Policy 813 – University Policy on Alcohol at Department Events

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Section: Work Environment
Policy Number: 813
Responsible Office: Conference Services
Effective Date: 8/1/24

Scope and Purpose

This policy outlines the procedures for University departments or offices to follow to host on-campus or off-campus events where alcohol will be served. The Office of University Events and the President's Office fall outside the scope of this policy. The purpose of this policy is to ensure the responsible, safe, and legal consumption of alcohol. 

Eligibility

Only recognized St. John’s University departments or offices may host events with alcohol. This policy does not cover student organizations that must adhere to separate guidelines.

Responsible Alcohol Service

Departments that host events with alcohol must adhere to the following guidelines:

  • Age Verification:

    • Valid legal drinking age identification (government-issued photo ID) must be presented to a professional server to be served alcohol.
       

  • Limit and Type of Beverages:

    • Alcoholic beverages may be served, but not sold, at approved events. Selling tickets in exchange for alcoholic beverages is also not permitted.

    • The amount of alcohol served must be in line with and be reasonable for the number of attendees.

    • A variety of non-alcoholic beverages and food options must be available at events where alcohol is served.
       

  • Professional Servers:

    • Event participants may not serve themselves or others alcoholic beverages.

    • Only trained and certified alcohol servers may serve and monitor alcohol consumption at events. Departments should use the University’s preferred caterer for events on the Queens campus. Global campuses are responsible for providing trained and certified alcohol servers.

    • Should a department select an external caterer (i.e., not the University’s preferred caterer), a valid catering license or specific event license from the applicable State Liquor Authority is required to serve alcohol; and a valid Insurance Certificate must be provided to the Office of Business Affairs prior to the contract being executed.

Event Planning and Approval

University departments and offices that plan to host an on-campus or off-campus event where alcohol will be served must secure approval from their budget administrator and the Dean or Vice President.

University departments that plan to host an on-campus or off-campus event where alcohol will be served and students are invited must secure approval from their budget administrator and the Dean or Vice President, as well as from the Vice President for Student Success. The responsible department must complete an event request form and ensure the event complies with this policy. The form can also be found on the HR Forms page.

Department events must have a business purpose to use University funds. University funds may not be used for office parties, nor to celebrate events such as employee baby showers, birthdays, weddings or other occasions of a personal nature. The cost of alcohol cannot be charged to government grants. For more, refer to the Business Expense Policies and Procedures Manual and to other employee resources provided on the Business Affairs website.

Human Resources Policy Manual
St. John’s University, New York