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Planning an Event with Alcohol

麻豆原创 requires any student organization hosting an event with alcohol to have their event registered and approved under the guidelines in the Policy on Alcohol at Events with Undergraduate Students. Registration must occur whether or not SOFO funds will cover any event costs. For more information on how the University determines what events are connected with a student organization or group, please see Groups and Organizations and Collective Responsibility sections of the Student Handbook.

It is important to note that while the Policy requires some events to be registered, it additionally states that ANY events with undergraduate students must follow University guidelines, including the provisions under 6.f. through 6.s. of the policy 

Resources

 Additional Resources


Workflow Guide for Events with Alcohol

This guide is designed to support student organizations in planning events where alcohol is present in a manner that aligns with 麻豆原创’s policies, prioritizes student safety, and fosters responsible decision-making. Hosting events with alcohol requires thoughtful preparation, risk mitigation, and adherence to university and legal requirements. This document outlines the timeline, procedures, and resources necessary to help student leaders successfully navigate the event planning process.

As you use this guide, you are strongly encouraged to communicate regularly with your advisor and other relevant staff. Your advisor can help you interpret policies, troubleshoot challenges, and ensure that your plans are on track. When in doubt—ask early. Proactive communication is essential to hosting a safe and successful event.

On Campus Event (Non Residential)

SOFO Funded

BEFORE Planning an Event with Alcohol:

At Least SEVEN WEEKS Before Event with Alcohol:

  • Choose venue for event
    • Venue can be reserved through:
    • Choose vendor to use for licensed and insured pourer.
      • Compass Catering (Events with Alcohol Rider is not required unless the event is hosted in Norris)
      • Independent Vendor (Must utilize Events with Alcohol Rider; see list of preferred 麻豆原创 vendors)
    • Review approved and trained sober monitors for organization who have received Red Watch Band Training

At Least SIX WEEKS Before Event with Alcohol:

  • Organization initiates contract for a licensed and insured pourer with the RSO Supplier Agreement, seeking terms consistent with the event's needs, and requirements from the Policy on Events with Alcohol with Undergraduate Students that the vendor will need to fulfill (e.g., wrist-banding, types of alcohol sold, etc).
  • .
  • If not submitted with the event application, submit draft contract for the licensed and insured pourer to Campus Life: rsocontracts@northwestern.edu

At Least FIVE WEEKS Before Event with Alcohol:

  • Organization drafts and submits a risk management plan (RMP) consistent with requirements from the Policy on Events with Alcohol with Undergraduate Students

At Least FOUR WEEKS Before Event with Alcohol:

  • Latest Opportunity to submit signed contract submitted to SOFO for “day of” payments
    • NOTE: Contracts that allow for a Net 30 payment must be submitted no later than two weeks out from the event
  • Risk assessment is reviewed by university staff
    • Risk assessments that require editing must be resubmitted no later than three weeks out

At Least THREE WEEKS Before Event with Alcohol:

  • Last week to submit RM plan revisions for final approval
  • Any other services outside of alcohol provision that require a contract for services less than $25,000 must be submitted no less than 10 business days from the event

At Least TWO WEEKS Before Event with Alcohol:

  • Deadline for the licensed and insured pourer submit relevant permits to the City of Evanston, if applicable
  • Review Risk Plan with sober monitors and relevant sponsoring officers
  • Sober monitors confirmed through 'Cats on Campus event registration form
  • Last week to submit AV and setup needs for events through Norris (10 business days before event)

At Least ONE WEEK Before Event with Alcohol:

  • All vendors paid
  • Review finalized security plan
  • Confirm arrival and departure times for event leads and sober monitors

WEEK OF Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocol with sober monitors
  • Confirm event lead(s) who will be the onsite point of contact for vendors
  • Ensure event leads and sober monitors have relevant vendor and safety provider contact information saved in their phones

DAY OF Event with Alcohol:

  • Ensure vendors, Sober monitors and event leads arrive and depart on time
  • Mobilize safety plans in the event of an emergency
  • Ensure ingress/egress remain safe

AFTER Event with Alcohol:

  • Review with your organization and advisors any challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief

Self-Funded

BEFORE Planning an Event with Alcohol:

At Least SEVEN WEEKS Before Event with Alcohol:

  • Choose venue for event

At Least SIX WEEKS Before Event with Alcohol:

  • Organization initiates contract for the venue (and a licensed and insured pourer, if necessary) with the RSO Supplier Agreement, seeking terms consistent with the event's needs, and requirements from the Policy on Events with Alcohol with Undergraduate Students that the vendor will need to fulfill (e.g., wrist-banding, types of alcohol sold, etc).
  • .
  • If not submitted with the event application, submit draft contract for the licensed and insured pourer to Campus Life: rsocontracts@northwestern.edu

At Least FIVE WEEKS Before Event with Alcohol:

  • Organization drafts a risk management plan (RMP) consistent with requirements from the Policy on Events with Alcohol with Undergraduate Students

At Least FOUR WEEKS Before Event with Alcohol:

  • Latest Opportunity to submit signed contract submitted to SOFO for “day of” payments
    • NOTE: Contracts that allow for a Net 30 payment must be submitted no later than two weeks out from the event
  • Risk assessment is reviewed by university staff
    • Risk assessments that require editing must be resubmitted no later than three weeks out

At Least THREE WEEKS Before Event with Alcohol:

  • Last week to submit RM plan revisions for final approval
  • Any other services outside of alcohol provision that require a contract for services less than $25,000 must be submitted no less than 10 business days from the event

At Least TWO WEEKS Before Event with Alcohol:

  • Review Risk Plan with sober monitors and relevant sponsoring officers
  • Sober monitors confirmed through 'Cats on Campus event registration form

At Least ONE WEEK Before Event with Alcohol:

  • All vendors paid (unless required sooner by third-party)
  • Review finalized security plan
  • Confirm arrival and departure times for event leads and sober monitors
  • Communicate transportation and emergency plans and expectations with attendees and guest, if applicable

WEEK OF Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocols with sober monitors
  • Confirm event lead(s) who will be the on site point of contact for vendors
  • Ensure event leads and have relevant vendor and safety provider contact information saved in their phones

DAY OF Event with Alcohol:

  • Ensure vendors, sober monitors and event leads arrive and depart on time
  • Mobilize safety plans in the event of an emergency, inclusive of emergency transportation plans
  • Ensure ingress/egress remain safe
  • If applicable, check attendees and guest in prior to departing or at the venue

AFTER Event with Alcohol:

  • Review with your organization and advisors challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief

On Campus Event (FSL Facilities)

SOFO Funded

BEFORE Planning an Event with Alcohol:

At Least SEVEN WEEKS Before Event with Alcohol:

  • Choose vendor to use for licensed and insured pourer.
  • Ensure you have also completed necessary registration with National Organization if applicable
  • Review approved and trained sober monitors for organization who have received Red Watch Band Training

At Least SIX WEEKS Before Event with Alcohol:

  • Organization initiates contract for a licensed and insured pourer with the RSO Supplier Agreement, seeking terms consistent with the event's needs, and requirements from the Policy on Events with Alcohol with Undergraduate Students that the vendor will need to fulfill (e.g., wrist-banding, types of alcohol sold, etc)
  • .
  • If not submitted with the event application, submit draft contract for the licensed and insured pourer to Campus Life: rsocontracts@northwestern.edu

At Least FIVE WEEKS Before Event with Alcohol:

  • Organization drafts a risk management plan (RMP) consistent with requirements from the Policy on Events with Alcohol with Undergraduate Student

At Least FOUR WEEKS Before Event with Alcohol:

  • Latest Opportunity to submit signed contract submitted to SOFO for “day of” payments
    • NOTE: Contracts that allow for a Net 30 payment must be submitted no later than two weeks out from the event
  • Risk assessment is reviewed by university staff
    • Risk assessments that require editing must be resubmitted no later than three weeks out

At Least THREE WEEKS Before Event with Alcohol:

  • Any other services outside of alcohol provision that require a contract for services less than $25,000 must be submitted no less than 10 business days from the event
  • Last week to submit RM plan revisions for final approval

At Least TWO WEEKS Before Event with Alcohol:

  • Deadline for the licensed and insured pourer submit relevant permits to the City of Evanston, if applicable
  • Review Risk Plan with sober monitors and relevant sponsoring officers
  • Sober monitors confirmed through 'Cats on Campus event registration form

At Least ONE WEEK Before Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocol with sober monitors
  • Confirm event lead(s) who will be the onsite point of contact for vendors
  • Ensure event leads and sober monitors have relevant vendor and safety provider contact information saved in their phones

