Social Event Policy

Drury University is committed to maintaining an academic and social environment conducive to intellectual and personal development of students and to the safety and welfare of all members of the campus community. Drury University is also committed to having a safe, education-oriented campus. Drury prohibits the abuse of social events by its students, employees and citizens. The university will cooperate with local and state authorities in the enforcement of all federal laws.

The abuse of social events by Drury students, university employees or Drury citizens is prohibited on university-owned or -controlled property, in conjunction with university-sponsored or -supervised activities, or at any activity or event that an observer would associate with Drury students, university employees or Drury citizens.

SOCIAL EVENTS
Drury University allows organizations the freedom to plan, organize and implement regular social events, allowing the students the ability to achieve regular, positive social interaction, while accepting responsibility for the events of the organization. The sponsoring organization is responsible for managing the event with concern for the health and safety of all attendees of the event.

A social event is an event that is social in nature and meets one or more of the following characteristics:

  • An event hosted or sponsored by any organization.
  • An event where half or more of the event attendees are from one organization.
  • An event that an observer would associate with the organization.

All social events are required to follow Drury University policies, National Office policies and applicable laws.

  1. The Drury University Alcohol Policy is required to be upheld throughout the event, including:
    • The possession of glass bottles is prohibited.
    • The possession of hard alcohol is prohibited.
    • The participation of drinking games is prohibited.
  2. Advertisements (including social media) may not advertise the presence or use of alcohol at any event.
  3. Snacks and non-alcoholic beverages are to be provided by the organization.
  4. Organization funds may not be used or gathered for the purchase of alcohol.
  5. There must be a distinguishing mark for minors upon entry to the event.
  6. Minors are not to be served, provided with or allowed to consume alcoholic beverages.
  7. Social events are to maintain a 2:1 ratio (two guests to every one member present) at the event.
  8. Sober squad members must remain sober and alcohol-free before and during the event.
  9. Sober squad must wear distinguishing clothing.
  10. It is the responsibility of the host organization to provide and encourage safe and sober transportation for event attendees for all social events. The Student Activities Office recommends a third-party transportation source.
  11. The organizational will be responsible for contracting security for the event.
  12. The organization must provide a guest list for the event security staff that is registered to work the event.
  13. The organization is responsible for the restitution relating to damages to the facility.
  14. The organization is responsible for safety of event attendees and may be held liable for harm involving event attendees.
  15. The organization can be held accountable for event attendee behavior, regardless of their invited status.

This list is not intended to be all-inclusive. There may be other situations, which based upon the circumstances, may result in immediate action. Students should always promote all aspects of social event planning and regulations with a positive, supportive attitude. If you have a question regarding a rule, policy or procedure; please ask before you act.

SOCIAL EVENT REGISTRATION PROCESS
The Social Event Registration Form is used for student organizations to alert the university of their upcoming social event plans. There are two types of events that can be registered:

  • Dry Events are a recommended to be registered through the Social Event Registration Process for all on campus and in-town events. Dry events are social in nature, but do not have alcohol present. These events are not required to have event monitors or event security.
  • Events with Alcohol Present are required to be registered through the Social Event Registration Process for all on campus and in-town events. Events with Alcohol Present are social in nature and have alcohol present. These events are required to have event monitors and event security.
    • Spontaneous Events: A spontaneous event is an event that is affiliated with an organization and was not planned, but rather spontaneously grew into event status. These events are allowed, but are discouraged if alcohol is present and if held, should have immediate safety measures in place.
    • Unregistered Events: An unregistered event is an event affiliated with an organization that was planned in some form, but not registered with the university, and grew into event status. These events are not allowed if alcohol is present, and if held, could limit social event allowances in the future.
  • All Out-of-Town Events are required to follow the Travel Policy and these events must be registered through the Travel Registration & Request Form.

