RISK MANAGEMENT

EVENT PLANNING MANUAL

 FORWARD
The purpose of the Event Planning Guide is to increase the knowledge of each chapter officer of
Alpha Epsilon Pi. It is in the spirit of education that each officer is properly instructed in the
various issues surrounding event planning. This education only serves to enhance the measures
taken to complete the mission of the Alpha Epsilon Pi Risk Management program, as stated
below:

The mission of the Alpha Epsilon Pi Fraternity Risk Management program is to

promote responsible behavior by all members at all times, and to preserve the
ideas of the Fraternity by conducting the operations of each chapter safely and in
compliance with the laws and policies of Fraternity. The ritual of Alpha Epsilon
Pi is the glue that bonds all of our chapters, colonies and members together. By
returning to the core values of Faith, Humility, Mutual Helpfulness, Perseverance
and Honesty can we as a fraternity promote a safe fraternal experience for all our
members.

It is the responsibility of each member to regard risk management as something much deeper
than its commonly held definition. Risk management is responsible behavior, the willingness of
Alpha Epsilon Pi members to provided a safe fraternal experience, take care of one another at all
times, take care of guests at all times, carefully plan the events of the chapter, abide by the laws
of the land and be mindful of, and abide by the principles found in our ritual. We must truly now
become our brother’s keeper. In short, risk management is respect for the Fraternity, people,
property and laws.

Brotherhood, human dignity and respect play the key roles in risk management. As the Risk
Manager carries out his duties, he should be aware of this at all times, and be willing and have
the strength to communicate this to the membership when tough decisions have to be made.

The focus of this manual is on the technical aspects of developing a comprehensive program. It
is, however, important to keep in mind our underlying motive for maintaining a constant
emphasis on preventing chapter losses each and every day.

HOW TO USE THE EVENT PLANNING GUIDE

The Event Planning Guide provides the basic information needed to properly plan a chapter event that
could be protected by the Fraternity’s general liability insurance policy. Successfully planning a chapter
event requires communication among members of the Executive Board; therefore, each officer should
have a copy of this guide and become familiar with its contents.

The enclosed forms are master copies and should be retained as resources. When a brother wishes
to plan an event, he should copy the form from the guide.
GUIDELINES

AND

ISSUES
 GENERAL LIABILITY ISSUES
The intense level of activity in a chapter creates numerous exposures to risk of injury or damage. While
alcohol often plays a significant role in the risk, it is the level of activity and human interaction among
members and guests which is the root of our risk.

The purpose of this section is to help your chapter analyze its activities and the actions of its members so
that it can avoid or reduce the risks which they create.

Role Of The Risk Manager In Event Planning

One of the primary responsibilities of the Risk Manager is event planning. The Risk Manager is not
responsible for completing an event planning form for each event, but is responsible for the following:

1. Make sure the officer or event chairman completes the appropriate form well in advance of
the scheduled event: at least 30 days before major events, 2 weeks before smaller events.

2. Assisting the event chairman with the appropriate forms, if necessary.

3. Reviewing the form for accuracy and completeness.

4. Remitting the form to the appropriate person.

Every event planned by your chapter must have an event plan completed well in advance of the event
date.

One of the main functions of the Risk Manager is to be able to spot potential risks and liabilities and
assist the officer or event chairman in the planning to reduce those risks. In hopes of assisting in that
responsibility, this Event Planning Guide will point out general liability issues and recommendations on
how to limit those liabilities.

1. Social Functions and Alcohol

Social activities are an integral part of fraternity life. In today’s society many people feel that any
successful social activity must be centered around alcohol. A chapter can avoid or reduce much of its risk
by adopting a mature, responsible, and lawful approach to the use of alcohol.

A. Alcoholic Beverage Exposure

Risk in the serving of alcohol is created primarily by two actions:

1) Serving alcohol to persons not of legal drinking age; and

2) Serving alcohol to anyone who is already intoxicated.

Because of this risk, the International Fraternity has adopted the policies and practices
which are outlined later in this section.
If alcoholic beverages will be consumed at a chapter event, one of three steps can be
taken to transfer some of the risk to others and to comply with the Risk Management
policy. These three options are:

1) Having members and guests bring their own alcohol;

2) Hiring a third party vendor/professional bartender who will run a cash bar and
accept responsibility for checking identification and otherwise screening people;
or
3) Having the party/function at a hotel or other facility which will run a cash bar
and accept responsibility for checking identification and otherwise screening
people.

These options will not eliminate all of your responsibility and risk, but they are much
better than your chapter accepting almost complete responsibility by serving alcohol.
You should still be aware of the drinking laws in your state or region. For instance, it
may be illegal to allow an underage person to drink on your property, regardless of who
provides the alcohol.

EXPOSURE TO LIABILITY CONTINUUM

• Substance-free events
LOWEST
• Hotel or other facility EXPOSURE
To LIABILITY
• Caterers – 3rd party vendors

• BYOB (as outlined in this guide)

• Pseudo-BYOB events (no guidelines)

• Closed event with chapter purchasing alcohol

• Contributing chapter funds for alcohol related events

• Drinking games and/or forced drinking

• Open parties with alcohol GREATEST

EXPOSURE
• Charging at the door for alcohol-related events to LIABILITY
And to ensure the safety of your members and guests, you should follow all applicable
parts of the following Guidelines for Sensible Social Functions.
B. Guidelines for Sensible Social Functions
1) Preliminary planning should set the tone for functions and will help
prevent problems.
a) Make all parties for members and guests only; don’t allow universal
guests.
b) Never host open parties; it is not your job to be the campus social
center.
c) Schedule functions with university or IFC officials, if required by your
University or IFC.
d) Establish starting and ending times and stick to them.
e) Arrange for food to be served such as sandwiches, fruit, raw vegetables
along with snacks.
f) Have the courtesy to inform neighbors when a party is scheduled and
let them know whom to call if there are problems.
g) Be sure the social areas are clean and kept that way.

2) Security at parties is important!

a) Hire bonded security guards to protect the property.
b) A card/wristband/stamping system or other safeguard should be used to
identify attendees who are of legal drinking age.
c) Appoint a security committee of brothers for each event. Their job is
to check guests in, guard the doors from uninvited visitors and patrol
the event to ensure all is well. These brothers MUST BE SOBER!!!
d) Be sure all private rooms are locked when brothers are not present and
monitor who has access to the private rooms.

3) Alcohol control will help prevent problems at parties.

a) Alcohol should never be the main emphasis at a party. Drinking games
should not be part of any social function.
b) Do not allow persons who are already intoxicated to enter your party
(unless this is necessary to assure their safety).
c) Follow the laws of your state or province.

4) Safety of members and guests must be watched throughout any event.

a) Guard against health or safety hazards by keeping exits open, floors
dry, and rooms uncrowded.
b) Have no decorations that are flammable, like straw, untreated paper,
etc. Be sure fire extinguishers are charged and easily available.
c) Clean up any mess immediately.
d) Do not sponsor any activities or events that could endanger the welfare
of members and guests.
e) Be sure all rooms, doors, furniture, and stairways are in good repair to
prevent physical dangers to guests.

