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SEMP Registration "Closed Events"

Requirements and Notification for "Closed" events:

  1. Events that are only open to and attended by members of one recognized student organization and their invited friends and guests, not to exceed 80 people.
  2. Prior to 3 p.m. on the day of the event, Safety and Security must be notified at the following web site: http://www.dartmouth.edu/~sao/semp/eventreg-form-closed.html
  3. These events must comply with the "Social Event Regulations" outlined below.
  4. There should be a minimum of three (3) SEMP trained students responsible during the duration of the event.
  5. Only one source of alcohol is permitted which can be up to one keg or its equivalent (150 drinks).
  6. The only alcohol that may be served at the social event is that which is indicated on the notification to Safety & Security. Any alcohol present or served, other than what is included in the notification, is strictly prohibited.
  7. Alcohol that is registered to be served at the social event may arrive at the location no earlier than the same day of the social event. Any leftover alcohol must be removed from the premises no later than 6:00pm the day following the social event or earlier if required by the facility.
  8. Hard alcohol is not permitted.
  9. While a keg tag and wristbands are not required, student organizations may obtain them from Student Activities to help manage their event.
  10. Promotion of the event is limited to announcements to the student membership of the organization and a guest list with a total expected attendance not to exceed 80 people at any one time.
  11. If a "Closed" event is occurring while Safety and Security is conducting a facility safety walk-though or have probable cause, they may check that the organization is properly managing the event.

"On the Fly" notification for "Closed" events:

  1. Student organization’s "Members Only" event could inadvertently become a "Closed" event by the unintentional attendance of a non-member, student organizations have the privilege of calling Safety and Security dispatch to give "On the Fly" notification of a "Closed" event if after 3 p.m. on the day of the event..
  2. For "On the Fly" notification, all "Closed" event policies are in effect including attendance limitations and no hard alcohol.
  3. The student organization’s internal management procedures should address "On the Fly" notification.
  4. Following the use of "On the Fly" notification, the student organization president and social chair will meet with Safety and Security and their recognizing department (i.e., Residence Life, Student Activities, etc.) to determine if the "On the Fly" notification was properly used.  If it was, the organization retains the privilege of being able to notify "On the Fly".  If the privilege was improperly used, the organization will lose the privilege for a period of time based on the severity of the improper use.  An example of improper use would be a student organization planning to host a "Closed" event and failing to notify Safety and Security in a timely manner.

Requirements and notification for events with parents, and/or Dartmouth faculty and staff:

  1. When student organizations are hosting events where attendance is limited to the student members of the organization and their parents and/or Dartmouth faculty and staff, the organization should follow and adhere to "Closed" event requirements and policies.
  2. The student organization’s internal management procedures should address parent, faculty, and staff events.

Social Event Regulations

  1. Recognized student organizations that host social events with alcohol must adopt a written statement of responsibility regarding the management of alcohol at any events held by that organization.  Additionally, the organization must adopt written internal management procedures in order to host events at which there will be alcohol present.  The documents must be submitted and approved by the College department that has recognized the organization (Example: Residence Life, Student Activities, etc.).  Support and consultation is available through the Office of Alcohol and Drug Education, Office of Residential Life, Safety and Security, Dartmouth Alcohol Peer Advisors, and the recognizing departments in the development of each organization’s written internal management procedures.
  2. Social events may only be hosted when classes are in session and during Senior Week.
  3. Social events can occur between the hours of 5 p.m. and 1 a.m. Monday through Thursday, between 12 Noon and 3 a.m. on Friday and Saturday, and between 12 Noon and 1 a.m. on Sunday.
  4. Sponsoring organizations may host only three "Open" social events per week. The week begins Monday and ends Sunday.   There is no limit on the number of "Members Only" and "Closed" events that an organization may host per week.
  5. The length of time alcohol may be served shall not exceed five (5) hours at any event.  The length of the event, however, may be longer than five hours.
  6. Student organizations may not host another "Closed" or "Open" event within 12 hours of the conclusion of their last "Closed" or 'Open" event.
  7. Social events must be held in designated social spaces as outlined in the College alcohol policy. See section IV and IX of the student alcohol policy for details pertaining to individual student rooms and common areas.
  8. Actual or anticpated social event attendance may not exceed one and a half times the fire code capacity of the event location/facility over the duration of the event. The number of individuals permitted at a social event may not at any time exceed the legal limit established by fire safety codes.
  9. Alcohol may not be the primary focus of the social event.
  10. Drinks should be measured, poured, and mixed in view of the individual who is being served the drink.
  11. Alcohol punches or anything that could be construed as an unregulated common source are not permitted.
  12. Invitations, posters, and other event publicity may include reference to alcohol being served but alcohol may not be the focus of the publicity.
  13. There will be no alcohol permitted for the purpose of membership recruitment for any type of student organization. Any social event at which organizations are promoting or encouraging students to join or affiliate must be alcohol free.

Last Updated: 10/6/06