Recommended timeline for planning social events:

  • 2 weeks prior to the event: If event security is needed, the organization is required to hire event security through the Drury University Security Office. One event security guard is required to monitor the guest list; more are recommended based on the attendance and type of event held.
  • Monday prior to the event by 4 p.m.: Complete the online Social Event Registration Form, which requests the information:
    • Name of the event
    • Type of event (with or without alcohol)
    • Location of the event
    • Event coordinator contact info
    • Number of members and guests
    • Names of sober monitors (alcohol events only, 1 monitor for every 25 guests)

    You will receive a confirmation email that the information has been submitted to the Student Activities Office.

EVENT REGISTRATION CHANGES
If event information on the event form submitted changes prior to the event, it is the responsibility of the sponsoring organization to immediately inform the social and safety coordinator.

EVENT DENIAL
The Student Activities Office reserves the right to deny authorization of an event. Denial of events could occur because:

  • Social Event Registration Form is not submitted in a timely manner
  • The nature of the event is cause for concern
  • The event is not in accordance with policies, guidelines or applicable laws
  • The event conflicts with other events or too many campus events have previously been scheduled
  • The organization has outstanding bills from previous events

EVENT DENIAL APPEAL PROCESS
Organizations that were denied an event may appeal the decision to the Dean of Students. Appeals must be submitted in writing to the Student Activities Office within five working days after the denial of the event.

In the meeting with the Dean of Students, the organization must provide copies of the completed Social Event Registration Form, the denial letter and rationale as to why the decision should be overturned.

The Dean of Students will review all appropriate documentation and make a determination. The Dean of Students will provide an official decision, in writing, to the student organization within ten working days of submission. The decision of the Dean of Students is final.

EVENT SHUT-DOWN
Organization leaders and event monitors should begin the standard shut down process 30 minutes before the authorized end time of the event.

  • The music should be turned off
  • The lights should be turned on/off
  • Alcohol distribution area should be closed
  • The sponsoring organization should begin to escort the event attendees from the social event location in a safe, orderly manner

Drury University Security and the Student Activities Office are authorized to shut down an event at any time. Advance warning may be given to the organization president. If these individuals are unable to be contacted, the event may be immediately shut down.

  • The event may be shut down if is not in compliance with any organizational guidelines and policies, Drury University policies or applicable laws.
  • The event may be shut down if it becomes a safety risk for event attendees, Drury University students or the community.
  • If an event is disruptive, damages occur, and/or the event is terminated, individuals and/or the organization found responsible will be referred to the Procedures for Student Conduct Administration.

RESPONSIBILITY FOR CLEAN-UP & DAMAGES
It is the responsibility of the sponsoring organization to ensure that no damage to the facility or equipment takes place during the event and that the facility is cleaned and returned to its original condition.

Sponsoring organizations and/or sponsoring individuals shall be held responsible for any damages caused to university facilities as a result of the event. The sponsoring organization will be responsible for all charges associated with the event and all damage charges will be billed directly to the sponsoring organization.

EVENT SUPERVISION AND SECURITY
Drury University organizations are expected to provide a safe environment for their events; therefore it is required to utilize Event Monitors and Event Security at all registered social events.

  • The leaders who are planning the event will oversee and be responsible for the event.
  • It is recommended that organizations have adequate event monitors (1 monitor for every 25 attendees).
  • It is required to have one Event Security guard to monitor the guest list. Additional Event Security may be recommended in addition to event monitors.

EVENT ALLOWANCES DURING UNIVERSITY BREAKS
Drury University organizations are expected to comply with event allowances during university breaks.

  • WINTER BREAK: The campus is closed during winter break and all social events are prohibited.
  • SUMMER BREAK: The campus is open with limited availability during summer break.
    • Events are permitted only with proper registration and prior notification to the Student Activities Office.
    • Social events are permitted only when the guest ratio remains less than 1:1 (one guest per one member present). All social events with alcohol present must be properly registered.
    • The event must maintain reasonable levels of activity and noise. The event will be shut down if the event reaches unreasonable levels.
    • All university policies remain in effect during Summer Break. Organizations are required to uphold all guidelines for social events during summer breaks.