5) Social responsibility is an obligation of membership for all brothers.

f) Make provisions to take care of those who have had too much to drink.
g) Have designated drivers for those who have over-indulged, or better
yet, call a cab. Take keys away from drivers. Encourage guests not to
ride with someone who has drunk too much.
h) Be your brother’s and your guest’s keeper.
i) Do not permit personal or sexual abuse to take place at parties or at any
other time.
j) Be concerned about your neighbors’ rights and keep music and any
other noise to the lowest volume necessary.
2. Theme Parties
Theme parties are a distinctive tradition of some chapters. Over the years, these events have
provided memorable experiences for brothers and guests. Unfortunately, theme party activities have also
been the scenes of injuries, alcohol misuse, and financial and behavioral excess.

A. Eliminating the Opportunities for Injury

1) Ponds or Pools – There have been a number of serious injuries from people
diving into ponds or pools. Even if there is no means of diving into a pond, the
temptation is strong for people to throw others into it, with a strong possibility of
injury.
2) Towers, slides, rope bridges, other construction – This is not an all-
inclusive list. Anything which the chapter builds or prepares on which people
will sit, climb, swing, walk, etc. presents the potential for injury, and the chapter
could likely be found to be responsible for an injury. Let’s leave construction to
those who are licensed to do that.
3) Fire safety – Bamboo or straw is used by chapters to decorate. Some chapters
also use torches. All of these things create fire hazards.
4) Transportation – If a number of people are to be moved to a location away
from the chapter house, the safest means is a hired bus and driver. A truck, van
or pick-up driven by members is not safe.

B. Eliminate Public Relations Problems

The public’s view of fraternities is still centered around the “Animal House” image. We
do not need to give the press any more ammunition to add to that opinion. Do not give
public or school officials any reason to investigate.

1) Theft of decorations – This includes flowers, signs, plants, lumber, etc. It has
happened. IT IS ILLEGAL.
2) Delivering invitations – Some chapters deliver invitations to dates at their
sorority houses or campus residences. They should not enter the house or dorm
without permission, and this activity should be conducted with proper sensitivity
to others.
3) Noise – This is a potential problem at any social event which includes music.
Many cities are now implementing and enforcing noise ordinances. Most police
will respond promptly and strictly to noise complaints. The chapter should
contact all neighbors prior to the party and ask that, if noise becomes a problem,
they contact the chapter president or some other designated person.
4) Clean up – The chapter should have a plan for limiting litter and for prompt
clean-up after the party.

C. General Excess
Some chapters do a great job in planning and controlling their theme parties. Rights and
privileges which are abused are eventually taken away.

1) Planning and control – Alpha Epsilon Pi Fraternity’s Event Planning Guide

should be used in planning the party.
2) Alcohol – Alpha Epsilon Pi Fraternity’s Position Statement as it relates to
alcohol should be followed.
3) Expense – Is the expense, both in money and in brothers’ time preparing,
excessive? Could some of that money be saved or some of the time and energy
be used in more productive activities? In many cases, the answer to these
questions is “yes.”
 D. The “Theme”
In today’s society, we must be sensitive to all people, races, religious sects, nationalities,
and minority groups. If the theme of a social event reflects, in any way, in a negative
sense upon others or if it could be construed in that way, drop the theme and find another.
Be particularly careful that your advertising, favors, shirts, slogans, mottos and actions
are not or could not be construed as sexist, racist, or bigoted. If that is the case, drop the
ideas and replace them. As an International Jewish fraternity, we cannot tolerate
insensitivity of others, regardless of the intent of the action or the number of persons it
affects. Failure to be sensitive to others almost always results in sanctions and/or
probation.

E. Conclusion
Some brothers will feel that implementation of these guidelines will mean the end of fun
as you know it. The common feeling that “nothing will happen” is all too often regretted.
It is human nature to feel that this year’s party has to be bigger and better than last year’s,
or, at the very least, just the same. Continuing to yield to this tendency will mean more
injuries, neighbor complaints, and wasted time and money.

Use of common sense in planning and conducting these events will mean a safer and
more positive experience for everyone.

3. Special Events
In addition to regular social functions, many chapters often conduct or sponsor Special Events
involving large numbers of people. These might be a fund raising project for a charity, or alumni events
such as Homecoming.

As stated earlier in this manual, no chapter shall host open parties or events where alcohol is
served. But even if alcohol is not consumed at a Special Event, the large number of people usually
involved in or attending these activities can create risk for the chapter.

Precautions should be taken for:

• traffic control;
• crowd control;
• safety of the facility being used, including fire safety; and
• safety of any activities or game in which attendees might participate.

Also, if an event is held away from the chapter house, a contract signed with the property owner
should be reviewed by an attorney for the chapter.

4. Alumni Events
The alumni brothers who attend your Homecoming or other events will all most likely be above
the legal drinking age. Nonetheless, all of the precautions regarding consumption of alcohol and concern
for your guests still apply.

If you become concerned about an alumnus who has had too much to drink, seek the help of other
graduates in seeing that this brother does not injure himself or others or cause any damage.
5. The Business Side of Fraternity
It is easy to forget in the midst of the fun and camaraderie of fraternity life, that a chapter is also a
business. Failure to tend to the business and budgetary responsibilities of your chapter can result in lost
income, employee problems, and fines and other penalties from the IRS and state and local authorities.

6. Common Sense
Common Sense! Use it when possible. Make your socials safer. With the number of
fraternity involved legal suits increasing, fraternities are being scrutinized and watched under a
legal microscope. You cannot eliminate your chapter's risks, you can take positive actions to
lessen it!

There is no way to eliminate the risks or liability of you and your chapter. That is why we
call it “Risk Management” and not “Risk Elimination.” The key to a safe social is you and
your brothers stepping up to the plate and following common sense. If you have underage
guests drinking free flowing alcohol, you are a prime target for an accident. BYOB and
Third Party Vendors do not eliminate risks, they lessen liability, but it is up to you and your
chapter to manage the event as well.
 THE FIRST STEPS OF PLANNING A CHAPTER EVENT
Each member of the executive Board will probably coordinate or assist in coordinating the planning of a
chapter event sometime during his term. Alumni gatherings, parents’ weekends, community service
projects, pre-initiation events, rush functions, education sessions, formals, brotherhood events, parties,
mixers and athletic activities could be sponsored by your chapter. Chapter events should be enjoyable for
the members and their guests. More importantly, however, chapter events should be safe for the
participants, spectators, facilitators and bystanders. A successful event will have thorough plans for
maximizing the safety and enjoyment for all persons associated with the event.

If you want to have a successful event, you must first define ”successful.” Whether the chapter’s purpose
is to recruit new members, raise money for a charitable organization, or socialize, the first goal of any
chapter event is to ensure safety measures are in place for the participants. How do you achieve this goal?
Begin by using this Event Planning Guide. It will provide:

• basic information on safety measures that you, as the event coordinator, can incorporate
into the plans for an event;
• information about the proper way to plan an event that could protect yourself and the
Fraternity with insurance; and
• answers to frequently asked questions about event planning, insurance, and other risk
management topics.

Definition of a “Chapter Event”

Over the last 10 years, attorneys, judges, juries, and insurance companies have reviewed hundreds
of incidents that have occurred at fraternity and sorority events. Experience has shown that if
ANY of the following apply to a chapter function, gathering, or event, the incident could be
associated with the organization.
• The chapter implicitly or explicitly is hosting, sponsoring, or cosponsoring the event.
• The event is held on chapter property.
• Any amount of money affiliated with the chapter is used for the event (for example,
money from the chapter’s bank account, donations on behalf of the chapter, or pooling
money from chapter members).
• The event is announced in a chapter meeting or through a chapter “phone tree” or email.
• The event is publicized (flyers, ads, posters, etc.) with reference to the chapter.
• The total number of persons at the event includes at least 25 percent of the active
membership (total number of active members and associate members) or the chapter.

