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Social Event Registration/Policy
 



What is a social event?
A social function/event may be deemed as a fraternal chapter event if any of the following criteria are proven:
  • The event is paid for by the chapter (with chapter funds);
  • The event is endorsed by the chapter;
  • The chapter Executive Board has knowledge of the event;
  • 50% of the chapter membership is in attendance; or
  • The average person would associate the event with the fraternal organization in question.

All events (social, educational, and/or philanthropic) must be registered with the OFSL via the event registration form found here.  Inter/national organizations may have their own or additional guidelines for defining a social event.  Depending on the organization, the stricter of the guidelines will be used in determination of an event.


Hosting an Educational, Philanthropic, or Service Event
General Guidelines for Hosting a Social Function/Event
Guidelines for Hosting a Social Function/Event without Alcohol
Guidelines for Hosting a Social Function/Event [BYOB]
Guidelines for Hosting a Social Function/Event [Third Party Vendor]
Advertising Social Events/Functions
FIPG Guidelines


Hosting an Educational, Philanthropic, or Service Event
Chapters wishing to host an educational, philanthropic, or service event should follow the event planning guidelines developed by campus life (can be viewed here) and complete the OFSL event registration form.

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Hosting a Social Function/Event (General Guidelines)

  1. Organizations must complete and submit, to the OFSL an event registration form, guest list (if a "date" event), and a third party vendor checklist (if hosting at a third party vendor) a minimum of seven (7) days in advance of any social function.
    - If the social event is a chapter to chapter event an invite list (pre-event guest list) is not needed.  OFSL will consider chapter rosters as invite lists.
    - If the social event is a "date" event, meaning guests are not of one specific organization, an invite list is needed.
  2. Organizations must recieve approval from the OFSL before the event is to be held.  Events will not be approved until all required forms and information have been received.
  3. All organization members and guests must sign in as they arrive and enter the event.  IDs of individuals must be checked by hired security recommended by Georgia College Public Safety.
  4. The number of guests must be restricted to the legal fire capacity limit.
    - Note that any "date" event is limited to two guests per member of the sponsoring organization.
  5. Post event guest lists, with signatures of all who attended, must be submitted tot he OFSL within two (2) buisness days following the function.  Organizations will not be allowed to host additional events until the post guest list has been submitted.
  6. No organization may sponsor or cosponsor an event, where alcohol s present, where the general student body or public is invited to attend (ie: no open parties)
  7. Chapters and/or individual members may not purchase alcohol with chapter funds or collectively purchase alcohol for an event.
  8. Alcohol may not be present at any event associated with philanthropic fundraisers, recruitment/intake, new member activities, bid day, or initiation.
  9. All sponsoring organization must be in compliance with local laws and ordinances as well as all local and national risk management policies.

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Hosting a Social Function Without Alcohol

  1. Sponsoring organization(s) must submit an event registration form to the OFSL for approval.
  2. Events designated and/or adverstised as "dry" or "alcohol free" must not have any consumption of alcohol.
  3. "Dry" social events may not be held at an establishment that recieves over 50% of their annual gross sales from the distribution of alcohol.  These events can be held at establishments such as apartment complex clubhouses, on campus meeting spaces, or similar venues.
  4. Outdoor events must conclude by 12:30am and indoor events must conclude by 2:00am.

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Hosting a Social Function/Event with Alcohol
([BYOB] Bring Your Own Beverage)

  1. Sponsoring organization(s) must submit an event registration form to the OFSL for approval.
  2. A guest list must be present at the door.  Guest lists, with the signatures of attendees, must be submitted to the OFSL within two (2) business days of the event.
  3. The chapter executive officers of the sponsoring organization(s) must be present at the designated entrance throughout the entirety of the event.
  4. All indviduals entering the event must have proper ID.  Those who are of legal age will be identified at the door via wristband, stamp, or a similar means.
  5. Alcohol brought into the event must be turned into the designated distribution area in exchange for redemption tickets.
    - Alcohol is limited to one six-pack of 12oz. can per person of legal drinking age.  No glass or alternate containers will be allowed.
  6. Sponsoring organization(s) must arrange for transportation for events outside of a one mile radius of front campus.
  7. Sponsoring organization(s) must arrange for food high in protein (aviod using salty snacks) and non-alcoholic beverages to be available.
  8. Sponsoring organization(s) must hire security recommended by Georgia College public safety.
  9. A maximum of four (4) hours serving time of alcoholic beverages at any event must be strictly enforced.

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Hosting a Social Function/Event with Alcohol
(Third Party Vendor)

  1. Sponsoring organization(s) must submit an event registration form to the OFSL for approval.
  2. All non-BYOB events where alcohol is served must occur at a licensed third party vendor.
  3. Sponsoring organization(s) must complete and submit a FIPG Third Party Vendor Checklist.
  4. The third party must have a valid liquor license.
  5. A guest list must be present at the door.  Guest lists, with the signatures of attendees, must be submitted to the OFSL within two (2) business days of the event.
  6. All individuals entering the event must have proper ID.  Those who are of legal age will be identified at the door via wristband, stamp, or a similar means.
  7. Sponsoring organization(s) must arrange for food high in protein (avoid using salty snacks) and non-alcoholic beverage to be available.
  8. A maximum of four hours of serving time of alcoholic beverages at any event must be strictly enforced.

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Advertising of Social Functions

  • Advertising of BYOB or closed events is prohibited.
  • Advertising of any alcohol or drink specials is prohibited.
  • Advertisements including any photos, themes or statements that are considered degrading to any gender, race, sexual orientation, ethnicity, religion, or affiliation are prohibited.
  • Any advertisements must state "The sponsoring organization(s) reserve the right to limit attendance."  Sponsoring organizations are not to limit attendance on the basis of affiliation, race, color, sex, ethnicity, sexual orientation, and/or religion on advertisements.

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Fraternal Information & Programming Group (FIPG) Guidelines

Many organization housed under the OFSL subscribe to FIPG risk management guidelines.  Information about FIPG and a list of subscribing organizations can be found here.  Those organizations who do not currently subscribe to FIPG have national risk management policies that are similar and/or more strict than those prescribed by FIPG.  It is in the best interest and a sign of interfrateralism for events involving multiple organizations to use the strictest interpretation of risk management guidelines.  A copy of the current FIPG Risk Management Manual can be downloaded here.

Chapters looking to host social functions should also consult their national organizations and/or national governing bodies for additional event guidelines.


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