Guidelines for Off-Campus Social Activities

Centenary College is committed to the integrated development of the mind, body, and spirit of its students. The College is also responsible for upholding federal, state, and local laws. In accordance with these goals and responsibilities, the College has established guidelines regarding off campus social activities sponsored by student organizations recognized by the College.

It is the responsibility of the host organization to ensure that all members and guests are familiar with and follow these guidelines. The College reserves the right to enter events to investigate compliance.

Social events where alcohol will be present shall not be open to the entire student population or the entire Greek community. Open events encourage risky behaviors and the likelihood of accidents increases. This type of function is strictly prohibited.

Formal Party Registration

A formal party is defined as a pre-planned social activity, with or without alcohol, to which members and guests have been invited.

Formal parties must be registered with the Office of Public Safety and the Office of Student Life five working days in advance. If the registration deadline is not met the Office of Public Safety and/or the Office of Student Life may cancel the event. Invitation guest list must typed in alphabetical order and must be turned into the Public Safety Officer on duty prior to the event. If the guest list is not submitted in a timely fashion, the Office of Public Safety and/or the Office of Student Life may cancel the event.

The maximum number of guests allowed on the guest list is 200 people; however, there can be only 150 people in the party location at any given time. The public safety officer on duty will make the determination as to when more guests will be allowed into the party location. The Office of Student Life, in conjunction with the Office of Public Safety, can grant exceptions to this rule.

Invitation guest lists with specific names of all members and non-members who have been invited must be generated for each event. This list must be in alphabetical order. A bag full of invitations delivered to a student organization is not an acceptable method.

Security and Chapter Monitors

The Office of Public Safety, with student organization involvement, is responsible for arranging for all security officers for the party. If the Department of Public Safety is not able to fill the necessary security positions with DPS officers then the Office of Public Safety will arrange for other law enforcement officers from other agencies, such as the Shreveport Police Department and Caddo Sheriff’s Department, to work the event. This host organization will be responsible for paying all officers at the start of the party.

There will be two security officers and at least two chapter monitors at every party where alcohol is allowed. The Office of Public Safety, in conjunction with the Office of Student Life, can grant an exception to this rule based on the size and nature of the event.

Chapter monitors are responsible for assisting security officers in enforcing Centenary College’s Guidelines for Off-Campus Social Activities, as well as ensuring that the event does not become so loud as to disturb the neighbors or result in the issuance of noise disturbance citations. Chapter monitors are obligated to report any illegal activity at the party that they become aware of to the security officers at the event.

Chapter monitors are charged with regulating social events and maintaining the risk management policy of the organization involved.

Monitors are responsible for calling a cab from the Safe Ride program for any guest who appears to be intoxicated.

Monitors should be older members, preferably officers, of the participating organizations. A sign posted at the distribution center should list all of the monitors for the event. Monitors should be easily identifiable by wearing a button or recognizable attire. Monitors should be sober at the start of the event and that shall not drink for the duration of the event.

Monitors, security officers working the event, and any other law enforcement officers present have the right to deny access or to remove anyone from the event who they think is too impaired by alcohol or drugs, even if the person is on the invitation guest list.

Chapter presidents and social chairs should limit their use of alcohol, if consuming at all, during social events so that they, along with chapter monitors, ensure that a safe environment is maintained.

Entrance, Exits, and Layout of the Event

There will be only one well-lit entrance to the event. It will be controlled and monitored by security.

A sign shall be posted at the entrance that states that all guests entering the party are subject to Centenary College’s Guidelines for Off-Campus Social Activities. The sign shall all also state that underage drinking is strictly prohibited and it shall list the date that an individual must have been born by in order to legally drink alcoholic beverages.

Members and guests with alcohol are required to show proof of legal drinking age in the form a picture ID showing birth date.

A guest’s name is checked once entry to the event location has been made. Although guests may leave and return to the party at a later time, they may not bring any additional alcoholic beverages once their name has been checked off the list. However, if a guest of legal drinking age did not bring any alcoholic beverages upon their first arrival, they may do so upon their return to the party.

Formal parties at Greek houses are restricted to inside the host house and enclosed back yard.

Several exits must be available due to fire codes and laws; however, exits cannot be used as entrances. Violations of this regulation will subject the party to immediately being shut down.

The City of Shreveport has an "open container law." Therefore, any guest leaving the party will be required to dispose of the alcoholic beverage he/she is currently drinking into a trash can.

Scheduling and Timing of the Event

A request for a Formal Party will be denied if another event with alcohol has been scheduled for the same night and the two locations are in close proximity (closer than 3000 feet.)

Formal parties and any other event where alcohol is served may not last for more than six hours.

All events must end no later than 2 a.m. The Office of Student Life, in conjunction with the Office of Public Safety, may grant exceptions to the rule.

Wristbands

Members and guests who are of legal drinking age and who bring alcohol to the event receive a non-adjustable, hospital-wristband.

Members and guests who are of legal drinking age and who do not bring alcohol do not receive a wristband. Only those members and guests who bring alcoholic beverages are allowed to consume alcoholic beverages.

Members and guests who are not of legal drinking age do not receive a wristband. Wristbands will be supplied by the Office of Public Safety and will be brought to the event by one of the law enforcement officer scheduled to work the event. Different colored wristbands will be used for each function. The color of the wristband will not be announced until the start of the event.

Alcohol

The sponsoring organization will be responsible for having a representative at the party to dispense the alcohol that has been brought to the party by members and guests. The representative may not have an ABO license so as to not jeopardize the individual’s license. (This representative will be referred to as the "bartender.") The bartender for the event will not consume alcohol during the event. A bartender may not consume alcohol for at least one hour prior to the start of the event and he/she may not be intoxicated.