Carefully consider the points listed above as you begin to plan the event; they will
affect the risk that the chapter will be facing. When in doubt, always err on the side
of caution.

Please be advised that the above list is not all inclusive. Courts, in recent years, have starting to
use the “Duck” approach to determining if an event is a chapter event. If it looks like a duck,
walks like a duck and quacks like a duck…….IT IS PROBABLY A DUCK. Any event that
someone could believe is a chapter event would, in all likelihood, be considered a chapter event.
Classifying The Event
Any event that a chapter plans can be classified as either a dry event, a BYOB event, or a cash bar event.
Each event must adhere to all laws, rules and policies. Although can be classified as dry, BYOB, or cash
bar, there are numerous themes and plans than can be used to make each event unique.

Once you choose the type of event you wish to plan, please refer to the “Special Guidelines” section for
the respective type of event.

[X] A Dry Event – A theme-based social event in which alcohol is NOT

permitted to be consumed or possessed during the event.

• See Special Guidelines for Dry Events

[X] A BYOB Event – A theme based social event at which alcohol is only permitted to
be consumed or possessed under “Bring-Your-Own-Beverage”
guidelines, which include:

X Alcohol may only be brought to the event by guests or members

of legal drinking age;

X Only persons of legal drinking age may consume or possess

alcohol; and

X The maximum amount of alcohol allowed at the event is limited

to a six pack of beer or four wine coolers per person of legal
drinking age.

• See Special Guidelines for BYOB Events

[X] A Cash Bar Event – A theme-based social event at which alcohol is only permitted
to be consumed or possessed under “Cash Bar” or “Third
Party Vendor” guidelines, which include:

X Only persons of legal drinking age are permitted to consume or

possess alcohol;

X The cash bar must be contracted with a licensed and properly

insured company;

X All bartenders must be licensed and properly insured; and

X The amount of alcohol consumed is under the bartender’s

discretion.

• See Special Guidelines for Cash Bar Events

 SPECIAL GUIDELINES FOR DRY EVENTS

Any chapter event at which alcohol is not permitted to be consumed or possessed is classified as a dry
event. Dry events are typically lower risk events compared to “wet” events (events allowing the
consumption and/or possession of alcohol). With alcohol removed from the event, the risks are often
more predictable, and therefore, more manageable. Although dry events provide substantially lower
exposures to loss, there are a few guidelines that the event coordinator needs to know.

Types of Refreshments

The chapter should ensure that ample refreshments (preferably those that coincide with the
theme) are available to all participants. Non-alcoholic beverages (soft drinks, juices, sport drinks,
or water) should be provided when appropriate.

The event coordinator should plan to have food available at events. Prepackaged foods and
snacks, preferably unsalted, should be provided when appropriate. However, cooked food is a
risk that requires special attention. If the chapter event calls for cooked food to be present, the
chapter should attempt to have the food prepared by a caterer who is properly licensed and
insured. Meat and seafood present several biological risks that are managed with proper
preparation. However, if the food is not properly prepared, the party responsible for the
preparation could be held liable for any damages or illness that result from the ill-prepared food.
The chapter can avoid this liability by using a food caterer.

The Entrance

The entrance to the event shall serve two purposes:

1. to ensure all persons entering the party are members or invited guests; and
2. to ensure that no person who appears, or is known, to have consumed alcohol
enters the party.

At least one party monitor must be at the entrance at all times. Acceptable forms of identification
should be shown to ensure that the person is on the guest list. The chapter must prevent any
person who has consumed alcohol from entering the event. The entrance is the best place to
confront this problem.

Ending Times

All dry events shall have a designated ending time. The ending time should always be in
accordance with school, local, and state or governmental ordinances and should never go past
2:00 a.m. local time.
New and Creative Ideas for Dry Social Events
Alcohol free social events are popping up throughout fraternity chapters across North America.
In fact, some International Fraternities have already agreed to ban alcohol from their chapter
houses entirely by the year 2002. The social themes below have successfully been shared
between fraternities and have proven successful. The key to having a successful alcohol free
social event is to focus on the theme and on fun rather that on the alcohol. If you have any
questions about these events or if you would like to share one of your ideas, please call the
Executive Office at 800/223-AEPi.

Human Checker Competitions: divide chapters into two teams, with one team wearing red and the
other wearing black...draw a huge checker board on the floor and actually play a game of checkers.
Scrabble Party: have everyone wear a letter...have competition to see who can make the most words by
interacting with others.
Pool Party: as in billiards...wear stripes or solids and have pool tournaments with mixed teams.
Graffiti Party: wear white t-shirts & write on them...use high-lighters and add a black light for special
effects.
Twister Party: wear red, blue, yellow, and green...play twister.
Tacky Tourist Theme: have prize for the tackiest costume...combine with vacation or airplane theme.
Nuclear Reactor Theme: wear fluorescent colors.
Generic Theme: wear black and white...have generic food & decorate in black & white.
Daytime Tennis Tournament: divide into mixed teams for tourney...then have a country club theme
event after playing tennis.
Dinner Exchanges: half of chapter A goes to chapter B's house, and half of B goes to A's house.
Pumpkin Carving Party: have contest for most creative, scariest, and funniest carved pumpkins... roast
seeds for refreshments.
Suit Case Party: vacation theme with a raffle for a weekend in Florida...at the event, pull the winning
ticket and send them to Florida. Work with a local travel agent.
A Night in Las Vegas: casino party with poker, blackjack, roulette, etc.
Baby Party: have parents send baby pictures...make a slide show & decorate the room as a
nursery..guess who's who.
Hunt for Red October: have everyone wear red with prizes for costumes...have red food, decorations, a
dancing contest to "Lady in Red" & rent "The Hunt for Red October"
Endless Summer Beach Party: have a fake pool party in the winter.
Pictionary Party: send announcements with no words...just pictures. Decorate with similar posters &
play the game.
Leaf Jumping Party: rake leaves...then jump in them...after have hot apple cider.
Breakfast Club: have a breakfast brunch with eggs, bacon, bagels, etc...play the movie "The Breakfast
Club"
Saturday Night Fever: dress in leisure suits, polyester dresses and gold medallions...have "The Hustle”
dance lessons.
Health Club Party: rent out a health club and have juice, fruit and healthy snacks while playing
racquetball, working out, etc.
Hospital Theme: have nurse hats as favors while dressing as doctors, nurses or patients... decorate with
sheets, bed pans, etc.
Polka Dot Party: decorate in dots, wear dots & have connect the dot signs as publicity, invitations
and/or decorations.
 SPECIAL GUIDELINES FOR BYOB EVENTS
A chapter event is considered a BYOB event if alcohol is permitted to be consumed or possessed by
participants under a “Bring-Your-Own-Beverage” policy. The following guidelines are not inclusive, but
offer the minimum procedures for a BYOB chapter event. These guidelines should be implemented with
all other Alpha Epsilon Pi, school, city, state and local policies.

