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Social Event Registration

Social Event Registration

For graduate school events, please visit the appropriate school's websites listed below for more information or visit the Safety and Security office at 5 Rope Ferry Rd to complete an event registration form in person. Non-undergraduate events should not be registered via the SEMP website.

Dartmouth Graduate Studies 

Geisel School of Medicine (see page 103)

Thayer School of Engineering

Tuck School of Business (see page 62)

For staff or alumni/ae events please visit the Safety and Security office at 5 Rope Ferry Rd to complete an event registration form in person.

For alumni/ae reunion events in Greek physical plants, please complete this form and email to the GLOS office at least one week prior to your event, after consultation with the current undergraduate officers.

Dartmouth College Social Event Management Procedures (SEMP)

PRINTABLE SEMP CHEAT SHEET

Purpose

The Social Event Management Procedures (SEMP) reflect Dartmouth College’s commitment to provide the safest possible social atmosphere for members of the College community and their guests. Its success depends upon the cooperative efforts of students, faculty, administration, and alumni in both understanding and upholding the spirit of personal responsibility and respect for self and others that is embodied in these procedures. Any exceptions to these procedures must be applied for and approved in advance by the Greek Letter Organizations and Societies (GLOS) staff.

Goals

Social gatherings at Dartmouth College are an important part of our community life. For all events, regardless if alcohol is present, we strive to achieve the following goals:

  • Comply with College policy and state and local laws.
  • Respect the rights of all individuals and respect the property of others.
  • Protect the health and safety of community members and their guests.
  • Empower and encourage students to assume an active role in the planning and management of social events
  • Provide an enjoyable atmosphere conducive to positive social interaction.
  • When alcohol is present, model responsible alcohol use.
  • Decrease legal liability for students, organizations and Dartmouth College.

Legal Compliance

All students and sponsoring organizations must comply with federal, state, local laws, and regulations concerning the service of alcohol at all times, including at members-only events. Students and sponsoring organizations must also fully observe the Dartmouth College Student Alcohol Policy.

SEMP Training

SEMP Training will introduce students to risk management, social host liability and college policies. Through this presentation participants will be able to identify potential risks and gain knowledge of the Dartmouth College Social Event Management Procedures. SEMP Training may also be held in individual houses or event spaces on campus. Please contact Sam Waltemeyer to schedule SEMP training for your individual chapter or college organization. 

TiPS Training for Servers

Servers are required to attend a TIPS training course and pass the certification exam. Servers are members who are at least 21 years old and have previously attended SEMP training. 

The TiPS University program is tailored for students at universities and colleges. This program gives students the skills they need to intervene with their peers in social situations to prevent alcohol-related incidents. Whether or not students choose to drink, TIPS  recognizes that at some point in their college careers, they will face situations where alcohol is being consumed. They may face scenarios involving alcohol abuse, underage drinking or drunk driving, and incidents that can lead to property damage, alcohol liability, and human tragedy. Young people need strategies for creating safe, responsible and socially enjoyable campus environments.

Students are in the best position to address drinking behaviors among their peers. They are close to the situation and understand the culture on their campuses. TIPS develops students' social skills and gives specific information for detecting when friends have had too much to drink or are getting into trouble with alcohol. Students learn specific strategies and skills for intervening in alcohol-related situations that may develop on campus. Unique in its approach, TIPS brings together administrators, faculty and students to create responsible campus atmospheres.

TIPS builds on students' concerns for the safety of their peers. Students learn decision-making skills that help guide their behavior and are more likely to consider the consequences of their actions. In addition, students gain more confidence to intervene in difficult alcohol-related situations to prevent alcohol-related incidents on campus. Register for TiPS Training here

Violation

Sponsoring organizations could be held accountable for any violations of College policy that occur at their social event. Individual violators could also be held accountable for their actions. Alleged violations will be forwarded to the Undergraduate Judicial Affairs Office for possible further action. When applicable, organizations and individuals are also responsible to uphold specific departmental regulations. Please check with your sponsoring department for further information.

