Events with Alcohol

If you need help scheduling an event, choosing a venue, or have questions about alcohol service on campus, please contact the Campus Alcohol Agent at 303-492-3269 or campusalcoholagent@colorado.edu.

If you are planning an event with alcohol you must follow the University of Colorado Boulder Alcohol Service On Campus Policy. The policy can be found at CU-Boulder's Policies: Alcohol Service on Campus.

All events with alcohol must be scheduled and approved using the Event with Alcohol Authorization Form. Right click on link and save to desktop. Please submit the form electronically using Adobe Reader.

If you are unable to use electronic submission, you can email the form to Campus Alcohol Agent at campusalcoholagent@colorado.edu or mail the form to Campus Alcohol Agent, 31 UCB, Boulder, CO 80309-0031.

If you plan to use a Special Event Permit contact the Campus Alcohol Agent.

Follow these Event Process Steps

FAQs

What events with alcohol are covered under this alcohol policy?

Any event where alcohol is served that meets either of the following conditions is covered by this policy:

The event takes place on university property
The event is paid for in part or in whole by university funds.

Are there any events that are covered under the policy that don't require the Event with Alcohol Authorization Form?

The only events that don't require the form are:

Gatherings of ten or fewer people in a staff or faculty member's office
Events occurring during normal business operations at:

The Connection in the UMC;
Centerplate in Folsom Field and at the Coors Event Center;
An off-campus location with a liquor license.

What does normal business operations mean when referring to Centerplate and the UMC Connection?

This means that the only alcohol served is the type of alcohol authorized under Colorado law for that specific location. For example, a gathering that takes place at The Connection during its regular business hours and that serves 3.2 beer would not require the Event with Alcohol Authorization Form. An event that necessitated the UMC to modify the liquor license for The Connection so regular beer could be served would require the form.

Does this policy apply to outside organizations that have events on campus?

Yes – all events that take place on university property are covered by the Alcohol Service on Campus Policy.

Where can I have an event with alcohol?

You can have an event anywhere on campus as long as you meet the specific requirements for the type of event.

What is the role of the CU Event Coordinator?

The CU Event Coordinator is the CU employee responsible for filling out the Event with Alcohol Authorization Form and ensuring compliance with CU policies.

Does this policy replace the Alcoholic Beverages Purchased for University Events policy?

No – these two policies work together. The Alcoholic Beverages Purchased for University Events policy deals with when university funds can be used to purchase alcohol. The Alcohol Service on Campus policy deals with when and how alcohol can legally be served and/or sold on campus and off-campus at CU sponsored events.

What is a private Event?

All private events must meet the following requirements: Invitation only, limited access to invited guests, no advertising to the general public. Alcohol is free unless the event is a University sponsored event and the admission charge or other charge for participation is the same regardless of whether the person attending consumes alcohol or not.

What is a Special Event Permit (SEP)?

A SEP is issued by the State Liquor Enforcement Division and creates a temporary licensed premise for a specific location and time where alcohol may be served and sold to the public.

What is the Special Event Permit (SEP) application process?

The entity seeking to hold an event with alcohol using a SEP must have an approved Event with Alcohol Authorization Form. The process for applying is different depending upon the applicant. Consult with the Campus Alcohol Agent for more information. The SEP application process requires a minimum of 60 days.

Do I have to have UMC catering or CU Conference services cater an event with alcohol?

No you can have any outside caterer. Some caterers may tell you that they have a liquor license and can serve alcohol at any event they cater. This is not true, there's no such thing as a portable liquor license.

Who can serve alcohol at events?

Regardless of who caters the event, servers of alcohol must be either TIPS or ServSafe certified unless the event is an un-catered event at a private residence. Bartending services can be provided by UMC Catering should your caterer not have TIPS or ServSafe certified employees.

Is security needed for my event?

Security requirements will be determined on a case by case basis by the CU Police Department.

Are guests under 21 years of age allowed to attend events with alcohol?

Yes- there must be a system in place to identify guests who are not of age so they won't be served alcohol (wrist bands-hand stamps etc).

What forms of identification are acceptable?

A valid driver's license, state issued identification card, military identification card, or passport are all approved forms of identification.

Do I need to serve food at my event with alcohol?

If you are using a special event permit you must serve substantial foods, like sandwiches, meat or pizza. It is recommended that some sort of food and non-alcoholic beverage be served at all events with alcohol.

Do I still need to complete an Official Function Form?

If you use a purchase order to purchase alcohol you still need to complete an Official Function Form. For purchases made using the P-Card and for personal reimbursements, the Official function Form is not required.

Do I still have to complete the Event Management Form?

You still need to complete the Event Management Form for events with over 200 attendees and for outdoor events.

What funding source can be used to pay for alcohol?

Auxiliary funds (funds 20 and 29) can be used to pay for alcohol at a CU sponsored event where an admission or registration fee is the same regardless of whether the person attending consumes alcohol or not.
If there is no charge to attendees or the event is a fundraising event, a fund 34 speedtype with a Gift Purpose Code 2 of Y must be used.

Can I use my P-Card to pay for alcohol?

Yes – you can use your P-Card to pay a restaurant or caterer if alcohol is included in the bill. You can't use your P-Card to purchase alcohol at a liquor store. To purchase alcohol at a liquor store you will need to use a purchase order. For more information please refer to PSC Procedural Statement Alcoholic Beverages Purchased for University Events.

Events with Alcohol

Follow these Event Process Steps

FAQs

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