An event held off-campus must be registered through this process, if any of the following apply:

  • an observer would associate the event with a student organization/chapter;
  • an individual representing a student organization/chapter authorizes, sponsors, supports, or endorses the event in any way;
  • the event is discussed and/or voted on in an organization/chapter meeting;
  • the event is funded in whole or part by the organization or its representatives.
 
  • The possession, sale, use or consumption of alcoholic beverages, during an organization event, must be in compliance with any and all applicable laws of the state, province, county, city, and institution of higher education, and must comply with the Third Party Vendor Guidelines.
  • No Alcoholic beverages may be purchased through or with organization funds. Organization members or guests cannot coordinate in the name of or on behalf of the organization any purchase of alcohol.
  • The purchase or use of a bulk quantity or common source(s) of alcoholic beverage, for example kegs or cases, is prohibited.
  • Organizations must utilize a Third Party vendor and cash bar where individuals purchase their own drinks.
  • Events with alcohol are limited to six hours in length and must end no later than 2AM.
  • Non-alcoholic beverages (water, soda, juice) and non-salty snacks must be made available free of charge for all guests. (Light sandwiches, dips, meats, cheeses, pizza.) In choosing food, avoid salty items like chips and popcorn, solid foods that are high in protein do more than satisfy the appetite – they help reduce the effects of alcohol.
  • Appoint Event Monitors who oversees the event to make sure all attending are well behaved, agree not to consume alcohol that day and act as sober hosts who agree to make sure the event starts and ends on time. Event Monitors should be Intervention Prevention trained. (Recommended is 1 Event Monitor for every 50 guests and 2 per bus if transportation is provided.)
  • No organization may co-sponsor an event with an alcohol distributor or bar/tavern (bar/tavern defined as an establishment generating more than half of annual gross sales from alcohol) at which alcohol is given away, sold, or otherwise provided to those present. This includes any event held in, at, or on the property of a bar/tavern as defined above for purposes of fundraising. However, an organization may rent or use a room or area in a bar/tavern as defined above for a closed event held within the provisions of this policy, including the use of a Third Party Vendor and guest list. An event at which alcohol is present may be conducted or co-sponsored with a charitable organization if the event is held within the provision of this policy.
  • No organization may co-sponsor, co-finance, attend, or participate in a function at which alcohol is purchased by any of the host organizations.
  • An organization may not register more than 2 events with alcohol in a 7-day period.
  • Attendance over the capacity of the venue is not allowed.
  • OPEN PARTIES, meaning those with unrestricted access by non-members of the sponsoring organization, without specific invitation, where alcohol is present, are not allowed.
 

Submissions are required to be submitted at least 7 business days prior to the event for full consideration

Registration Form

  • Buses provided for an off-campus event must be from a licensed transportation company. (Organizations should make sure the bus company is properly insured.)
  • Buses may start taking passengers to an event one half hour prior to event start time. Buses may return from the event continuously.
  • If transportation is provided to the event, no guests will be allowed to enter the venue other than those who arrive by the provided transportation.
  • Each bus should have two event monitors that are in addition to event monitors for the venue.
  • Buses must load and unload from the Commuter Lot on University Blvd near the Catholic Student Center - see map below for bus route & parking restrictions.

Organizations will need to provide security guards to assist in loading buses. The number of security guards should be equal to the number of buses, plus one.
Security officers are responsible for the following:

  • Verifying ID and guest lists and marking those guests under 21.
  • Monitoring to ensure that no individuals are allowed who have been drinking excessively or that no individuals under 21 are or have been drinking.

No one may board provided transportation vehicles without having been checked by a security officer and receiving a wristband.

A weekly summary document is distributed electronically to SMU Administrators who have been determined to have an official interest in the information:

  • Names of organizations holding events
  • Dates and times of registered events
  • Locations of registered events

 

SMU is proud to have a long-standing relationship with area law enforcement agencies and considers these partnerships to be in the best interest of the safety and security of our students. SMU appreciates the efforts of area law enforcement agencies to help provide safe and secure environments for registered events.