GREEK ORGANIZATIONS
Drury University requires that Greek organizations adhere to FIPG guidelines when planning and holding social events.

FIPG provides information for determining if an event is spontaneous or unregistered:

  • The event is not a spontaneous event if it was discussed in an organization meeting.
  • The event is not a spontaneous event if a member of the organization hosts the event.
  • The event is not a spontaneous event if the organization in any way funds the event.
  • The event is not a spontaneous event if it is likely to be perceived as an organization event by a reasonable individual.
  • The event is not a spontaneous event if half or more of the people in attendance are organization members.
  • The event is not a spontaneous event if the event or pre-event is held on organization premises or the location of the off-campus event.
  • More information on FIPG is available at www.fipg.org.

ORGANIZATION-RELATED FUNDS USED TO PURCHASE ALCOHOL: Per Violation

  • Fine: A minimum $250 fine assessed to the organization account

EVENT MONITORS NOT DISTINGUISHABLE: Per Violation

  • Fine: A minimum $50 fine assessed to the organization account

EVENT MONITORS NOT SOBER:
1st Violation

  • Formal Warning: Organization will receive formal written notice
  • Fine: A minimum $50 fine assessed to the organization account

2nd Violation

  • Community Service: All organization members will be required to complete community service hours equal to the length of the social event
  • Fine: A minimum $100 fine assessed to the organization account

3rd Violation

  • Disciplinary Probation: loss of social event privileges
  • Fine: A minimum $150 fine assessed to the organization account

FALSIFICATION OF INFORMATION: Per Violation

  • Fine: A minimum $50 fine assessed to the organization account

GUEST RATIO EXCEEDED: Per Violation

  • Fine: A minimum $50 fine assessed to the organization account

IMPROPER SOCIAL REGISTRATION:
1st Violation

  • Educational Sanction: Required attendance for social event registration re-training with the social safety director.
  • Informal Warning: Organization will receive informal verbal or written notice for incorrect social event registration.

2nd Violation

  • Formal Warning: Organization will receive formal written notice
  • Fine: A minimum $50 fine assessed to the organization account

3rd Violation

  • Disciplinary Probation: Possible loss of social event privileges
  • Fine: A minimum $100 fine assessed to the organization account

NOT/IMPROPERLY PROVIDED GUEST LIST: Per Violation

  • Fine: A minimum $50 fine assessed to the organization account
  • Disciplinary Probation: Possible loss of social event privileges

NOT/IMPROPERLY PROVIDED FOOD & NON-ALCOHOLIC DRINKS: Per Violation

  • Educational Sanction: Organization required to provide photo of snacks properly provided at the next two social events
  • Fine: A minimum $50 fine assessed to the organization account

NOT/IMPROPERLY PROVIDED EVENT SECURITY: Per Violation

  • Fine: A minimum $250 fine assessed to the organization account

NOT/IMPROPERLY PROVIDED SAFE TRANSPORTATION: Per Violation

  • Educational Sanction: Required session about organization liability for social event attendees and transportation lead by a qualified professional
  • Fine: A minimum $150 fine assessed to the organization account

UNREGISTERED SOCIAL EVENT:
1st Violation

  • Educational Sanction: Required attendance for social event registration re-training with the social safety director.
  • Formal Warning: Organization will receive formal written notice
  • Fine: A minimum $50 fine assessed to the organization account

2nd Violation

  • Community Service: All organization members will be required to complete community service hours equal to the length of the social event
  • Fine: A minimum $100 fine assessed to the organization account
  • Disciplinary Probation: Possible loss of social event privileges

3rd Violation

  • Disciplinary Probation: loss of social event privileges
  • Fine: A minimum $150 fine assessed to the organization account