Administrative Guidelines Concerning Use of Alcoholic Beverages, SIUE - 6C2
The following guidelines are supplementary to the Regulations Governing Alcoholic Beverages at Southern Illinois University Edwardsville, and are official University policy. They are intended to assist in the implementation and administration of the Regulations by specifically defining terms and establishing or stipulating constraints on the use of alcoholic beverages at conference and/or convention-type activities, or cultural, political, or educational activities.
- Definition of "conference and/or convention-type activities." Pursuant to Public Act 82-557, an activity must be identifiable as a conference-type or convention-type activity, in accordance with the following definition, in order for the University to permit the sale, delivery, possession, and/or consumption of alcoholic beverages at such activity. Further, faculty or staff of the University or members of an organization of students, alumni, faculty, or staff of the University must be "active participants" in the "conference and/or convention-type activity" in order for the University to permit the sale, delivery, possession, and/or consumption of alcoholic beverages at such activity.
"Conference and convention-type activities" are defined as specific functions, meetings, and activities which are planned in advance by a period of time appropriate to the function, meeting, or activity and which are not spontaneous in nature. The purpose(s) of the functions, meetings, and; activities shall be to consult about, discuss, exchange ideas, information, or opinions about, deliberate about, take action on, or investigate subjects which are pertinent to and appropriate for the individual(s) or entity(ies) who initiate and operate the function, meeting, or activity.
"Conference-type activities" are differentiated from "convention-type activities" by the degree of formality. "Conference-type activities" are those of a generally less formal nature which may or may not have a highly delineated and preprinted agenda or program (the purpose of the activity would be understood, before the fact, by those attending), may or may not have been announced or publicized, may or may not have a record kept of the matters which transpire, and may or may not be repeated or regular.
"Convention-type activities" are those of a generally more formal nature usually involving a well delineated and preprinted agenda or program, usually announced and publicized to the group(s) appropriate to the subject matter or purpose, usually having records of some kind kept of the matters which transpire, but are not necessarily regular or repetitive.
- Definition of "cultural, political, or educational activities." Such activities are defined as specific functions, meetings, and activities which are planned in advance by a period of time appropriate to the function, meeting, or activity and which are not spontaneous in nature.
- "Cultural activities" are further defined as involving the discussion, display, or observance of exhibits, presentations, or performance, or the transfer of information concerning elements such as the applied, performing, and fine arts (music, artworks, dramatics, and the like), literature, history, anthropological studies, archaeological studies, and other similar or related matters.
- "Political activities" are further defined as involving the discussion, transfer of information, or deliberation about established and/or recognized local, state, and/or national political processes, parties, or organizations, or issues, but shall not be considered to include political processes, parties, or organizations, or issues primarily internal to the University.
- "Educational activities" are further defined as involving the transfer, investigation, and/or exchange of ideas, information, and/or opinions about the subject for which the function, meeting, or activity is being organized and planned, and which subject the University must determine and agree to be a legitimate and worthwhile topic about which an educational activity, at which alcoholic beverages would be served, should be conducted on University premises.
- For University related functions, meetings, and activities established, held, or sponsored by employees, units, or officers of the University to qualify as a "conference or convention-type" or a "cultural, political, or educational" activity at which alcoholic beverages may be sold, delivered, possessed, and/or consumed, the activity must have a principal purpose which is clearly and directly related to the educational, public service, or research functions of the University, or which directly relates to fulfilling officially assigned responsibilities of a line officer of the University on matters of institutional advancement, support, or improvement. Further, the function, meeting, or activity: (a) Must be organized and developed principally for persons other than students, employees, or officers of Southern Illinois University Edwardsville participating at the activity within their respective usual and customary role(s) as students, employees, or officers of the University. Included within the scope of 'usual and customary role(s)' are all those University-related extracurricular activities generally or frequently engaged in by students, employees, or officers of the University. OR (b) Must be an inter-organizational function, meeting, or activity of two or more internal units or University-related organizations.
- Definition of "alcoholic beverages." For the purpose of these Guidelines, the term "alcoholic beverages" means and includes only legally produced, commercially available beverages. All other beverages having an alcoholic content shall be strictly prohibited and excluded from permissible use under these Guidelines.
- The sale, delivery, possession, and/or consumption of alcoholic beverages at conference and/or convention-type, or cultural, political, or educational activities shall be:
- Restricted to persons 21 years of age or older. The sponsor(s) of a function, meeting, or activity at which alcoholic beverages are permitted to be used shall be responsible for strict enforcement of this restriction.