Good Faith

It is recognized that this document cannot address, in specific fashion, all possible social situations that may occur. Where these procedures are not specific on a particular point, individual and organizational hosts are expected to conduct their social events and themselves in the spirit of social responsibility consistent with these procedures.

Procedures

Irresponsible alcohol consumption can often interfere with the educational purpose and social climate of the College. All students and student organizations have a responsibility to follow the Social Event Management Procedures (SEMP) outlined below and will be held accountable for failure to follow the procedures.

Social Event Categories

  • Under 50 people (no organized event)
  • Tier 1: Members only
  • Tier 2: Fewer than 150 attendees -OR- one non-member arrives at a members only event
  • Tier 3: More than 150 attendees
Kegs of beer/cider*

 

No Organized Event Tier 1 Tier 2 Tier 2 'tails'
Tier 3

Numbers

Under 50 people

 

Members Only

 

Fewer than 150 attendees OR 1 non-member arrives at a Tier 1 event

Fewer than 150 attendees 

More than 150 attendees 

Oversight

Members are self-regulated to follow SEMP policy

No S and S walk-through

Designated "sober monitor"

No S and S walk-through

Activate 'Tier 2 Internal Management Plan'

1 + S and S walk-through

Activate 'Tier 2 Internal Management Plan'

1 + S and S walk-through

Full event management procedures (wristbands, checking IDs at door, etc.)

2 + S and S walk-throughs

Types of Alcohol Allowed

Kegs of beer/cider*

 Kegs of beer/cider*  Kegs of beer/cider* Cocktails (mixed drinks) Kegs of beer/cider*

OR Canned beer/cider

 OR Canned beer/cider  OR Canned beer/cider

No other type of alcohol may be served i.e. no beer pong at a 'tails' event

OR Canned beer/cider

OR Bottled beer/cider

 OR Bottled beer/cider  OR Bottled beer/cider Cocktails must be mixed one drink at a time. OR Bottled beer/cider
OR wine  OR wine  OR wine Punches are STRICTLY prohibited Wine and tails will not be approved for Tier 3 events
One type of alcohol per event only  One type of alcohol per event only  One type of alcohol per event only This includes any common source container of mixed drinks One type of alcohol per event only
*Kegs must always be registered online, ahead of time, for the event for which they are purchased and a tag must be collected from the GLOS office before 3 PM the day of the event or 3 PM Friday if the event is on the weekend      

Maximum 5 kegs per party (or canned beer equivalent)

A keg tag must be secured to each keg

Maximum 2 taps active at a time

Please note:

  • Kegs must always be registered online as they are an exception to college alcohol policy 
  • A keg may be purchased for a REGISTERED event, whether that is Tier 1, 2 or 3 and a keg tag must be secured to each keg
  • Only one type of alcohol at an event EITHER keg beer/cider OR bottled beer OR canned beer OR wine OR 'tails' (no beer pong at a 'tails' event)
  • Tails must be registered by 11:59 PM on the Tuesday prior to your event online here. You may not register tails 'on the fly'
  • Cocktails must always be mixed one drink at a time. Punches are STRICTLY prohibited. This includes any common source container of mixed drinks
  • Social events may only be hosted when classes are in session and during Senior Week
  • Social events must not be held in the days before class commences or after classes end
  • Social events can occur between the hours of 5 PM  and 1 AM Monday through Thursday, between 12 Noon and 3 AM on Friday and Saturday, and between 12 Noon and 1 AM on Sunday

Outdoor Events

Outdoor events which include alcohol are prohibited by the College Alcohol Policy. However, in very rare circumstances an exception may be granted by the Director or Coordinator of GLOS. To request an exception, the host of the event should contact the director or coordinator no later than three (3) weeks prior to the event. There is a significant amount of risk management necessary for outdoor events, which creates the need for this exception ahead of time. Pong tables are not permitted outside and pong is never allowed to be played outside.

Definitions

The terms defined in this section are intended to be used in the context of Dartmouth College student social events.

