vendor payments and expense reimbursement questions: aphelp@ucsc.edu. |
event safety and security | Mary Garcia , Chief of Police, UC Police Department, mgarc246@ucsc.edu or https://police.ucsc.edu/services/event.html |
University Catering Services | https://catering.ucsc.edu/ or 831-459-4600 |
insurance requirements | Jennifer Yeager, Associate Director, Risk Services, jyeager@ucsc.edu, 459-5154, or https://risk.ucsc.edu |
non-affiliates or outside organizations/groups - Use Permit process | Nikki Vamosi, Director, Real Estate and Contract Services, nvamosi@ucsc.edu or https://financial.ucsc.edu/Pages/RECS_Dept.aspx |
tax credit for donations | the Gift Administration Manager, University Development, urfrontdesk@ucsc.edu, or https://urelations.ucsc.edu |
VII. Applicability and Authority
This policy on Events with Alcoholic Beverages applies to all Events where alcoholic beverages are served or consumed.
This policy supersedes the Campus Alcoholic Beverage Policy for UCSC Sponsored Events policy dated 08/31/2011.
The Vice Chancellor, Business and Administrative Services is the campus authority for the Events with Alcoholic Beverages policy. This policy was reviewed and approved by Campus Provost/Executive Vice Chancellor, Lori Kletzer, on 11/15/2021. This policy will be reviewed every five years.
VIII. Related Policies.References for More Information
Appendix A: Flow Chart for Alcoholic Beverages Served at Events
Related Policies and Procedures
Entertainment, and Other Occasions, http://policy.ucop.edu/doc/3420364/BFB-BUS-79
Policy on Substance Abuse, dated 11/20/1990, http://policy.ucop.edu/doc/4000386/SubstanceAbuse
UC Santa Cruz Policy
Financial Affairs Entertainment Guide, https://financial.ucsc.edu/Pages/Entertainment_EventExpenseGuide.aspx
Major Events, DSAS-0001 [link tba]
Related Delegations of Authority
UC Santa Cruz Delegation of Authority to Sign Alcoholic Beverage Control License Applications (SCDA 0554.01) dated October 15, 2021
UC Santa Cruz Redelegations of Authority, Authority to Approve Business Meeting, Entertainment, and Other Occasion Expenses, (SCDA BUS-79.01, 79.02)
Relevant Laws: This list is for convenience only and not intended to be comprehensive
California Penal Code, Sec. 647f
11/15/2021: Consolidated and reorganized policy text utilizing the official policy template. Removed restriction on advertisement, advance approval, and Appendix A. Updated policy name and number to reflect Business and Administrative Services sponsorship, revised language for clarity, introduced new terms: Open Events, Closed Events, updated server requirements, redefined roles and responsibilities, added information on events with ticket or admission fees, and added a flowchart.
December 1, 2010: Campus Alcohol Beverage Policy for UCSC Sponsored Events
August 1989: Alcohol and Drug Policy
April 26, 2007: UCSC Alcoholic Beverages Policy for Group Events
May 20, 2002: Delegation of Authority, Authorization to Approve Purchases of Alcoholic Beverages, Chancellor to CP/EVC, Vice Chancellors, et al.
UC SANTA CRUZ POLICY