- Limited to those specifically identified buildings and/or facilities which are customarily utilized for conference and/or convention-type activities, but in no case, shall the use of alcoholic beverages be permitted in buildings designated solely as classroom buildings. At present, the following buildings and/or facilities are identified as University premises in or on which the use of alcoholic beverages may be permitted:
- the Morris University Center;
- the officially designated Conference Rooms of the Chancellor and the Provost;
- the lobby of Kathryn Dunham Hall;
- the basement level John C. Abbott Auditorium and adjacent lounge in Lovejoy Library, and the lounge adjacent to the Jennie Latzer Kaiser Rare Book room in Lovejoy Library;
- Room 1300 and the adjacent entry hall in the Administration-Student Union Building (building 273) at the School of Dental Medicine;
- the designated public service area of the multi-purpose room and lobby of Building D of the East St. Louis Higher Education Campus;
- the following areas of the Vadalabene Center for Health, Recreation, and Physical Education: first floor lobby, main entrance; second floor lobby, main entrance; the conference room (room 1026); the lounge (room 2001); the dance studio (room 2304); and the gymnasium;
- the atrium of the Engineering Building;
- other buildings, facilities, and/or spaces as approved in advance by the Vice Chancellor for Administration;
- the Special Events Room of the Lukas Athletics Annex
Within those buildings and/or facilities identified as premises in or on which the use of alcoholic beverages may be permitted, the use of alcoholic beverages shall be further restricted to the specific room(s) or portion(s) of a building and/or facility rented and/or reserved by the sponsoring entity of a function, meeting, and/or activity for such function, meeting, and/or activity.
- Strictly limited to those persons legitimately in attendance at the specific function, meeting, or activity. All persons attending an activity at which alcoholic beverages are permitted must be able to show a reason or cause for their presence, for example: the activity was advertised as open to the general public; the individual was specifically invited personally or as part of an identifiable group which was invited; the individual holds a confirmed reservation or valid ticket or voucher for or to the activity; and so forth.
- Service of alcoholic beverages at conference and/or convention-type or cultural, political, or educational activities.
- Only University personnel 21 years of age or older shall be permitted to serve alcoholic beverages at activities where such is permitted.
- University personnel serving alcoholic beverages at activities shall be instructed not to serve anyone who appears, in their judgment, to be intoxicated.
- Dram shop insurance, in maximum limits, shall be provided for each activity or event at which alcoholic beverages are sold, delivered, possessed, and/or consumed. For University sponsored events or activities, host liability insurance, in maximum limits, shall also be provided. For the purpose of the requirements of this paragraph 7, University affiliated groups, such as the Friends of Lovejoy Library, the Friends of Art, and so forth, shall be considered to be University sponsors. The University may, at its option, require that non-University sponsors provide dram shop and/or host liability insurance, in amounts acceptable to the University, for the sponsor's activities. If the University requires such insurance of a sponsor, the sponsor shall provide the University with proof of such coverage prior to the activity.
- The MUC Event Services Office is designated as the unit responsible for administration, implementation, and supervision of the University's Regulations Governing Alcoholic Beverages and these Administrative Guidelines as they pertain to conference and/or convention-type, and cultural, political, or educational activities. Every activity proposed to be held on or in University premises at which the use of alcoholic beverages is desired shall be registered with, processed through, and must be approved by the MUC Event Services Office. The staff of the MUC Event Services Office shall, in considering proposals or applications for such activities, consult with other University units and/or officers, such as the University's Legal Counsel, as are appropriate to activities and events involving alcoholic beverages.
- The University shall determine and establish regulations and procedures concerning security and the need for security personnel which are appropriate to activities and events involving alcoholic beverages.
- Additional guidelines and/or procedures necessary to the proper administration of the University's policies concerning use of alcoholic beverages at conference and/or convention-type, or cultural, political, or educational activities shall be submitted to the Chancellor for approval.
Approved by Vice Chancellor for Administration effective 10/11/13.
This policy was issued on October 15, 2013, replacing the December 17, 2010 version.
Document Reference: 6C2
Origin: VPA 5/28/87; OP 11/5/90; OP 10/1/93; OC 11/22/02; VCA 1/28/03; VCA 10/6/06; VCA 12/14/06; VCA 10/27/10; VCA 10/11/13