Social Event

  1. Any activity that is sponsored by a student or organization and at which alcohol is present unless the event is held at an establishment licensed to sell alcohol (ie., restaurant, hotel, bar, nightclub, etc.).
  2. This includes, but is not limited to, events that are hosted or cosponsored by multiple individuals or organizations. 

Sponsoring Organization

  1. Any Dartmouth College student, group of students, organization or living unit that pays for or otherwise provides alcohol, directly or indirectly, to attendees and/or registers, or should have registered, a social event in any College-affiliated space (residence hall room or common space; Greek house, undergraduate or senior society physical plant; designated social space; etc.).
  2. Sponsorship may be indicated by, but is not limited to, the names of the individuals or the organization on the registration form, and planning or agreeing to participate or attend the social event.
  3. Sponsoring organizations are responsible for the social event from beginning to end. The organization is responsible for ensuring the safety of guests and security of the facility as well as compliance with all applicable laws, College policy, and the Social Event Management Procedures.
  4. This definition also applies to co-sponsorship of social events.

Event with fewer than 50 people

    1. Events that are unplanned and occur on a typical evening in the physical plant of an organization
    2. These events do not require registration or notification; however, each organization’s internal management procedures must include their specific plans for managing alcohol on a daily basis. *Kegs must always be registered online for the event for which they are purchased. Leftover beer from kegs may be consumed after the event, as long as that keg has a tag

Tier 1 (Members Only) Event

    1. Events that are only open to and attended by student members of one recognized student organization
    2. Hard alcohol is not permitted
    3. The GLOS office and Safety and Security must be notified of these events by completing a registration form online. This form must be completed before 3 PM on the day of the event or 12 noon Friday if the event is scheduled over the weekend

Tier 2 Event

    1. Events that have fewer than 150 attendees or are a members only event that becomes a Tier 2 event by the addition of one non-member
    2. Tier 2 events must be registered ahead of time here
    3. Organizers must follow their internal management plan as approved by the GLOS office
    4. All cocktails must be mixed one drink at a time. Punches are STRICTLY prohibited. This includes any common source container of mixed drinks
    5. A Tier 2 event (serving wine or beer) can be registered until 3 PM on the day of the event or 12 noon Friday if the event is scheduled over the weekend
    6. Any notification or registration after this point will be considered a notification on the fly
    7. Only Tier 2 events (serving wine or beer) can be registered "on the fly"
    8. In order to register an "on the fly" event because a "scene has developed" you must call Safety and Security at 603-646-4000 AND register online here, making sure to select "on the fly"

Tier 2 Event ('tails'):

    1. If serving hard alcohol ('tails'), the event must be registered by midnight on the Tuesday prior to your event online here. After registering the event and selecting a meeting time, email the completed SEMP Meeting Form to the GLOS Coordinator prior to the meeting
    2. The host or hosts must meet with a representative from the GLOS office to discuss management plans, determine number of alcohol servings permitted and distribute wristbands
    3. No other type of alcohol may be served (i.e. no beer pong at a "tails" event)

Tier 3 Event

    1. Events that have more than 150 attendees 
    2. Organizers must follow their internal management plan as approved by the GLOS office
    3. Tier 3 events must be registered by midnight on the Tuesday prior to your event online here. Any changes to this registration deadline will be communicated by the GLOS office with at least one week notice. After registering online, email the completed SEMP Meeting Form to the GLOS Coordinator prior to the meeting
    4. The host or hosts must meet with a representative from the GLOS office to discuss management plans, determine number of alcohol servings permitted and distribute wristbands and keg tags
    5. Hard alcohol is not permitted at events with more than 150 attendees

Event Host

    1. Students from a sponsoring organization who are responsible for the management of the social event including ensuring the safety of guests and security of the facility as well as compliance with all applicable laws, College policy, and the Social Event Management Procedures.
    2. Hosts are in charge and in attendance at all times.
    3. Hosts are responsible for dealing with problem situations that arise during the social event, including those at the entrance, exits, and serving area. Hosts ensure that the social event is executed with courtesy and respect towards the surrounding areas (including residential areas and neighbors).
    4. Hosts must be actively enrolled Dartmouth students 18 years old or older.
    5. Hosts are listed on the registration form and are easily identifiable during the social event.
    6. Hosts may not consume any alcohol or be under the influence of any other substances during the social event.
    7. Hosts will have attended Dartmouth College "SEMP Training".   

