Office of Special Events

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Alcohol Policy

American University is committed to maintaining a healthy and safe academic community that reflects high standards of personal responsibility and behavior. Alcohol abuse will not be tolerated under any circumstances. This policy permits the responsible use of alcohol in moderation by persons of legal drinking age and in accord with these guidelines.

Authorization Requirements

The president, provost, or appropriate vice president must authorize alcohol service for all university events, whether the events are held on or off university premises. University premises are buildings and grounds owned, leased, operated, controlled, or supervised by the university.
The president, provost, or appropriate vice president must authorize the expenditure of university funds to purchase alcohol for approved events.

General Requirements

Consumption of alcohol is prohibited on university premises except as authorized by this policy.
Possession of alcohol is prohibited in university residence halls, Bender Arena, and at open-air events.
Advertising that highlights the availability of alcohol at an event is prohibited.
University officials reserve the right to check proof of age at university events.
University officials can deny admission, alcohol service, or continued attendance at a university event to anyone who, in the sole judgment of the officials, is intoxicated.
Food or snacks and nonalcoholic beverages must be available at university events where alcohol is served.
One-price, all-you-can-drink arrangements are prohibited.
Bring-Your-Own-Beverage (BYOB) arrangements are prohibited.

Legal and Risk Management Requirements

Alcohol service on university premises is limited to beer and wine.
Alcohol service off university premises must comply with the vendor's license.
The vendor's license for university dining services permits the sale and service of beer and wine in the Tavern and the first-floor meeting rooms of Mary Graydon Center.
A District of Columbia permit is required to serve beer and wine at approved events on university premises that are not covered by the vendor's license for university dining services. A permit is also required for approved university events at which alcohol is sold or an admission fee is assessed in any form. The alcohol vendor is responsible for obtaining the permit.
Non-university vendors must provide a certificate of insurance with a minimum of $1 million in liquor liability coverage. The certificate must accompany the alcohol approval form or be on file in the Office of Finance and Treasurer.
The Office of Finance and Treasurer must sign all contracts prior to approved university events.
If alcohol will be served at an event, a copy of the signed alcohol approval form, liquor license, District of Columbia permit when applicable, and certificate of insurance when applicable must accompany the contract.

Additional Information

Alcohol Approval Forms are available in the offices of the provost, the vice presidents, and Student Activities and University Center.
Questions about the Alcohol Policy should be directed to the Office of the Vice President of Student Services (x3310) or to the Office of the Provost (x2127).
Related policies include the Advertising Policy, Posting Policy, Tavern Programming Guidelines, and the AUTO Van Request and Charter Manifesto.
The university reserves the right to amend this policy in accordance with the law, community standards, or the best interests of the university.

On-Campus Vending Guidelines

(See On-Campus Vending Rule and Regulation and Application Form and Agreement)

Definition of On-Campus Vending

On-campus vending includes all occasional uses of university facilities or grounds for the purpose of conducting sales, distributing goods or samples, conducting registration or enrollment for commercial services, disseminating information intended to entice the sale of goods or services, placing orders for goods and commercial services, surveying, and all other promotional and marketing activities. Vending activity may be performed on university premises only by properly licensed businesses and nonprofit organizations ("vendors") that are sponsored by the university or a registered student group. Vendors may register or enroll for, solicit orders for, or offer for sale, only goods or services that are not in direct conflict with the university's retail operations or contractual obligations to suppliers, contractors, or lessees. The vending of prepared food(s) is prohibited.

On-Campus Times, Locations, and Cancellation Policies

Vending activity may be performed in blocks of time up to eight hours. Specific time blocks must be approved as part of the application process. The approved locations for on-campus vending activity include the quad (in front of the flagpoles), Butler Pavilion third floor lobby ("book buy-back area"), the Butler Pavilion Shops "patio" adjacent to the Eagle's Nest, and other areas approved by Auxiliary Services. Should cancellation of the agreement become necessary, the vendor must notify Auxiliary Services, in writing, no later than 48 hours prior to the start of the event. Failure to meet these conditions will result in the forfeiture of any or all funds received in advance. Monies will not be refunded due to inclement weather or other causes beyond the control of American University. If an alternate or "rain date" is specified in the application, the on-campus vending activity will be rescheduled for that date, and any funds received in advance will be applied to the vending activity on said alternate date.

On-Campus Vending procedures:

The vendor completes the agreement and returns it to the sponsoring organization.
The sponsoring group completes and submits the application and the vendor agreement to Auxiliary Services for approval at least two weeks prior to the scheduled activity (student organizations and clubs must submit their forms to Student Activities for approval; Student Activities will forward them to Auxiliary Services, and Auxiliary Services will return approved forms to Student Activities).
The sponsoring organization reserves the assigned space and coordinates delivery of tables or other setup needs.
The sponsoring organization, Auxiliary Services, and Public Safety will monitor adherence to the On-Campus Vending Permit and Agreement (times, locations, approved items, etc.). The vendor must display the On-Campus Vending Permit at all times while on AU property, and must present it to any university official upon request. Violation of any university rules or regulations may result in the On-Campus Vending Agreement being terminated, and the vendor being asked to leave university premises.
For On-Campus Vending Agreements that call for the payment of a commission on sales, a representative of the sponsoring organization will audit actual sales at the conclusion of the scheduled time block.