1. THE ENTRANCE - The entrance to the party shall serve two purposes: a) to make sure all persons
entering the party are either members in the sponsoring organization or on the guest list and, b) to check
the identification of individuals entering the party. At least one executive member of the chapter (one from
each chapter if jointly sponsored) should be at the entrance at all times. Each sponsoring organization
should provide a list of the active membership and their birthdays to be referred to at the entrance of the
party.

2. IDENTIFICATION - All persons shall have their ID's checked at the entrance to the party. Either and
in-state driver's license or two other picture ID's may be considered sufficient identification.

3. WRISTBANDS - Wristbands will be given out at the entrance to the party, and will be issued only to
those of legal drinking age. For jointly held functions, the sponsoring groups should have different colored
wristbands.

4. THE BAR - There is to be a single bar area with designated servers who are of legal drinking age and
who are not consuming alcohol. No alcohol may be distributed from any other area of the fraternity house
(this includes upstairs rooms). Designated servers will not serve anyone who is visibly intoxicated.

5. PROCEDURES FOR BYOB PARTIES - Once a person of legal drinking age with alcohol has
entered the party and obtained a wristband, he/she will immediately take the alcohol to the bar and
exchange it for a punch card (e.g., a six-pack of beer for a six punch card designated for that brand of beer).
A person may receive only one beverage at a time. The hosting organization(s) will be responsible for
monitoring the party to make sure no one is drinking without a wristband. Further, no person shall be in
possession of more than one beverage at a time.

6. ALCOHOL AMOUNTS AND TYPES- Alcohol should be limited to a maximum of (6) 12 ounce
cans of beer, or (4) 10 ounce cans of Wine Coolers. No Hard alcohol is ever allowed. No glass bottles are
ever allowed. No common sources of alcohol are allowed. No drinking games are ever allowed. No
alcohol from individual rooms is allowed.

7. ENDING TIMES AND ALCOHOL CHECKOUT - All parties should have a designated ending
time. Thirty minutes before the designated ending time, an announcement must be made to the effect that
the bar will be closing. All alcohol belonging to individuals must be picked up the next day and the
individual must have ID and his/her punch card. All alcohol remaining after the next day must be
discarded. If anyone wishes to leave the party prior to the designated ending time, that person must return
the next day as well.

8. ALTERNATIVE BEVERAGE AND FOOD -There must be another area of the function dedicated
to serving non-alcoholic drinks and food. The beverages should be plentiful and the food should be
“bready” type foods (subs, pizza). There should be enough non-alcohol beverage and food for all the
guests.

9. CHAPTER MONITORS AND SECURITY- Sober monitors should be assigned to specific areas of
the event. There should be (1) monitor for every (25) people in attendance. Licensed and insured
professional security is highly recommended as well.

10. NO REFERENCE TO ALCOHOL IN ADVERTISEMENTS - In posters or other advertisement

announcing events, the fraternity should not make reference to alcohol other than say that the event is
BYOB. The fraternity should avoid drawing pictures of kegs, beer bottles, etc., on the posters. Such
advertisement may come back to haunt the fraternity when they are described by a witness or introduced as
an exhibit in a trial against the fraternity or its members.
 OFF CAMPUS AND “UNOFFICAL” CHAPTER EVENTS
Some chapters have intentionally participated in gatherings, functions, parties, or events that were held
away from the chapter’s house or off campus in an attempt to circumvent the sp irit and intent of the
Fraternity’s policies. Most of these events occur at the private residences (apartments, rental houses, etc.)
of members or even at the residences of a non-member and are classified as “unofficial” because they are
“not chapter sponsored.” The risks posed by such events are often more substantial than “offical”
chapter events. Previously in this manual, you have had chapter events defined for you. A discussion of
the myths associated with off-campus and “unofficial” events follows.

Myth #1: We’re not liable for events at a member’s apartment.

WRONG. Courts have held that if a certain percentage of members are gathered at any location,
that gathering can be interpreted as a chapter activity, whether “official” or “unofficial.” For risk
management purposes, use 25 percent of the active chapter (active members and associate
members) as the percentage.

Myth #2: An individual member can’t be held liable for events he sponsors at his private
residence.
WRONG. Most states have laws that incriminate a social host for serving alcohol to minors. If
not, civil remedies are available to a person alleging injury after attending an event hosted by a
chapter member. In addition, the member’s parents may be held liable for the actions of the
member if her hosts a party and someone gets hurt.

Myth #3: We’ll just have the event at a non-member’s residence.

THINK AGAIN. If more than 25 percent of the chapter membership is present at an event, any
competent attorney will try to prove that the event was sponsored by the chapter.

Myth #4: The International Fraternity cannot discipline a chapter for something that
happens at an “unofficial” event.
The International Fraternity will not hesitate to discipline a chapter if there is an incident of any
kind at a social vent where participants are violating the Fraternity’s risk management policies.

The bottom line: If Alpha Epsilon Pi could avoid liability by moving all chapter events off
campus or making events “unofficial,” it would have instructed all chapters to do so.

If a chapter wants to practice sound risk management, it will not tolerate “unofficial” events sponsored by
members which do not follow the policies of Alpha Epsilon Pi. Every chapter should practice sound risk
management all the time, regardless of the circumstances.
 SPECIAL HAZARDS AT CHAPTER EVENTS
The following categories of hazards present a liability exposure which requires special attention to risk
management by the chapter.

[ ] FIREARMS
Firearms (handguns, shot guns, rifles, etc.) do not have a role in the Fraternity environment.
All firearms are prohibited from all chapter premises and chapter events.

[ ] ROOFS, WINDOWS, AND LEDGES

Each year, fraternities and sororities experience numerous incidents where individuals fall
from rooftops or out of windows. Unfortunately, many of these incidents result in death or
serious injury. Each chapter and house corporation should implement and enforce specific
rules eliminating access to roofs and other premise hazardous areas at all times, especially
during social events.

[ ] ILLEGAL DRUGS
There is a zero tolerance policy of illegal drug in Alpha Epsilon Pi. Chapter by-laws and
housing contracts should include a definitive statement regarding the usage and/or
possession of illegal drugs by members and include specific disciplinary action to be taken
against an offending member. The chapter’s risk management education program should
include at least one presentation per academic year about illegal drugs.

[ ] TRANSPORTATION
Vehicle accidents have often led to large monetary awards and settlements when evidence
has shown indiscriminate driver selection procedures, drivers without licenses, driving
while under the influence, and inadequate driver training.

Whenever a chapter event is scheduled away from the chapter house or off campus, the
chapter should make transportation a high priority in the event plans. If members are to use
personal transportation, the chapter should issue guidelines prohibiting the usage of alcohol
before and during traveling to and from the event.

Hired and non-owned automobile insurance is provided by the general liability insurance
policy of Alpha Epsilon Pi. This does not minimize the attention that should be given to
transportation when planning a chapter event.

In most situations, the chapter should arrange for a leased bus with a driver being furnished
by the bus company. In the event that car pools are the option, measures should be
followed to determine that drivers are licensed, insured, and responsible individuals that
demonstrate good driving habits. The maximum number of persons in an automobile
should never exceed the number of available seat belts.