Server

    1. Individuals, usually Dartmouth College students, either paid or volunteer, that are under the direction of the event host(s) who responsibly and legally dispense, distribute, or otherwise provide alcohol to an individual.
    2. Consistent with New Hampshire state law, servers must be 21 years of age or employed by a licensed caterer.
    3. Servers may not consume any alcohol or be under the influence of any other substances while monitoring the social event.
    4. Dartmouth College approved caterers with a valid New Hampshire liquor license may be hired as servers. A list of approved caterers is on the Conferences and Special Events blitz bulletin board.
    5. Student servers will be required to have attended Dartmouth College SEMP Training and TiPS Training and be over 21 years of age. More information on TiPS may be found above. Register for TiPS Training here

Monitor

    1. Individuals, usually Dartmouth College students, either paid or volunteer who are under the direction of the event host(s).
    2. Monitors typically work at the entrance doors, exits, circulate through the event, or other locations at the direction of the host(s) to ensure the safety of guests, security of the facility and compliance with these procedures.
    3. Monitors may not consume alcohol or be under the influence of any other substances while monitoring the social event.
    4. Monitors will have attended Dartmouth College "SEMP Training".
    5. For Tier 3 events, the minimum number of College trained student monitors for registered events is five (5). Organizations, in consultation with the GLOS office, may determine that more monitors are needed to effectively manage their event. Student organizations should strive for a ratio of 1:25 – one monitor per twenty-five guests. The SEMP Meeting form can be found here. This form will assist in planning sufficient monitors/hosts and servers for the event. 

Guest

Any person in attendance at a social event other than the hosts or members of the sponsoring organization holding the social event.

Intoxication

Intoxication is identified by generally reliable signs. These signs may include, but are not limited to, the strong odor of alcohol on an individual's breath, slurred speech, impaired coordination, glassy eyes, or exaggerated emotions and behaviors. Students may be considered to have violated the College policy prohibiting public intoxication if their level of impairment attracts the attention of College, town, or other officials and warrants medical care. With respect to this policy, "public" is understood to be any place to which members of the community have general access, including hallways, common spaces, and rest rooms of administrative and academic buildings, residence halls, Greek letter organizations and societies. It does not include students' individual rooms.

Calculating Servings

  1. Calculate the possible # of servings, (# of members and guests over 21) X (# of hours of Event) = # of servings allowed
  2. For example: 75 members and guests over 21 x 2 hours = 150 servings = 1 keg of beer or cider
  3. Determine quantity necessary to accommodate # of servings
  4. Servings for Tier 1 and Tier 2 events are calculated when registering your event online
  5. Tier 3 event servings are calculated with the GLOS staff member at the event meeting prior to the event
  6. Alcohol should not be purchased until approval of the correct amount is granted 

