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

Open Events

 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

V. Compliance

VI. Getting Help

The units and individuals below provide assistance to campus units in relation to the policy.

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.

Appendix A: Flow Chart for Alcoholic Beverages Served at Events

Related Policies and Procedures

UC Santa Cruz Policy

UC SANTA CRUZ POLICY