A certificate of insurance (naming the chapter, the house corporation, and the International
Fraternity as additional insureds) should be obtained from the transportation company. If
an automobile or its driver does not have insurance coverage, It should not be used.
 THE
EVENT PLANNING
FORM
 COMPLETING THE EVENT PLANNING FORM
The following process outlines the proper method of planning a chapter event. Please familiarize yourself
with this process. It will affect YOU!

(1) Members of the Executive Board decide to have an event. The event coordinator (for example, the
Social Chairman) begins an outline of the event. The event coordinator decides if any of the following
seven criteria apply to the event:
[ ]
Contracts have been/will be signed with a third party vendor (bartenders, bus company,
licensed cash bar, hotel, caterer, etc.)
[ ]
The event is planned at a site more than 10 miles from the chapter house or campus.
[ ]
The event is planned to exceed six hours in duration.
[ ]
During a similar previous event, an accident or injury occurred.
[ ]
The total number of people, including members, that will be allowed to attend will exceed
three times the chapter membership (the number of associate and active members).
[ ]
The event will be cosponsored with another fraternity or sorority.
[ ]
Alcohol will be permitted at the event.

• If NONE of the above criteria apply to the upcoming event, please complete the Event
Planning Form and skip to (8).

• If AT LEAST ONE of the above criteria applies to the upcoming event, please continue to
(2).

(2) After a rough outline of the event has been drafted, the event coordinator vontacts vendors for service
availability and prices. When the chapter chooses a vendor, obtain a copy of a contract that the
chapter will be signing for the services. Obtain a certificate of insurance at that time. The certificate
should name the chapter, the house corporation, and the International Fraternity as additional
insureds.

(3) The chapter reviews the contract to ensure that the chapter or individual brother does not incur any
undue liability. The vendor must also sign the contracts located in the Event Planning Guide. Also,
obtain university permission if necessary.

(4) The event coordinator and the risk manager complete the Event Planning Form. All attachments
(contracts, waivers, etc.) necessary to complete the form should be gathered.

(5) After all necessary information is gathered, the Event Planning Form should be finalized. The
completed Event Planning Form is presented to the entire Risk Management Committee for review.

(6) The risk manager makes a copy of the completed Event Planning Form for the chapter files. The
form is transmitted to International Fraternity for receipt no later than 30 days before the planned
event.
Once the Event Planning Form Is Submitted

Scenario #1: If the Event Planning Form is received on or before the 30 day deadline, the event
will be classified as accepted, rejected, or pending.

• If ACCEPTED, the event may proceed as planned.

• If REJECTED, the event must be canceled or the chapter and its members will not
be protected by the Fraternity’s liability insurance.

• If PENDING, a list of recommendations will be sent to the Executive Board. In

order for the Event Planning Form to be accepted, all recommendations must be
complied with no later than one week before the event.

Scenario #2: If the Event Planning Form is received the event will be classified as rejected.
However, the chapter has three options:

1) The chapter can cancel the event.

2) The chapter can choose to continue with the event, BUT THE CHAPTER WILL
NOT RECEIVE PROTECTION FROM INSURANCE.

3) The chapter can submit an Event Plan Addendum with payment. The original
Event Planning Form will then be reviewed. This process does not guarantee that
the form will be accepted. The payments charged are listed below.

• $100.00 for the first Event Planning Addendum submitted within a twelve
month period.
• $250.00 for the second Event Planning Addendum submitted within a
twelve month period.
• $500.00 for each subsequent Event Planning Addendum submitted within a
twelve month period.

(7) An Event Planning Response will be sent to the Executive Board. The Event Planning
Response will describe the classification of the event (accepted, rejected, or pending). In order
for a pending event to be accepted, all recommendations listed on the Event Planning Response
form must be implemented into the plan of the event at least one week before the event.

(8) The Risk Manager reviews the plans of the event with the event coordinator and the event
committee.

(9) The event coordinator meets with all persons vital to the execution of the event.

(10) Follow through with the plans and have a safe, enjoyable event!
 ALPHA EPSILON PI FRATERNITY
8815 Wesleyan Road * Indianapolis, IN 46268 * (800) 223-2374 * FAX (317) 876-1057 * adam@aepi.org

EVENT PLANNING FORM

Chapter/Colony: School:

Contact Name: Event Date(s):

1. Please check all applicable boxes for the upcoming event.

[ ] Contracts have been/will be signed with a third party vendor (caterer, licensed cash bar,
bartenders, rented facility, security, bus company, etc.).

[ ] The event is planned at a site more than 10 miles from the chapter house or campus.

[ ] The event is planned to exceed six hours in duration.

[ ] During a similar event, an accident or injury occurred.

[ ] The total number of people, including members, that will be allowed to attend will exceed three
times the chapter membership (the number of associates and active members).

[ ] The event will be cosponsored with another fraternity or sorority.

2. What should I do with this form?

* If NONE of the above criteria applies to the upcoming event, please complete the following form and
keep the form on file at the chapter/colony.

* If at least one of the above criteria is applicable to the upcoming event, please complete the following
form and submit it to the Director of Risk Management at International Headquarters NO LATER THAN 30
DAYS PRIOR TO THE EVENT (See address/FAX/e-mail information above).

3. What happens after the form is properly completed?

* If this form does not require International Fraternity review, the form must be kept at the
chapter. At a minimum of once per year, the visiting chapter consultant will inventory all files kept at
the chapter.

* If this event is planned such that this form needs to be submitted to the International Fraternity,
the plans for the event will be classified as accepted, rejected, or pending. If classified as pending,
recommendations will be given so that the chapter can adjust the plans to adhere to applicable policies.

**WARNING!! FAILURE TO COMPLY WITH THE RISK MANAGEMENT POLICIES OF ALPHA

EPSILON PI AND PROCEDURES OUTLINED IN THIS EVENT PLANNING FORM COULD RESULT IN
LOSS OF INSURANCE COVERAGE**

NOTE: THIS FORM IS FOR ADVISORY PURPOSES ONLY

____________________________________________________________________________________
GENERAL INFORMATION
• Name of Event: _______________________________________________________________________

• Event sponsors include Alpha Epsilon Pi and ________________________________________________

***OTHER SPONSORS MUST HAVE PROPER AND ADEQUATE INSURANCE COVERAGE***

• Location of Event: [ ] Chapter House [ ] Rented Facility [ ] Other: ________________________

Distance from campus/chapter facility in miles: ________________________________________

• Beginning Time of Event: _______________ Ending Time of Event: _________________

• Purpose of the Event: [ ] Rush [ ] Social [ ] Other: _____________________________________

• Description of activities at this Event: ______________________________________________________

_____________________________________________________________________________________

• Will there be any special construction/decorations for this Event: [ ] YES [ ] NO

**If YES, please describe** ___________________________________________________________________
___________________________________________________________________________________________
Person(s) performing construction: _______________________________________________________________
Phone #: (______) ______________________________________

• How many times has this Event been held in the past? ________________________________________
**Did any accidents occur at this previous Event? [ ] YES [ ] NO
** If YES, attach an explanation of the accident and changes made to prevent a reoccurrence.
____________________________________________________________________________________
____________________________________________________________________________________
____________________________________________________________________________________
_____________________

• Is University permission/registration required for this Event? [ ] YES [ ] NO

**If YES, please submit a copy**

CONTACT PERSONS

CHAPTER MEMBER CONTACT: ADVISOR CONTACT:

Name: ______________________________ Name: ____________________________________

Phone: W: (_____) ____________________ Phone: W: (______) _________________________

H: (_____) _____________________ H: (______) _________________________

Email: _______________________________ Email: ____________________________________

_______________________________________________________________
SECTION I. ALCOHOLIC BEVERAGE EXPOSURES
The Risk Management Policies of Alpha Epsilon Pi expressly prohibit the purchase of alcoholic beverages through the
chapter treasury or any pooling of member funds. Kegs and other bulk distribution of alcohol is also prohibited.

