Serving Alcohol at Events
Alcohol at Department, Student Organization, and Residence Hall Events
ALL Institute events, whether on or off campus, where alcohol will be served must be registered through the Event Registration process by the Event Host. Event Registration is a 7-step process. Departments register with the Conference Services, Events, and Information Center office (7-121, 253-4796). Residence halls and student organizations register with Residential Life and Student Life Programs (W20-549, 253-6777)
Departments must obtain approval to serve alcohol from the member of Academic Council with oversight of the department (Step 3 of Event Registration). Student organizations and residence halls must obtain approval to serve alcohol by submitting an Alcohol Proposal form along with their event registration form (see below for more information regarding the Alcohol Proposal). All events where alcohol will be served must also submit an Alcohol Guidelines form (see below for more information regarding Alcohol Guidelines).
The event host is the individual from the sponsoring MIT organization, department or hall who takes primary responsibility for the event. He/she must:
- be a member of the MIT community,
- be 21 years of age (note: if a liquor license is required, then the Event Host must also have a valid Massachusetts Driver's License, MA state liquor I.D., or US Passport)
- be present for the entire event, and
- be sober and not consume alcohol during the event.
In cases where events are co-hosted or co-sponsored with organizations not affiliated with the Institute, MIT will hold the Institute host to be primarily responsible for the event. In addition, many Institute offices will only accept reservations and logistical arrangements made by the MIT affiliated host.
In addition to the guidelines below, Event Hosts are responsible for applicable state laws and other MIT policies governing events and alcohol. The guidelines below must be accepted by all groups serving alcohol through the Alcohol Guidelines Form as part of the Event Registration process. By signing the Form, the Event Host confirms the Guidelines will be reviewed with all purchasers/servers of alcohol.
A. Responsibilities for and of a Liquor License (please refer to the "Liquor License" section below)
B. Procedures Every Server of Alcohol MUST Know:
1. All servers and event hosts must remain sober and not consume alcohol during the event.
2. The event must be confined to the assigned room or facility. Alcohol must remain within the event facility.
3. Proof of age must be checked at all entrances to an event. Guests must wear a wristband or other duplicable proof of legal drinking age. Proof of age should be checked again when alcohol is served. Hosts are required to attach the bands for the guests (Note: Even though verification of age must be checked by entrance monitors, Massachusetts state law does not protect servers' liability if they themselves have not verified guests' ages with a Massachusetts drivers license or state liquor ID).
4. If admission is charged at the door, alcohol, if provided, must be dispensed from a cash bar. Massachusetts General laws prohibit free drinks at licensed events. The minimum price for alcohol at a cash bar is 50¢.
5. Alcohol must be attended at all times. Guests must never be able to help themselves to drinks.
6. A server may not serve more than two drinks to one person at any one time. Pitchers may not be served.
7. Alcohol may not be served to any individual who is under 21 years of age. Violation of this section may result in a fine of $1000, 6 months imprisonment, or both (M.G.L. c138, § 34).
8. Alcohol may not be served to any individual who is intoxicated.
9. Non-alcoholic beverages and food must be available.
10. "Last call" must be made at least one half hour prior to the event closing time.
C. MIT's Restrictions on the Use of Institute Funds
It is prohibited to use Institute Funds to purchase alcohol. In the case of events sponsored by academic departments, labs, and centers, or by administrative units, this prohibition may be waived with the approval of the relevant dean, vice president, or other senior officer, based on a determination that the requirements for serving alcohol at events are understood and will be observed. The prohibition may not be waived when the sponsoring organization is student run, however, moneys from student-run organizations may be used to hire bonded bartenders and/or party monitors.D. Advertising an Event where Alcohol will be Served:
Advertising must focus on the event, not the alcohol. Phrases such as "Beverages Available" and "Positive ID Required" are acceptable, while phrases such as "Wine & Cheese Party" and "Beer Bash" are not. Advertising may not offer free alcohol, provide details of the type or brand of alcohol to be served, or include phrases such as "All You Can Drink."
Student groups must submit an Alcohol Proposal Form, available in both RLSLP and CAC, to request approval to serve alcohol. Staff in RLSLP are available to meet with groups to review alcohol policies and procedures before completing a proposal. Once completed, proposals should be attached to an Event Registration Form and submitted to RLSLP. In addition, the Event Host must read and sign an Alcohol Guidelines Form.
Your event may require the purchase of a Liquor License. Through the Event Registration process, RLSLP or Conference Services will assist your group in determining if you need any licenses. Licenses must be posted at the event. To obtain licenses, please take the following steps:
1. Complete the first five (5) steps of the Event Registration Form.
2. Take the Event Registration Form to the Cambridge Licensing Commission, 831 Massachusetts Avenue, First Floor (349-6140) to purchase necessary license(s). Make check payable to "City of Cambridge." Note: this is step six (6) of Event Registration.
3. Complete the seventh and final step of Event Registration by returning the completed Event Registration Form, along with copies of City licenses, to the appropriate registration office (either RLSLP, CAC, or Conference Services).
A One Day Liquor License
is required when:
- alcohol will be sold at the event (i.e. a cash bar) or
- if an admission fee is required for entrance to an event where alcohol
will be served (as a cash bar is required by state law in these situations)
Please note that a liquor license is not required when alcohol is available
but not sold.
If a liquor license is needed for an event, the Event Host who signs the Event Registration Form must be 21 years of age with a valid Massachusetts Driver's License, Massachusetts State Liquor I.D., or U.S. Passport and be willing to remain present, sober, and not consuming alcohol throughout the entire event. If alcohol will be sold and served through a third party vendor cash bar, the event host is still responsible for obtaining the Liquor License.
The cost of a Liquor
License is as follows (checks to be made payable to "City of Cambridge"):
o $35 - One Day Beer/Wine License for 100 Persons or Less
o $55 - One Day Beer/Wine License for Over 100 Persons
o $55 - One Day All Alcohol License for 100 Persons or Less
o $100 - One Day All Alcohol License for Over 100 Persons
Alcohol at Fraternity, Sorority, and Independent Living Group Events
The Interfraternity
Council (IFC) is responsible for developing policies and procedures
to govern the activities of its member fraternities, sororities, and independent
living groups.
The two main policy documents that govern alcohol at events are the:
Alcohol Certification
Policy
Policies
for Risk Management and Risk Management Enforcement
Additional information can be obtained at http://web.mit.edu/ifc/www/documents