This policy applies to any event, on-campus or off-campus, that is intended for Jones School students where alcohol will be served or consumed, and Jones School student attendance is likely to be more than incidental (unless there will also be a significant undergraduate population, in which case the Rice University Undergraduate Alcohol Policy should be followed).
This policy is based on the understanding that all individuals will act in accordance with the law and the Rice University Alcohol Policy, which prohibits persons under age 21 from drinking alcohol and makes it illegal to buy alcohol for, or serve alcohol to, those under 21.
An “event,” as used in this policy, is any gathering where alcohol will be served or consumed, and that either 1) uses Rice University funds, 2) occurs on Rice University property, or 3) is sponsored by a Rice University organization or club. Any event where alcohol will be served or consumed must be reviewed and conducted in accordance with this policy.
For any event subject to this policy, please take the following steps:
- Event Planning – All Events Must Have a Plan
All events involving students must have a plan. It is advisable to begin planning as early as possible, given the size and complexity of a particular event. As a general rule, please start planning at least two weeks prior to the event.
An adequate plan includes reasonable assurances that persons under 21 will not be served, and that individuals will not be served to the point of intoxication. Additionally, a plan must consider the number of people, who will be serving, the location, any need for transportation to and from the event, monitoring during the event, security and potential medical needs, how an event might affect others on campus (e.g. noise, traffic flow, classes), the type and quantity of alcohol served, cleaning up and remediation, and any risks to personal safety or property. It also includes adequate budgeting to ensure that the plan can be carried out successfully.
The plan must be approved, in writing, in accordance with this policy.
- Specific Requirements for Jones School Student Events
- There must be a designated responsible individual (“host”) who has agreed to take responsibility for the safety and well-being of all participants and for seeing that the event goes according to the approved plan. The host must remain at the event for the duration of any alcohol service or consumption.
- If an event will involve a contract with a third-party vendor (e.g. caterer, service company, any type of rental) then the contract must be reviewed by the JGSB Academic Programs & Student Experience team and the JGSB Operations team prior to signing it.
- For events with between 50-500 people, additional security, emergency, or custodial support may be required, as determined by RUPD, REMS, or the Rice Business Operations Team. For events with over 500 people, security, emergency, or custodial support is required. Sponsoring organizations or departments are responsible for the cost of additional security or emergency support, including the cost of responding to incidents.
- Events must be registered through the Graduate Sponsored Event with Alcohol Registration form at least seven days before the event date at https://owlnest.rice.edu/submitter/form/start/369626.
- All student hosts and servers require training. All student hosts must have reviewed the training materials and completed the associated quiz indicating that that they have read and understand the materials.
- For events with less than 50 students, servers must either be TABC certified (which can be obtained online) or have reviewed the training materials and completed the associated quiz indicating that that they have read and understand the materials. For events with more than 50 students, servers must be TABC certified.
- Rice Business funding will not be provided for student events with alcohol (both on-campus and off-campus) after 8:00PM CST, unless approved by the Academic Programs & Student Experience team.
- Liquor and/or spirits at student events are not permitted without prior approval from the Academic Programs & Student Experience team.
- Event Approval
If an event requires registration or notification to Risk Management, RUPD, or REMS, submit the plan through the Graduate Sponsored Event with Alcohol Registration form at least seven days before the event date at https://owlnest.rice.edu/submitter/form/start/369626.
For a student event with alcohol to be approved, either the Rice Business Events Associate Director, or their approved designee, must review the plan submitted to OwlNest, and affirmatively respond in writing prior to the event. Further, the approver may seek additional information, clarification, and may consult with other parties.
For recurring events that are very similar in nature (e.g. weekly gathering with the same people, place, and time), it is possible for one approval to cover an entire semester. Each individual event must be listed with the date, time, and the name of the designated responsible individual (who must attend).
- Event Management, Oversight, and Responsibility
Event organizers are responsible for ensuring that their event is conducted in a safe and responsible manner, and in accordance with the approved event plan. The organizing entity (e.g. department, program, club, school) is responsible to the university for the additional cost.
It is expected that students will act in accordance with Code of Student Conduct, Rice University policies, and the law. The failure to do so may subject an individual to disciplinary action.
Questions about this policy or its implementation should be directed to the Rice Business Director of Operations. Concerns about the execution of a particular event should be directed to either the Dean of the Jones School, or to the Chief Compliance Officer.
- Current Contact Information for Questions
Other helpful numbers:
- Rice Business Events 713-348-5381
- Rice Business Director of Operations 713-348-3748
- Chief Compliance Officer 713-348-2287
- Risk Management 713-348-5082
- RUPD Events 713-348-4593
- REMS Events 713-348-6056
- Risk Management/TABC Questions 713-348-5082
For emergencies during the event
- On Campus Call: RUPD 713-348-6000 (or extension 6000) or 911
- Off Campus Call: 911