A. ALCOHOL APPROVAL POLICIES

1. Will alcohol be present during the Event? (If NO, proceed to Section II). [ ] YES [ ] NO
1. Is written permission required by the school/IFC for alcohol use at this Event?
[ ] YES [ ] NO
(If YES, attach a copy)
3. Have you read and understand the Risk Management Policies of AEPi? [ ] YES [ ] NO
4. Does the usage of alcohol at this event comply with the Risk Management Policies of AEPi?
[ ] YES [ ] NO
5. What actions or procedures will be taken if minors are observed drinking alcohol? __________________
_____________________________________________________________________________________
_____________________________________________________________________________________
6. What actions or procedures will be taken if Brothers are caught providing alcohol to minors? _________
_____________________________________________________________________________________
_____________________________________________________________________________________

B. SERVICE OF ALCOHOLIC BEVERAGES

1. When will alcoholic beverages be present? [ ] Before [ ] During [ ] After

2. What kinds of alcoholic beverages will be present? [ ] Beer [ ] Liquor [ ] Wine/Wine Coolers
***NO GLASS BOTTLES SHOULD BE ALLOWED AT ANY TIME***
3. Who will provide the alcoholic beverages? [ ] Third Party Vendor [ ] BYOB
[ ] Other, explain in detail: ______________________________________________________________
_____________________________________________________________________________________
4. Will there be any direct or indirect charge for any alcoholic beverages? [ ] YES [ ] NO
If YES, method of charge: [ ] Admission [ ] Contributions/Donation [ ] Charge by Drink
[ ] Other, explain in detail: __________________________________________________________
_________________________________________________________________________________
5. Method of Service: [ ] Licensed Bartender [ ] Alumni [ ] Member of legal age
[ ] Open Access [ ] Other, explain in detail: _________________________
_____________________________________________________________________________________
6. Will an alcohol check-in procedure be used for this Event? [ ] YES [ ] NO
If YES, explain in detail: ________________________________________________________________
_____________________________________________________________________________________
7. What methods will be used to limited individual consumption of alcohol?
[ ] Punch Card System [ ] Licensed Bartender discretion
[ ] Ticket System [ ]BYOB-Attendee is limited to bringing _____ alcoholic beverages
[ ] Other, explain in detail: __________________________________________________________
_____________________________________________________________________________________
8. Will ample non-alcoholic beverages be provided without charge? [ ] YES [ ]NO
9. What are the hours of alcoholic beverage service? FROM: _________am/pm TO: __________am/pm

***SERVICE OF ALCOHOL SHOULD STOP AT LEAST ONE HOUR BEFORE THE EVENT ENDS***
C. LEGAL AGE IDENTIFICATION

1. How will the verification of drinking age be accomplished?

BYOB Event: ………………. [ ] By Chapter Members at entrance of Event [ ] By Security Guard
3rd Party Vendor Event: ……. [ ] By Licensed Bartender for each purchase [ ] By Security Guard
2. How will those serving the alcohol identify those of legal drinking age?
[ ] Wrist band [ ] Non-transferable hand stamp [ ] ID checked each time
[ ] Other, explain in detail: __________________________________________________________
______________________________________________________________________________

____________________________________________________________________________________
D. DRUNK DRIVING PREVENTION

1. What type of transportation will be provided?

[ ] University Safe Ride [ ] Cab Service [ ] Mass Transportation
[ ] Designated Driver Program (provide details): _________________________________________
[ } Other, explain in detail: __________________________________________________________
______________________________________________________________________________
2. Will members and guests be required to check their car keys at the door? [ ] YES [ ] NO
If YES, how will this be monitored? ____________________________________________________
_________________________________________________________________________________
***PUBLIC TRANSPORTATION IS HIGHLY RECOMMENDED AND ENCOURAGED***

SECTION II. CONTRACTUAL EXPOSURES

Executing any contract, lease, or rental agreement may obligate you, your
chapter, or others for losses that may not be covered by insurance. To
help limit contract liability exposures within the scope of your insurance,
the words “to the extent provided by our insurance” should be inserted
into all hold harmless and indemnity clauses of any agreement.
Additionally, you should sign all contracts and/or agreements “as
[OFFICER TITLE] of {CHAPTER NAME] Chapter or Alpha Epsilon Pi
Fraternity.”
***YOU MAY NOT SIGN ANY CONTRACT OR AGREEMENT ON BEHALF OF ALPHA
EPSILON PI FRATERNITY, ONLY ON BEHALF OF YOUR CHAPTER!!! ***
***IF YOU ARE UNSURE OF ANY OF THESE TERMS OR HAVE ADDITIONAL QUESTIONS, CONTACT THE
EXECUTIVE OFFICE.***

A. RENTAL PROPERTY
Coverage is not provided under your insurance policy for property damage to “property loaned to you,” “property
you own, rent or occupy,” or “personal property in your care, custody or control.”

Please check all types of property the chapter will be renting, borrowing, and/or using:
Real Property Personal Property
[ ] Banquet Room [ ] University Facilities [ ] Stereo Equipment [ ] Props
[ ] Hotel Room [ ] Sports Field [ ] Party Equipment [ ] Boat/Car
[ ] Other: ______________________________ [ ] Other: ____________________________________
____________________________________________________________________________________
B. CROWD CONTROL/SECURITY SERVICES

1. How will admission or attendance be controlled?

[ ] Members Only
[ ] Members Only and Dates
[ ] Guest List
[ ] Invitation
[ ] Open Event
[ ] Other: __________________________________________________________________
2. How many chapter members will serve as sober party monitors? (Minimum 1 for every 10-15 guests)
3. Have arrangements been made to use a security service? [ ] YES [ ] NO
4. How many will be hired? _________ Hours of service: __________________ Please attach contract
5. Hired from: [ ] University/College [ ] Hotel [ ] Off-Duty Police [ ] Security Company
[ ] Other: __________________________________________________________________
Name of Company: __________________________________________________________
Contact Person: _________________________ Phone: (_____)____________________
***POSSESSION OF FIREARMS BY SECURITY PERSONNEL IS STRICTLY PROHIBITED***

____________________________________________________________________________________
C. ENTERTAINMENT

Will any entertainment services be used? [ ] YES [ ] NO

If YES, what type of services? [ ] Live Band
[ ] Professional DJ
[ ] Chapter DJ
[ ] Other: _________________________________________________
*** THE USE OF ADULT ENTERTAINMENT, I.E. STRIPPERS, ETC., IS CONTRARY TO THE POLICIES OF
ALPHA EPSILON PI AND IS PROHIBITED***

____________________________________________________________________________________
D. FOOD

1. What food will be served? (Foods other than salty snack variety should be served)
_________________
_____________________________________________________________________________________
_____________________________________________________________________________________
2. Who will be providing the food?
[ ] Chapter will be preparing the food
[ ] Restaurant
[ ] Hotel
[ ] Caterer
[ ] Other: _____________________________________________________________________
E. CONTRACTS, AGREEMENTS, CERTIFICATES AND LICENSES

