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Alcohol

Following is a summary of the University’s policies on serving and selling alcoholic beverages and for alcohol sponsorships. Before applying for a banquet permit or special occasion license from the Washington State Liquor Control Board (WSLCB), an Alcohol Service Request (ASR) must be submitted by the student applicant and approved by the Use of University Facilities Committee (UUFC) through the Office of Special Programs (OSP).

SAO Sponsorship for Alcohol Service

The Student Activities Office may serve as the University sponsor for RSO, ASUW, or GPSS events that involve alcohol service. Students are required to meet with a student activities adviser to determine event, UUF, and alcohol service requirements before sponsorship approval is granted.

Serving Alcoholic Beverages on Campus

Alcoholic beverages may be served or sold at on-campus events if appropriate procedures and laws are followed. Serving alcohol on campus requires an approved ASR from the OSP and either an approved Banquet Permit or Special Occasion License from the WSLCB. Only RSO officers and ASUW/GPSS officials who are 21 or older may apply for alcohol service approval for a campus event.

Alcohol Service Flowchart (Office of Special Programs)

Alcohol Service Request Flowchart

Alcohol Regulations when Serving Alcohol with a Banquet Permit

  • Attendance: Is limited to the host organization members or invited guests.
  • Purpose: Alcoholic beverages may be served only as complementary to and part of a planned program in the specific room or area identified on the banquet permit.
  • Lawful Age: Alcoholic beverages may be served only to persons over 21 years of age.
  • Under Age Attendees: If persons under 21 years of age are expected to attend the function, the sponsoring group is responsible for preventing minors from consuming alcoholic beverages.
  • Source of Alcohol: Alcoholic beverages must be obtained and served by the applicant/host organization. Program participants are not allowed to bring their own alcoholic beverages.
  • Alcohol Donations: Donations of alcohol is NOT allowed.
  • Selling Alcohol: Selling alcoholic beverages is NOT allowed.
  • Multiple Alcohol Service Locations: An approved ASR and Banquet Permit is required for each alcohol service location (bar).
  • Permit Visibility: The approved ASR plus the approved WSLCB Banquet Permit must be posted in a conspicuous place at each alcohol service location (bar) for the duration of the event.

ASR + Banquet Permit – Process for RSOs/ASUW/GPSS

  1. Student: Secures facility reservation/confirmation before submitting an ASR.
    Review event, possible UUF requirements, alcohol service requirements with facility coordinator
  2. Student: Meets with SAO adviser to review event, possible UUF requirements, alcohol service requirements
  3. Student: Secure SAO or departmental sponsorship for alcohol service
  4. Student: Complete and submit the online Alcohol Service Request form – at least 2 weeks prior to the event
  5. Select SAO as the Alcohol Service Sponsor: Select these options when completing the ASR form:
    QUESTION: UW Affiliation & Sponsorship – SELECT: RSO / ASUW / GPSS
    QUESTION: Would you like SAO to be the sponsor… – SELECT: Yes
    QUESTION: Select your assigned SAO Adviser – CHOOSE [Pick your SAO adviser]

Approval Process for ASR + Banquet Permit

  1. Student Applicant: Submits online Alcohol Service Request
  2. Sponsor: Reviews request. May approve or deny the request.
  3. Venue Operator: Reviews request. May approve or deny the request.
  4. UUF Committee/Chair: Reviews request. May approve or deny the request.
  5. Student Applicant: Receives step-by-step notifications as the request is reviewed and processed with approval, denial, or modification status.
  6. Student Applicant: If ASR is approved, student is provided with instructions to purchase Banquet Permit(s) from the WSLCB website. Cost is $10 per permit.
  7. Student Applicant: If ASR is approved, works with SAO adviser, alcohol service sponsor, facility coordinator to meet all stipulated terms, conditions, and requirements.