The bartender will maintain a list that includes the following: individual’s name, type of alcohol brought, the amount of alcohol brought and the times that the individual was served the alcohol.

The following stipulations apply per person for a typical four to five hour function: Each individual of legal drinking age can have two twelve-ounce cans of beer or 1.5 ten-ounce wine cooler per hour of the event OR one thirty-two ounce frozen drink in a styrofoam cup with the straw taped to the top of the lid every two hours of the event.

Only one alcoholic beverage can be acquired at a time.

Anyone who wishes to acquire an alcoholic beverage that he or she brought to the event must show the wristband.

Upon receiving the request for an alcoholic beverage, the bartender is responsible for ensuring that the individual making the request has been served no more than two beers or one ten ounce wine cooler in the last hour. If the individual requests a thirty- two ounce frozen drink then the bartender is responsible for ensuring that the individual is not served any further alcohol for two hours.

The bartender must not serve anyone who is intoxicated even if the individual has alcohol remaining.

No kegs will be allowed at any event.

No bottles, except for wine coolers, will be allowed. The bartender will pour the wine coolers into plastic cups for redistribution.

There will not be any beer, wine, or alcohol for common use in members’ rooms. With probable cause, the law enforcement officers working the party can search the members’ rooms.

No drinking games, shots, or other activities that encourage irresponsible drinking behavior will be allowed.

During the last thirty minutes of an event, alcohol service should stop. A new nonalcoholic beverage should be served to those who wish to switch beverages and begin to wind down.

For events of two hours or less, alcohol can be served the entire time of the event. No alcohol will be returned to members or guests at the end of the evening. Any leftover alcohol at the end of the event will be turned over to the Office of Public Safety for proper disposal.

In accordance with the city of Shreveport’s alcohol guidelines, there will be no third party vendors at any Greek social activities in the city of Shreveport. Social activities in other cities must comply with all applicable laws and guidelines regarding third party vendors.

Alcohol Tester

The Office of Public Safety may have a breath alcohol analysis instrument available at any event where alcohol is served.

If a security officer, chapter monitor, or bartender believes that an individual of legal drinking age is intoxicated they may request that the individual in question submit to an alcohol test.

If the individual submits to the test and the test indicates a blood alcohol level of less than .05% then the individual man continue to drink alcoholic beverages in accordance with the Off-Campus Social Activities Guidelines.

If the individual submits to the test and the test indicates a blood alcohol level of .05% or more then the individual may not be served any additional alcoholic beverages until further testing indicates a blood alcohol level below .05%.

An individual of legal drinking age may refuse to submit to the test. Refusal to submit to the test, however, will result in the suspension of his/her drinking privileges for the remainder of the party.

If a security officer or a chapter monitor has reason to believe that a person who is not of legal drinking age has been drinking then they may request that the individual in question submit to an alcohol test.

Although the Office of Public Safety cannot ensure legal clemency, it shall be the policy of the Office of Public Safety to refer an underage subject who tests positive for the presence of alcohol for campus disciplinary action and not criminal prosecution provided that (1) it is the subject’s first offense and (2) there are not any other extenuating circumstances.

If a subject suspected of underage drinking refuses to comply with the request to submit to the alcohol test then if the security officer has sufficient probable cause the subject may be charged criminally in addition to being referred for disciplinary action. The subject will also be removed from the party.

Food and Non-Alcoholic Beverages

The host must provide all of the soda, juice, bottled water, or other non-alcoholic beverages.

The host will be responsible for having at the start of the event at least one non-alcoholic beverage for every underage member and guest. The non-alcoholic beverages should be replenished as necessary.

Non-alcoholic beverages should be served from closed containers. Cans or individual serving size plastic bottles are required.

Non-alcoholic beverages must be presented in an attractive and accessible manner. Non-alcoholic beverages must be free to anyone who desires an alcohol-free beverage. Water and coin-operated soda machines are not considered appropriate alternative beverages.

Breads, meats, cheeses, vegetables, brownies, cookies, sub sandwiches, pizzas, fruit, and dips are considered appropriate foods.

Food, non-alcoholic beverages, and alcoholic beverages should be contained in one centralized location.

Swaps

Swaps between fraternities and sororities will be closed events. Only members of the sponsoring organizations will be in attendance – no guests will be allowed. Interactive activities should be planned and organized by the sponsoring organizations. Alcohol cannot be provided by the sponsoring organizations.

Informal Party Guidelines

An informal party will be defined as an unplanned gathering to which no invitations have been issued.

At informal parties, risk management guidelines for the hosting organization must be in effect.

If the gathering becomes unmanageable as defined by the chapter, a law enforcement officer, or a Centenary College Student Life official, a conscious effort to reduce liability and enforce formal party guidelines must be made, which might include contacting the Office of Public Safety to help control and/or shut down the event.

Third Party Vendor Guidelines

Sponsoring organizations must follow FIPG standards or established risk management guidelines.

Sanctions

Organizations that violate Centenary College’s Guidelines for Off-Campus Social Activities face a range of sanctions, which are dependent upon the severity of the violation. These sanctions may include:

  1. The termination of the event in question.
  2. The loss of social activity privileges for a specified period of time.
  3. The loss of recruitment privileges for a specified period of time.
  4. Withdrawal of recognition by the College and suspension from the campus for a specified period of time.

Upon receiving a report of an alleged violation, the Dean of Student Life, or his/her designee, will have the Office of Public Safety investigate the compliant. The Dean of Student Life, or his/her designee, will determine the appropriate campus disciplinary sanction.

A security officer may immediately shut down an event if he/she believes that illegal activity is occurring or that the event poses a threat to the safety and health of the members, guests, and neighbors.

It is should be noted that campus disciplinary action does not preclude criminal prosecution for violations of these regulations that are criminal in nature.

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