**ALL EVENT SPONSORS MUST EACH SIGN ANY AND ALL CONTRACTS OR AGREEMENTS**
1. Are the Event sponsors being required to sign ANY contracts, agreements, or other documents?
[ ] YES [ ]NO
2. Is a third party vendor being used to serve alcohol at this Event? [ ] YES [ ]NO

3. If any of the following services are being used for this Event, contracts for those services outlining
their duties and responsibilities must be enclosed for review.
[ ] Security Service? [ ] YES [ ] NO Check box if contract is enclosed [ ]
[ ] Professional Bartender? [ ] YES [ ] NO Check box if contract is enclosed [ ]
[ ] Renting of facility or property? [ ] YES [ ] NO Check box if contract is enclosed [ ]
[ ] Entertainment (DJ, Band) [ ] YES [ ] NO Check box if contract is enclosed [ ]
[ ] Transportation service [ ] YES [ ] NO Check box if contract is enclosed [ ]
[ ] Other ___________________ [ ] YES [ ] NO Check box if contract is enclosed [ ]
4. Has a certificate of insurance been obtained frm each contracted third party naming the chapter, house
corporation, and Alpha Epsilon Pi Fraternity as “additional insureds?” [ ] YES [ ] NO

_______________________________________________________________
SECTION III. OFF-PREMISES/TRANSPORTATION EXPOSURES
[ ] The Event is planned at a site more than 10 miles from the chapter house or campus. (If not
checked, proceed to Section IV.)
***ROUND-TRIP PUBLIC TRANSPORTATION SHOULD BE UTILIZED BY ALL PERSONS ATTENDING***
OFF-CAMPUS FUNCTIONS

1. Are alcoholic beverages being allowed during transportation to and from the Event? [ ] YES [ ] NO

2. How will members and guests travel to the Event?

[ ] Driving Separately [ ] Transportation Company [ ] Other: ___________________________

Name of Transportation Company: ________________________________________________________

Contact Person: ________________________________ Phone: (_____)_______________________

3. Has a “Certificate of Automobile Liability Insurance” been obtained from the transportation company
which names your chapter, house corporation, and Alpha Epsilon Pi Fraternity as “additional insureds?”
[ ] YES [ ] NO
If YES, please enclose a copy of the insurance certificate for review.

SECTION IV. EMERGENCY PROCEDURES

1. Has AEPi’s Crisis Management Plan been reviewed by all members? [ ] YES [ ] NO
2. Will AEPi’s Crisis Management Plan be readily accessible during the Event? [ ] YES [ ] NO
3. Are emergency services readily available at the Event? [ ] YES [ ] NO
4. Will there be members present who are trained in first aid/CPR? [ ] YES [ ] NO
5. Will there be members present who are trained in TIPS? [ ] YES [ ] NO
6. Does the Event contain any type of physical activity? [ ] YES [ ] NO
IF YES, are professional emergency personnel going to be on-site for the duration of the Event?
[ ] YES [ ]NO
7. Who will be responsible for ensuring the Event complies with the Risk Management Policies of Alpha
Epsilon Pi Fraternity?

Name: ______________________________ Title: ____________________ Phone: (____)___________

***ALCOHOLIC BEVERAGES SHOULD NOT BE CONSUMED BY THIS PERSON***

_______________________________________________________________________
SIGNATURES

We are submitting this Event Planning Request for Executive Staff review. The undersigned declare that to the
best of their knowledge and belief, the statements set forth herein are true. We recognize that this event plan does
not bind the International Fraternity or its staff. The undersigned, on behalf of the chapter organization, agrees
that this form and said statements are a basis of consideration for acceptance, rejection, or recommendations
concerning this event, and that this submittal is for advisory purposes only. The International Fraternity staff is
hereby authorized to make any investigation and inquiry desired about this event.

Variation from the event described herein may adversely affect insurance coverage.
** WARNING!! FAILURE TO COMPLY WITH THE RISK MANAGEMENT POLICIES OF ALPHA EPSILON PI AND
PROCEDURES OUTLINED IN THIS EVENT PLANNING GUIDE COULD RESULT IN LOSS OF INSURANCE
COVERAGE.**

Submitted by: __________________________________ Title: _____________________________________

Master Signature: ____________________________________________ Date: ________________________

Risk Manager Signature: ___________________________________ ___ Date: ________________________

Event Chairman Signature: ____________________________________ Date: ________________________

** PLEASE RETAIN A COPY OF THIS FORM FOR YOUR CHAPTER FILES **

Additional comments: _________________________________________________________________________

COMMONLY ASKED QUESTIONS AND ANSWERS
Living a life committed to excellence means following the law – even when we do not want to.
This compilation of inquires represents some of the more frequently asked questions regarding
the Risk Management Policy of Alpha Epsilon Pi (RMP) and risk management in general, and
specifically regarding mass quantities of alcohol. Some of the questions ask for answers that are
not specified in the RMP. The answers to these questions are derived from generally agreed upon
standards of risk management. In the truest sense of the word, those “answers” are guidelines, as
opposed to the RMP, which is policy.

Take time to review each one of these questions and answers. Chances are, if you’re a chapter
officer, you’ve heard these questions asked by members. If you’re simply a regular member of
the chapter, then perhaps you’ve asked or wondered about some of these questions yourself.
Remember, unless otherwise stated, these answers represent the best way of reducing risk in a
chapter. The Fraternity supports these recommendations as one of the better ways of reducing
risk at a chapter function.

1) WHAT CONSTITUTES A CHAPTER FUNCTION? The general “rule of thumb” is that

anytime 25% or more of the chapter is present, the gathering could be considered a
chapter function. Of course, the possibility always exists that a gathering or event of
less than 25% of the chapter could also be considered a chapter function. In fact,
some universities and colleges define a fraternity function as having as few as two
active members present. Some of the variables to consider include the location, the
purpose or intent of the event or gathering, the number and variety of other students
present, and the presence and distribution of alcohol. The event itself may not
initially be a chapter function but as the night goes on it may quickly appear as one
and the RMP should be followed. AEPi’s tend to congregate. If it looks like a
chapter function, sounds like a chapter function, then you should treat it as a chapter
function.

When trying to determine the nature of the function, ask yourself the following
question, “Was the event ever discussed at a chapter meeting or was the chapter used
as a vehicle to promote or sponsor the function?” If you answer yes to this question,
then the link between the chapter and the function is legitimate enough to invoke the
RMP.

2) HOW CAN SUCH CIRCUMSTANCES (LOCATION AND PURPOSE, NUMBER AND VARIETY
OF STUDENTS, PRESENCE AND DISTRIBUTION OF ALCOHOL) AFFECT WHETHER OR
NOT OUR GATHERING COULD BE CONSIDERED A CHAPTER FUNCTION? Consider
the following example. Let’s say that a small group of AEPi’s has a party at an off-
campus apartment. This party might look like a chapter function if the chapter has
just won the intramural softball championship. Likewise, if most of the people who
eventually show up at this party were AEPi’s, then it would very easily seem that the
party was held on behalf of the chapter.