Alcohol Regulations when Serving Alcohol with a Special Occasion License

  • Attendance: May include members outside the host organization members or invited guests.
  • Purpose: Alcoholic beverages may be served only as complementary to and part of a planned program in the specific room or area identified on the banquet permit.
  • Lawful Age: Alcoholic beverages may be served only to persons over 21 years of age.
  • Under Age Attendees: If persons under 21 years of age are expected to attend the function, the sponsoring group is responsible for preventing minors from consuming alcoholic beverages.
  • Source of Alcohol: Program participants are not allowed to bring their own alcoholic beverages.
  • Alcohol Donations: Alcohol donations MAY be accepted. However, in this case, alcohol MUST BE SOLD to attendees at cost.
  • Multiple Alcohol Service Locations: An approved ASR and Special Occasion License is required for each alcohol service location (bar).
  • Permit Visibility: The approved ASR plus the approved WSLCB Special Occasion License must be posted in a conspicuous place at each alcohol service location (bar) for the duration of the event.

Alcohol Service Request + Special Occasion License – Process for RSOs/ASUW/GPSS

PLEASE NOTE: A significant amount of lead time is required when seeking approval for a Special Occasion License. In addition to an approved ASR, the student applicant must submit a completed UW Form 1251 – Authorization to Apply for a Special Occasion License to Sell Alcoholic Beverages – at least 52 business days prior to the event.
Pending changes in the WAC and ASR will impact this policy beginning July 12, 2014.

  1. Student: Secures facility reservation/confirmation before submitting an Alcohol Service Request.
    Review event, possible UUF requirements, alcohol service requirements with facility coordinator
  2. Student: Meets with SAO adviser to review event, possible UUF requirements, alcohol service requirements
  3. Student: Secure SAO or departmental sponsorship for alcohol service
  4. Student: Complete and submit the online Alcohol Service Request form – at least 2 weeks prior to the event
  5. Select SAO as the Alcohol Service Sponsor: Select these options when completing the ASR form:
    QUESTION: UW Affiliation & Sponsorship – SELECT: RSO / ASUW / GPSS
    QUESTION: Would you like SAO to be the sponsor… – SELECT: Yes
    QUESTION: Select your assigned SAO Adviser – CHOOSE [Pick your SAO adviser]

Approval Process for ASR + Special Occasion License

  1. Student Applicant: Submit an online Alcohol Service Request
  2. Student Applicant: Request an UW Form 1251: Authorization to Apply for a Special Occasion License to Sell Alcoholic Beverages Form [pdf] from the Office of Special Programs.
  3. Student Applicant: Acquire Facility Manager approval signature on form
  4. Student Applicant: Submit a completed UW Form 1251 to the Office of Special Programs
  5. UUF Committee: Processes Special Occasion License Request
  6. UUF Committee: Notifies applicant via email of authorization approval, denial or modification status
  7. Student: If approved, takes (1) one copy of signed Authorization Form to a Washington State Liquor Store to buy a Washington State Liquor Control Board Special Occasion License. Cost is $60.
  8. Student: If approved, works with SAO adviser and facility coordinator to meet all stipulated terms, conditions, and requirements.

Alcohol Industry Co-Sponsorship

Promotional activities by liquor industry agents are prohibited by the laws of the state of Washington.

Acceptance of gifts or funds from alcoholic beverage distributors or manufactures for student organization activities requires prior review and approval by the Use of University Facilities Committee.

Co-Sponsorship Approval Process

  1. Student Applicant: Submit an online Alcohol Service Request
  2. Student Applicant: In addition, a UW Alcohol Gift/Contribution Review Form [pdf] will be provided and must be submitted to the UUF Committee at least 3 weeks prior to the event
  3. UUF Committee: Processes the review form
  4. UUF Committee: Notifies applicant via email of contribution approval, denial or modification status
  5. Student: If approved, works with SAO adviser and facility coordinator to meet all stipulated terms, conditions, and requirements.
  6. RSO: If the amount of the sponsorship is greater than $500, the RSO must pay 5% of the total to the Office of Health & Wellness for use in alcohol awareness and safety efforts.

Policy References

Policy Owner

Office of Special Programs
UW Box 352230
Seattle, WA 98195
206-543-9233
sprogram@uw.edu

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