WEEK OF Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocol with sober monitors
  • Confirm event lead(s) who will be the onsite point of contact for vendors
  • Ensure event leads and have relevant vendor and safety provider contact information saved in their phones

DAY OF Event with Alcohol:

  • Review with your organization and advisors challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief
  • Ensure ingress/egress remain safe, and exits that are not the primary entryway are monitored

AFTER YOUR EVENT WITH ALCOHOL:

  • Review with your organization and advisors any challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief

Self-Funded

BEFORE Planning an Event with Alcohol:

At Least SEVEN WEEKS Before Event with Alcohol:

  • Choose vendor to use for licensed and insured pourer.
  • Ensure you have also completed necessary registration with National Organization if applicable
  • Review approved and trained sober monitors for organization who have received Red Watch Band Training

At Least SIX WEEKS Before Event with Alcohol:

  • Organization initiates contract for a licensed and insured pourer with the RSO Supplier Agreement, seeking terms consistent with the event's needs, and requirements from the Policy on Events with Alcohol with Undergraduate Students that the vendor will need to fulfill (e.g., wrist-banding, types of alcohol sold, etc)
  • .
  • If not submitted with the event application, submit draft contract for the licensed and insured pourer to Campus Life: rsocontracts@northwestern.edu

At Least FIVE WEEKS Before Event with Alcohol:

  • Organization drafts a risk management plan (RMP) consistent with requirements from the Policy on Events with Alcohol with Undergraduate Students

At Least FOUR WEEKS Before Event with Alcohol:

  • Risk assessment is reviewed by university staff
    • Risk assessments that require editing must be resubmitted no later than three weeks out

At Least THREE WEEKS Before Event with Alcohol:

  • Last week to submit RM plan revisions for final approval
  • Any other services outside of alcohol provision that require a contract for services less than $25,000 must be submitted no less than 10 business days from the event

At Least TWO WEEKS Before Event with Alcohol:

  • Deadline for the licensed and insured pourer submit relevant permits to the City of Evanston, if applicable
  • Review Risk Plan with sober monitors and relevant sponsoring officers
  • Sober monitors confirmed through 'Cats on Campus event registration form

At Least ONE WEEK Before Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocol with sober monitors
  • Confirm event lead(s) who will be the onsite point of contact for vendors
  • Ensure event leads and have relevant vendor and safety provider contact information saved in their phones

WEEK OF Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocol with sober monitors
  • Confirm event lead(s) who will be the onsite point of contact for vendors
  • Ensure event leads and have relevant vendor and safety provider contact information saved in their phones

DAY OF Event with Alcohol:

  • Review with your organization and advisors challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief
  • Ensure ingress/egress remain safe, and exits that are not the primary entryway are monitored

AFTER Event with Alcohol:

  • Review with your organization and advisors any challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief

Off Campus Event (Third Party Venue)

SOFO Funded

BEFORE Planning an Event with Alcohol:

At Least SEVEN WEEKS Before Event with Alcohol:

  • Choose venue for event
  • If applicable, for instances where the venue will require the hiring of a third-party licensed and insured pourer, choose vendor to use for licensed and insured pourer.
    • Independent Vendor (Must utilize Events with Alcohol Rider; see
    • Some third-party venues will have their own list of preferred or approved vendors.
  • Contact venue to ask if they have availability for your event (date, time, venue capacity, etc.)
  • Ensure correct % of members plan to receive sober monitor training before event date

At Least SIX WEEKS Before Event with Alcohol:

  • Organization initiates contract for the venue (and a licensed and insured pourer, if necessary) with the RSO Supplier Agreement, seeking terms consistent with the event's needs, and requirements from the Policy on Events with Alcohol with Undergraduate Students that the vendor will need to fulfill (e.g., wrist-banding, types of alcohol sold, etc).
  • .
  • If not submitted with the event application, submit draft contract for the licensed and insured pourer to Campus Life: rsocontracts@northwestern.edu

At Least FIVE WEEKS Before Event with Alcohol:

  • Organization drafts a risk management plan (RMP) consistent with requirements from the Policy on Events with Alcohol with Undergraduate Student

At Least FOUR WEEKS Before Event with Alcohol:

  • Latest Opportunity to submit signed contract submitted to SOFO for “day of” payments
    • NOTE: Contracts that allow for a Net 30 payment must be submitted no later than two weeks out from the event
  • Risk assessment is reviewed by university staff
    • Risk assessments that require editing must be resubmitted no later than three weeks out

At Least THREE WEEKS Before Event with Alcohol:

  • Any other services outside of alcohol provision that require a contract for services less than $25,000 must be submitted no less than 10 business days from the event
  • Last week to submit RM plan revisions for final approval

At Least TWO WEEKS Before Event with Alcohol:

  • Review Risk Plan with sober monitors and relevant sponsoring officers
  • Sober monitors confirmed through 'Cats on Campus event registration form

At Least ONE WEEK Before Event with Alcohol:

  • All vendors paid (unless required sooner by third-party)
  • Review finalized security plan
  • Confirm arrival and departure times for event leads and sober monitors
  • Communicate transportation and emergency plans and expectations with attendees and guest, if applicable

WEEK OF Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocols with sober monitors
  • Confirm event lead(s) who will be the on site point of contact for vendors
  • Ensure event leads and have relevant vendor and safety provider contact information saved in their phones

DAY OF Event with Alcohol:

  • Ensure vendors, sober monitors and event leads arrive and depart on time
  • Mobilize safety plans in the event of an emergency, inclusive of emergency transportation plans
  • Ensure ingress/egress remain safe
  • If applicable, check attendees and guest in prior to departing or at the venue

AFTER Event with Alcohol:

  • Review with your organization and advisors challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief

Self-Funded

BEFORE Planning an Event with Alcohol:

At Least SEVEN WEEKS Before Event with Alcohol:

  • Choose venue for event
  • If applicable, for instances where the venue will require the hiring of a third-party licensed and insured pourer, choose vendor to use for licensed and insured pourer.
    • Independent Vendor (Must utilize Events with Alcohol Rider; )
    • Some third-party venues will have their own list of preferred or approved vendors.
  • Contact venue to ask if they have availability for your event (date, time, venue capacity, etc.)
  • Ensure correct % of members plan to receive sober monitor training before event date

At Least SIX WEEKS Before Event with Alcohol:

  • Organization initiates contract for the venue (and a licensed and insured pourer, if necessary) with the RSO Supplier Agreement, seeking terms consistent with the event's needs, and requirements from the Policy on Events with Alcohol with Undergraduate Students that the vendor will need to fulfill (e.g., wrist-banding, types of alcohol sold, etc).
  • .
  • If not submitted with the event application, submit draft contract for the licensed and insured pourer to Campus Life: rsocontracts@northwestern.edu

At Least FIVE WEEKS Before Event with Alcohol:

  • Organization drafts a risk management plan (RMP) consistent with requirements from the Policy on Events with Alcohol with Undergraduate Students

At Least FOUR WEEKS Before Event with Alcohol:

  • Risk assessment is reviewed by university staff
    • Risk assessments that require editing must be resubmitted no later than three weeks out

At Least THREE WEEKS Before Event with Alcohol:

  • Last week to submit RM plan revisions for final approval

At Least TWO WEEKS Before Event with Alcohol:

  • Review Risk Plan with sober monitors and relevant sponsoring officers
  • Sober monitors confirmed through 'Cats on Campus event registration form

At Least ONE WEEK Before Event with Alcohol:

  • All vendors paid (unless required sooner by third-party)
  • Review finalized security plan
  • Confirm arrival and departure times for event leads and sober monitors
  • Communicate transportation and emergency plans and expectations with attendees and guest, if applicable

WEEK OF Event with Alcohol:

  • Final review of all risk management plans with officers and sober monitors
  • Final review of emergency protocols with sober monitors
  • Confirm event lead(s) who will be the on site point of contact for vendors
  • Ensure event leads and have relevant vendor and safety provider contact information saved in their phones

DAY OF Event with Alcohol:

  • Ensure vendors, sober monitors and event leads arrive and depart on time
  • Mobilize safety plans in the event of an emergency, inclusive of emergency transportation plans
  • Ensure ingress/egress remain safe
  • If applicable, check attendees and guest in prior to departing or at the venue

AFTER Event with Alcohol:

  • Review with your organization and advisors challenges, wins and future improvements for events with alcohol
  • If an emergency took place, connect with group advisor and campus life staff for next steps and debrief