Health & Safety Advisor Accreditation, page 4
Best Practice Event Protocols
As the health & safety advisor, one of your recommended tasks will be to help advise the chapter on the best practices to follow when planning events, monitoring activities during events, and post-event evaluations. The current industry standard for event protocol are issued by the North American Interfraternity Conference (NIC), a trade association that works to enhance and improve the fraternal experience amongst all its member organizations. PIKE Has utilized the NIC guidelinse to inform our Standards regarding events involving alcohol. As of September 1, 2019, the following guidelines for events and chapters will be expected as part of Fraternity Standards.:
In any activity or event sponsored or endorsed by the chapter/organization, including those that occur on or off organizational/chapter premises:
- The possession, use, and/or consumption of alcoholic beverages while on chapter premises, during an official chapter event, or in any situation sponsored or endorsed by the chapter, must be in compliance with any and all applicable federal, state, and local laws and university policies.
- The chapter, members, and guests shall follow the federal law regarding illegal drugs and controlled substances. The possession, sale, and/or use of any illegal drugs or controlled substances at any chapter house, chapter-sponsored or co-sponsored event, or at any event that an observer would associate with the chapter, is strictly prohibited.
- Alcoholic beverages present at any chapter event shall either be:
- Provided and sold on a per-drink basis by a licensed and insured third-party vendor (e.g., restaurant, bar, caterer, etc.); or
- Brought by individual members and guests through a bring your own beverage (“BYOB”) system.
- The presence of alcohol products above 15% alcohol by volume (“ABV”) is prohibited on chapter premises at all times. Alcohol products above 15% ABV may be served off chapter premises by a licensed and insured third-party vendor.
- The purchase or use of a bulk quantity or common source(s) of alcoholic beverages by a chapter is prohibited.
- Alcoholic beverages shall not be purchased through the chapter treasury, nor shall any individual member undertake to purchase or coordinate the purchase of alcoholic beverages for fraternity members or guests in the name of or on behalf of the chapter.
- A chapter shall not co-host or co-sponsor, or in any way participate in, an activity or event with another group or entity that purchases or provides alcohol.
- A chapter shall not co-host or co-sponsor an event with a bar, event promoter, or alcohol distributor; however, a chapter may rent a bar, restaurant, or other licensed and insured third-party vendor to host a chapter event.
- Attendance by non-members at any event where alcohol is present shall be by invitation only, and the chapter shall utilize a guest list system. Attendance at events with alcohol is limited to a 3:1 maximum guest-to-member ratio. Furthermore, attendance shall not exceed the local fire and building code capacities of the chapter premises or host venue.
- Any event or activity related to the new member joining process (e.g., recruitment, intake, rush, etc.) shall be substance free. No alcohol or drugs may be present if the event or activity is related to new member activities, meetings, or initiation into the Fraternity, including but not limited to “bid night,” and any ritual or ceremony.
- The chapter, members, or guests shall not permit, encourage, coerce, glorify or participate in any activities involving the rapid consumption of alcohol, such as drinking games.
In addition to the Pi Kappa Alpha Standards some other best practice event tips are below:
- PLAN the event with risk mitigation in mind.
- Have a closed guest list and enforce it.
- Minimize or eliminate out of town events - if the chapter does have an out of town event make sure they have developed a comprehensive plan that takes into consideration the risks unique to events away from campus.
- Have sober monitors and empower them to take action when needed by providing training to them.
- Have non-salty food at all events that have alcohol.
- Provide access to non-alcoholic beverages like bottled water for those that do not wish to drink or for those that like to switch it up when socializing.
- Have a plan if anything were to happen!