Administrative Policies and Procedures

Procedures for Sale, Serving and Consumption of Alcohol on Campus

Purpose

The purpose of this policy is to provide basic guidelines for the sale, serving and consumption of beer and wine only on university property. Distilled liquor is permitted on university property only when served by Aztec Shops, Ltd. as part of an approved catered event. This policy applies to any cultural, social or educational event sponsored by registered student organizations, faculty, staff or administrators on San Diego State University property. Any off-campus group or organization contracting with the university for use of its facilities or auxiliary organization’s facilities are also subject to these regulations.

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Authorization for the Possession, Sale or Distribution of Alcoholic Beverages

An individual or group may not possess, consume, sell or distribute beer or wine on San Diego State University property, including long or short-term leased property, without the written approval of the appropriate representative as delineated below:

No less than four weeks prior to the proposed event:

On campus individuals, groups and organizations: Approval is to be obtained from the requestor’s Vice President (Academic Affairs, Business Affairs, Student Affairs or University Advancement), or their designee, by submission of a completed SDSU Alcohol Approval Request form (07/03). A Request for Facilities Use form must be completed and submitted with the Alcohol Approval Request form. If the requestor represents the Associated Students, or a recognized student club or organization and alcohol is to be served in an Associated Students’ managed facility, the Executive Director of Associated Students must approve the request prior to its submission to the Vice President for Student Affairs. The President or his/her designee may approve requests from the Office of the President. The Vice Presidents may waive this requirement for small, intimate recognition events when scheduling occurs less than four weeks prior to the event.

Off-campus individuals, groups and organizations:

1. All requests from off-campus individuals, groups or organizations are to be submitted to the Associate Vice President for Business Enterprises, no less than four (4) weeks prior to the proposed event, for initial review and consideration prior to submittal to the Vice President for Business and Financial Affairs, or his/her designee, for approval.
2. The responsible Vice President shall review the request and send the approved Alcohol Approval Request form and accompanying Request for Facilities Use form to the appropriate facility scheduling office for their file or for further review by the campus offices designated on the Request for Facilities Use form. A copy shall be returned to the requestor and the Associate Vice President for Business Enterprises.
3. If the request is disapproved, the responsible Vice President shall indicate the reason for disapproval on the form and return the Alcohol Approval Request form to the requestor. The Request for Facilities Use form shall be sent to the appropriate facility scheduling office for processing.

It is the requestor’s responsibility to notify the appropriate scheduling office if the event is to be cancelled based upon the disapproval to serve alcohol during their event. Failure to provide such cancellation notice may result in the requestor’s liability for any resulting costs to the university.

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Responsibilities of Requestors

Individuals or groups sponsoring events where alcohol is served agree to the following:

1. Aztec Shops, Ltd. has right of first refusal for all catering, including the service of alcohol. If Aztec Shops, Ltd. has waived this right or is not available to serve or sell alcohol, a one-day permit must be issued in advance of the event to a licensed requestor or approved caterer by the Alcoholic Beverage Control Board. “Selling” alcohol includes an exchange for money, tickets, tokens, or anything else of value. If admission charges are made for a social function, alcoholic beverages may not be served as part of the admission price, unless they are part of a catered event.
2. To abide by university, state and local regulations regarding alcohol use and distribution.
3. To ensure that the sale or distribution of alcohol to individuals under 21 years of age will not be permitted.
4. To provide a non-alcoholic beverage alternative.
5. To provide food, e.g. appetizers, to all in attendance at the event.
6. To accept responsibility for any damage incurred during the activity and to provide restitution.

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Insurance

Non-university organizations must provide the campus with an insurance policy endorsement providing the minimum current limits of coverage required by the campus and naming the following as additional insured for the identified event:

1. “State of California, the Trustees of the California State University; San Diego State University, and each and every officer, agent, employee, volunteer, and representative of each.”
2. If the organization does not currently maintain a public liability policy, a special event policy may be obtained for the event from the Office of the Associate Vice President for Business Enterprises at 619-594-6018.
3. To maintain behavior and activities appropriate to a university setting and adhere to all policies and procedures established for each facility.
4. To provide personnel, or pay the cost for same, to clean up and restore the facility to its original condition immediately following the close of the event.
5. To provide a management plan for events over 50 people covering security issues, if the event is not in either the Cox Arena or Open Air Theatre.
6. To ensure the event is open only to the membership of the sponsoring organization and its invited guests and that the event is not a regularly scheduled or business meeting.
7. To ensure the event not be advertised to the public or the university community.
8. Vice Presidents may assume responsibility for the oversight of serving alcohol when they host an intimate external audience.

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Regulation Enforcement

San Diego State University is committed to enforcing state, local and university regulations regarding the use of alcohol and other substances. The requesting individual or organization will monitor inappropriate behaviors that often arise from the misuse of alcohol and the Department of Public Safety will enforce such laws and regulations. Any behaviors that interfere with the academic process or disrupt campus activities will be subject to disciplinary sanctions by the appropriate campus personnel. Also, the sponsoring organization will be held responsible for Public Safety charges incurred as a result of having to respond to an emergency or incident relating to the activity.

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