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This document was created by the Greek Letter Organizations to reduce risk and to promote responsible social functions. It is designed as an addendum to the Greek Relationship Statement and should be reviewed annually and revised as needed.
The process for final approval of this document will be the same as the Greek Relationship Statement. The following regulations apply to all social functions for which a Notification of Greek Organization Social Function form has been properly filed with the Dean of Students office. A social function shall be defined as any function organized by a chapter, at which 50 or more non-members are present, and alcohol is being consumed. Any such function must be registered.
I. GENERAL REGULATIONS
Notification: All social functions must have a Notification of Social Function form on file with the Dean of Students 72 hours before the event. Sponsoring organizations will receive acknowledgement of notification within 24 business hours of a form's submission. All regulations described on the Notification Form must be adhered to. The follow up report on the Notification Form must be within 48 business hours and put on file with the Greek Advisor.
Laws and Regulations: All social functions will be held in accordance with all state, college, and fraternal laws and regulations.
Publication of Social Functions: All social functions will be closed functions. In order to avoid encouragement of uninvited guests, social functions should not be announced as open parties to the McMinnville (such as radio announcements) or Linfield (such as Student News) communities.
Containment of Function: Sponsoring groups will make sure that doors used for social functions are monitored at all times. This can be accomplished by security or by representatives of the sponsoring groups. Any alcohol present should be so in accordance with state and school laws (No open containers outside, person must be 21, etc.) This requires the monitoring of people as they leave the function and also an understanding with people as they arrive.
Times and days of Social Functions: Starting and ending times for the function must be on the Notification Form. Social Functions may not go past 2:00 am on the weekends or 1:00 am on Weekdays. A function is not officially ended until all guests have left the location of the function.
Social Functions may not be held on Sunday, Monday, Tuesday or Thursday unless there are no classes the following day; excluding any and all college appointed "dry" periods. "Dry" periods will be appointed by the office of Student Services by the beginning of each semester. "Dry" social functions may be held at any time.
Enforcement of Policy: The fraternities and sororities will be self-enforcing with regards to this policy. Any problems, under the discretion of the Dean of Students may be brought to the IFC, LPC or the Greek Judicial Board. All fraternities and sororities will be expected to follow the guidelines and can expect to be held accountable for violations.
II. ADMISSION TO SOCIAL FUNCTIONS
Guest Lists:
A typed guest list including first and last names of all guests must be turned in online to Student Services no later than 12 noon the day of the event. A member list must accompany the guest list. Guest lists are not to exceed 500 people. All guests must be put on the guest list by having an active member of a sponsoring fraternity or sorority put their name on the guest list next to the guest. A guest cannot be registered without an affiliate of a sponsoring group personally signing for them. All guests will be the responsibility of the sponsoring individual. Each active member of the sponsoring group may add one guest per event to the guest list after the guest list has been submitted. The member must sign in and verify the guest to the list, one and only one guest per event is allowed.
The guest list must be enforced throughout the duration of the social function, and fire code will be followed at all times.
The guest list will be enforced throughout the duration of the function by a sober, active member of a sponsoring organization, as well as the security guards hired for the function.
I.D. Checking: The checking of ID and marking for age will be the responsibility of the security guards present. Linfield I.D. is preferred for guest list purposes; government issued ID will be required for age identification. Anyone who is thought to be using a false name and who does not provide identification will not be admitted. It is the responsibility of anyone sponsoring a guest to let them know about the identification policy.
Anyone admitted must prove that they are college students or 18 years or older for non-college guests. It is strongly suggested that sponsoring organizations require guests to sign in as a release of liability to the group.
Anyone gaining admittance to a social function will receive identification at the door. Admittance will be identified by a hand-stamp or marking from the security guards administering the guest list; those guests identified as over 21 years of age will be identified by wristband given by security.
III. MONITORING THE FUNCTIONS
Security: All social functions with more than 100 people or more than one guest per member, whichever is greater will have 2 security guards present. For each 75 guests over this level, at least one more security guard must also be hired, to a maximum of six security guards. The cost of security will be divided evenly amongst all sponsoring groups, unless other arrangements are made prior to the event. All groups are to understand that if security is not present, they must pull their sponsorship of, and participation in, the function.
All sponsoring groups must make their own security arrangements for registered social functions. Campus security must be notified of the event location, date and time, security arrangements made, and be provided with a guest list for the event. Guest lists are not to exceed 500 people. Each active member of the sponsoring group may add one guest per event to the guest list at any time. The member must sign in and verify the guest to the list, one and only one guest per member per event is allowed.
Sober monitors: Each sponsoring fraternity and sorority will provide two sober party monitors for the duration of all social functions. It is up to the individual groups to decide how these people will be chosen, and what shifts will be used. These people must be sober (under the legal limit for their age) during their shift.
Sober monitors will check in with the security guards prior to the start of the social function. They will also be designated on the social function notification form and will make any necessary follow-up reports.
Sober monitors will be responsible for monitoring risk management safety issues, as well as monitoring the behavior of their own members.
IV. CONSUMPTION
Non-alcoholic beverages: Non-alcoholic beverages should be made available for the duration of the function.
Types of alcohol:
All social functions should not have any hard alcohol (anything that must be purchased in a liquor store) present. Social functions may not have kegs or any other type of barreled alcohol.
Finances of social functions:
All sponsoring groups are expected to divide the expenses for a social function. However, there should be no direct or indirect purchase of alcohol with chapter funds. There will also be no direct or indirect sale of alcohol at social functions.
V. B.Y.O.B.
All functions will be "bring your own beverage", with those people who are of legal drinking age able to bring alcohol to the function. All bags will be checked upon entry to a function for purposes of monitoring the amount of alcohol carried. The following limits are placed on the amount of alcohol brought into functions:
Beer - 72 oz Malt Liquor - 66oz
Wine Cooler - 40oz Wine - 32oz
Statement of Acceptance
I have received a copy of, read, and fully understand the information and guidelines presented in "Greek Organizations: Social Function Guidelines." I pledge that I will, to the best of my ability, hold my chapter, and her guests, to the standards herein.
Organization:
President:
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Social Chairman:
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