Serving Size Definitions

 1 Serving =

 12 ounces of beer or

 5 ounces of wine or

 1 ounce of hard liquor

Beer    

 1 x 12 oz can = 1 serving

 1 keg = 150 servings

Wine  

 1 x 750 ml bottle of wine = 25 oz   = 5 servings

 1 x 1.5 liter bottle of wine = 50 oz  = 10 servings

 1 x 3 liter box of wine =  100 oz     = 20 servings

 1 x 5 liter box of wine = 169 oz      = 33 servings

Hard Alcohol

 1 x  750ml bottle   = a fifth = 25 oz    = 25 servings

 1 x liter (1,000 ml) bottle = 33.8 oz   = 33.8 servings

 1 x 1750ml "handle" of spirits  = 60 oz = 60 servings

 Frequently Asked Questions

1.        What are the College rules regarding kegs?

You may purchase and bring to your house kegs of beer at any time on the day of the event providing that you have registered the event online ahead of time, whether it is Tier 1, 2 or 3. If an S&S officer sees you bringing in a keg, they may check that you have registered the event and have obtained a keg tag. There is a maximum of 5 kegs per event. A maximum of two kegs may be tapped and active at a time. Keg tags must be attached to all kegs for all events (Tier 1, 2 and 3). Keg tags must be collected from the GLOS office by 4 PM on the day of the event, or by 4 PM Friday if the event is over the weekend The college does not have a limit on when kegs should be returned, however the retailer may have a standard time that the keg and/or taps should be returned. Kegs must always be registered online for the event for which they are purchased. Leftover beer from kegs may be consumed after the event, as long as that keg has a tag.

2.        What clearance do you need to play pong outside? I know that you need an alcohol exemption to drink at all outside, but do you need a separate one to play pong?

Regardless of whether you are playing with beer or water, pong tables are not allowed outside at any time. You may request an exception for an outdoor event as detailed above.

3.        If an organization notifies and gets a keg for a Tier 1 event, what are the restrictions placed on other types of alcohol that may be in the house, and vice versa (ex, for storage)?

Any time that your organization hosts an event, you are responsible for following appropriate internal management procedures to secure any other alcohol in the house. Students over 21 are allowed to keep personal supplies of alcohol in their rooms, though this must not be distributed to guests during the event In terms of storage, a keg is allowed to be stored in the house any time the day of the event. Any other alcohol may be stored in the house as long as it remains in a secure location and it is not served at the same event with another source of alcohol.If the number of people at our event grows unexpectedly, what should we do? You can always call Safety and Security to help you escort people from the house. However, it is up to your organization to prepare for unexpected events to occur, and have an appropriate risk and event management procedure in place.

5.        When does an event become an "on the fly" event?

A Tier 2 event can be registered until 3pm on the day of the event. Any notification or registration after this point will be considered a notification on the fly.  Only Tier 2 events without hard alcohol can be registered "on the fly". In order to register an 'on the fly' event because a 'scene has developed' you must call Safety and Security at 603-646-4000 AND register the event online, checking yes to 'Is this a Tier 2 on-the-fly registration?'

6.        What if I register a Tier 2 event and then decide to change it to a Tier 3 event?

A tier 2 event cannot become a tier 3 event "on the fly". You may change an event at any time until 36 hours before the event is scheduled to begin. Please contact the GLOS Office.

7.        How early do registrations for Tier 3 parties have to be made?

The deadline for registering and event is midnight on the Tuesday prior to the event. However, you can register your events much earlier than that if you'd like.

8.        What if I want to advertise that alcohol will be at a party?

Alcohol cannot be the primary focus of an advertising blitz or poster. While a mention of alcohol or kegs can be made, it must be secondary to the general theme or purpose of the party.

9.        We leave our door open during most events, and there is not always a person on door. Barring an obvious danger that would cause a Safety and Security officer to respond (for example, seeing a sick person, or some act of violence) would there be some chance that the officer would come into the house? 

It is important to have some way of monitoring and controlling who enters and exits your house. Your internal management procedures should have some statement about door control. Officers must have some reason to enter a house, but it can be for something such as a noise complaint, question about events related to your house, etc. For issues of theft and security, it is advisable to either lock your door or have some defined way of monitoring who comes and goes.

10.     What happens if Safety and Security or Hanover Police respond to an incident at our event?

It is the responsibility of any responding official to document what they observe in a formal report, and take appropriate action at the time of the incident. If there is an alleged violation of college policy or procedures, the organization may face a hearing with the Organizational Adjudication Committee (OAC). Undergraduate Judicial Affairs administers this process, and will be the body requesting additional statements prior to the hearing. If Hanover Police responds to an incident at your event, they conduct an investigation independent of the college, but may ask for our cooperation. They will also share their findings with us at the conclusion of their investigation, which may result in college action.

Town of Hanover Information

Town of Hanover Open Container Law

Town of Hanover Alcohol Diversion Program

 

Last Updated: 5/15/14