Also, if the party is talked about in a meeting, organized by the social chairman, or if
signs appear in the chapter house, then the party could very well be considered a
chapter function. Again, if the chapter is used as a vehicle for promoting this
function, then it is likely to be considered a chapter function. Remember, when it
comes to having a party, the only difference between perception and reality is the
spelling. Always take into consideration what an outsider would think if he or she
saw a large number of AEPi’s socializing together.
3) IF THIS SORT OF ACTIVITY (OFF-CAMPUS PARTY) CAN BE CONSIDERED A CHAPTER
FUNCTION, DOES THAT MEAN THAT THE RMP APPLIES? YES. If a large group of
members pool their money to buy a keg or a tub full of beer for a member’s
apartment, then this violates the RMP. This is particularly true if the reason behind
the function is simply because kegs are not allowed in the chapter house. Location
isn’t the issue here. No matter where the function is held, if the circumstances
surrounding it lead an individual to believe that it is a chapter function, then the RMP
is applicable.

4) WHY CAN’T WE HAVE KEGS? The reasoning behind this policy is sound. The decision
to drink alcohol is a personal choice, and when usually only 25% of your
membership is of legal age to consume, having any source of alcohol other than
BYOB is increasing the risk of accidents. Also, because someone in the chapter has
to purchase the keg, it puts them at personal risk for the behavior of everyone who
consumes. That is an unfair situation to put any brother in. Even at a BYOB party
you still have the responsibility of providing a safe social function!

5) CAN I HAVE A KEG AT MY APARTMENT? If you and your roommates are of the legal
age, yes. However, the moment you allow others ,especially chapter members, to
come to your apartment and consume alcohol, you must follow the same rules as the
chapter house. Chapter parties at apartments have resulted in the same kind of
problems as those held at the chapter house. The largest factor concerning the RMP
is following the law. Even though the party is at another location other than the
chapter house, people will still perceive it as a chapter function even if you claim
otherwise.

6) FROM A RISK MANAGEMENT STANDPOINT, THEN, IT IS NOT SAFE TO HAVE KEG

PARTIES AT ANNEXES OR APARTMENTS? CORRECT! What we are saying, quite
simply, is think before you act. Ask yourselves, “If we have this activity at this place
and at this time with these people buying the alcohol, ten could it be considered a
chapter function?” If the answer is yes, then you are putting yourselves at risk and
violating what the RMP was designed to accomplish…..not to tell you when, where,
or how much you can drink, but to minimize your risk.

Furthermore, you have to consider the individual risk involved when members have
parties where alcohol is purchased and served to guests. Those situations are not
covered by the Fraternity’s insurance policy, which puts the individual or individuals
in the annex or the apartment at a very high level of risk. Consider, too, the fact that
if the purpose behind apartment parties is to “get around” the alcohol policy, then the
chapter has violated the RMP.

7) CAN EACH MEMBER BRING IN A CASE OF BEER? Short answer: NO! Long Answer:
Do you honestly believe each of these members is going to drink a case of beer?
Personal Consumption (BYOB) means what you will consume yourself. Most
people will not and the excess beer winds up being distributed to others. This then
becomes a central source at chapter functions with the chapter assuming the risk and
liability.

8) WHY IS IT THAT WE CAN’T HAVE LOTS OF INDIVIDUAL CANS INSTEAD OF A KEG? This
is still a common source. BYOB means purchased for your own personal
consumption during the function – not for anyone and/or everyone.
9) WHY IS IT WRONG TO TAKE UP A COLLECTION FOR ALCOHOL? When this takes place,
it is AEPi that is buying the alcohol and it is AEPi that could be held responsible, and
the purchase is usually going towards a common source.

10) WHEN IS IT CONSIDERED PURCHASING ALCOHOL WITH CHAPTER FUNDS? Any type
of collection taken by members and/or so called “social dues,” for the purpose of
purchasing alcohol is considered to be purchasing alcohol with chapter funds. Also,
any time members are required or requested to bring certain amounts of alcohol to a
function, then they are providing alcohol on behalf of the chapter.

11) WHAT IS AN OPEN PARTY AND WHY CAN’T WE HAVE THEM? An open party is any
event where anyone can be admitted. This prohibits us from monitoring people and
alcohol entering and preventing problems. We are in the Fraternity business not the
bar business. You can more easily control your members and their guests then you
can John Q. Public. This is where the majority of the problems arise. He doesn’t
care about your chapter, your members or your reputation. All he wants to do is
party.

12) HOW MANY GUESTS CAN BE INVITED TO A CHAPTER FUNCTION? In order to limit the
number of people at your function to a manageable number, we recommend that each
member of the chapter only be allowed to invite up to three other persons to the
function. We further recommend that you use some type of invitation and/or a
master guest list at the door. If the event is being held out of the chapter house, you
should consider the size of the facility. Oftentimes, the space being rented or used
has an occupancy limit set by local city ordinances.

13) HOW MUCH ALCOHOL CAN/SHOULD BE BROUGHT INTO A CHAPTER FUNCTION BY AN

“OF AGE” GUEST? While the RMP does not state specific quantities of alcohol, we
recommend a maximum of six (6) cans of beer or four (4) wine coolers per person.
No hard alcohol of any kind and no glass bottles. Wine coolers should be poured into
cups provided by the chapter.

14) HOW IS THE ALCOHOL TO BE DISTRIBUTED? Each guest will check in his/her alcohol
with a “bartender.” The bartender is preferably a third party, i.e. not an AEPi, hired
by the chapter. If this is not possible, then he must be of legal drinking age and
should be TIPS trained. He will, in turn, provide the guest with a punch card with the
name and amount of alcohol brought in by the guest. (These can be created using
any desktop publishing software.) When a guest wishes to retrieve his/her alcohol,
he/she simply presents the punch card to the bartender, who punches the card
accordingly, and provides the guest with a drink. Guests are limited to one beer or
one wine cooler at a time and must produce their empty beer can or their platic cup in
order to receive another drink. Prior to admittance to the function, all guests must be
carded for proof of legal drinking age. Also, only allow those of legal drinking age
to bring alcohol into functions.

15) WHAT IS THE BEST WAY TO ENSURE THAT ONLY THOSE OF LEGAL AGE HAVE ACCESS
TO ALCOHOL? As each guests enters the function, he/she is “I.D.’d” Once carded, a
guest of legal drinking age will receive a wristband that must be worn and visible
when receiving alcohol from the bartender. Carding should be performed by an off-
duty police officer or hired security guard. If this is not possible, the person checking
the I.D.’s should be over twenty-one and refrain from drinking alcohol during the
event. It is not a good idea to have your pledges manning the door. These are your
youngest, least experienced members and can, at times, be intimidated by older
 guests and members. You can further achieve greater control by restricting where
alcohol may be consumed to a certain area or room at the function.

16) WHAT IS THE BEST WAY TO KEEP AN EVENT UNDER CONTROL? The chapter should
employ a system of sober monitors, i.e. members of the chapter whose job it is to
maintain order during the event. Their responsibilities include monitoring for
underage drinking, offering to drive guests home, clearing the chapter house or other
locations when the event is over, etc. Each chapter should have at a minimum 10
percent of the members of the chapter act as sober monitors during each event.
Likewise, at least one member of the Executive Board should remain sober during
each event. You might also explore the possibility of hiring an off-duty police officer
to assist with the monitoring of the function. Many chapters also employ the services
of a local security company to aid in crowd control.