On-Campus Vending Minimum Rates:

Activity     Base Rate    Facilities Fee    Sales Commission
Distribution of goods/samples/promotion marketing/market research activity/ registration/enrollment for services    $75.00/space    $15.00/space
Merchandise sales Placing orders for merchandise    $15.00/space    15% of Gross Sales*
(*Total sales less sales tax)
[$75.00 guaranteed minimum]

The base rate, facilities fee, and sales commission (if applicable) are consideration for the space used and do not cover expenses such as table rental, special setup, electrical service, etc.

Vendors must pay, at a minimum, the above base rate and facilities fee, plus commission guarantee, for each 6' x 10' on-campus vending space reserved.

Payments are due and payable to Auxiliary Services (in check form) in advance of the on-campus vending activity, including the prepayment of guaranteed commissions. Commission payments above the guaranteed minimum are due and payable to Auxiliary Services, in check form, within 48 hours of the conclusion of sales activity. All merchandise sales must be reported daily to the Auxiliary Services and must be supported by evidence, such as cash register tapes or other easily verifiable records.

On-Campus Vending Rules and Regulations

The following rules and regulations have been formulated for the safety and well-being of all the students, faculty, staff, guests, vendors, and customers of the university. Every vendor is entitled to a safe occupancy, with minimal annoyances. Adherence to these rules and regulations will assist both the vendor and American University in reaching that goal. Violation of these rules and regulations by any vendor that continues after notice from the university may be considered an event of default under the On-Campus Vending Agreement.

The university may, upon request by any vendor, waive the compliance by such vendor of any of the following rules and regulations, provided that (a) no waiver shall be effective unless signed by the university or the university's authorized agent, (b) any such waiver shall not relieve the vendor from the obligation to comply with such rule or regulation in the future unless expressly consented to by the university, and (c) no waiver of a rule or regulation granted to any vendor shall relieve any other vendor from the obligation of complying with the rule or regulation unless such other vendor has received a similar waiver in writing from the university.

Permission granted to the vendor to conduct sales, distribute goods, register or enroll persons for services, disseminate information, or place orders for goods or services is limited to the specific location and times stipulated on the On-Campus Vending Permit. Vendors may not change their vending location or vending times without written consent of the university.
The vendor does understand and agree that the vending area shall be used for no other purpose than that specified in the On-Campus Vending Agreement without written consent of the university. It is further understood that the university has absolute and arbitrary discretion as to approval of any proposed change of the use specified.
Each vendor shall keep its vending area in a clean, well-maintained, safe, appealing, and professional manner. Each vendor will provide all materials, supplies, equipment necessary to provide the services required under their agreement. Each vendor or its agent(s) shall maintain all materials in a manner consistent with good maintenance practices.
There shall be no marking, painting, drilling into or other form of defacing or damage of any part of the university's property. No boring, cutting, or stringing of wires shall be permitted. No vendor shall construct, maintain, use, or operate any electrical device, wiring, or apparatus in connection with a loud speaker system or other sound system. No awnings, tents, canopies, or other projections shall be attached to university property without the prior written consent of the university. No flammable, combustible, or explosive fluid, chemical, or substances shall be brought or kept on the university's campus.
No nuisances shall be allowed, nor shall any activity be allowed which is a source of annoyance or embarrassment to the university or other vendors or which is deemed by the university as not in keeping with the character of the campus, nor shall the vending area be used for any unlawful, immoral, or improper purpose. Without limiting the generality of the foregoing, in no event shall the vending area be used as a so-called "adult bookstore" selling obscene or pornographic books or magazines or drug paraphernalia or related items.
No vendor shall make, or permit to be made, any disturbing noises or disturb or interfere with occupants of the building or neighboring buildings or vending area or those having business with them, including but not limited to using any musical instrument, radio, or tape recorder or behaving in an unruly or loud manner.
The sidewalks, entrances, passages, courts, elevators, vestibules, stairways, corridors, or halls or other parts of the vending area not occupied by any vendor ("common areas") shall not be obstructed or encumbered by any vendor or used for any purpose other than ingress and egress to and from the vending area. The university shall have the right to control and operate the common areas and the facilities furnished for the common use of the vendors in such manner as the university deems best for the benefit of the vendors generally. No vendor shall permit the visit to its area of persons in such numbers or under such conditions as to interfere with the use and enjoyment by other vendors of the common areas.
Vendors, their employees, agents, suppliers, etc., shall park personal and business vehicles in approved areas only. Vendors and their employees shall not park on the streets adjacent to the university's campus, in service-vehicle parking areas, sidewalks, roadways, or other prohibited areas. Vendors and their employees shall not drive vehicles on sidewalks, the quad, or other prohibited areas without the approval of the university's Department of Public Safety.
Each vendor shall be responsible for all its employees, agents, suppliers, contractors, and the like, and shall be liable to the university for all acts of such persons. The university reserves the right to exclude from the campus at all times any person who is not known or does not properly identify himself to the university or its agents.
Vendors shall be responsible for the conduct of their employees. All operations shall be conducted in strict conformance with university's rules and regulations governing safety, security, dress code, etc. Vendors shall not employ on the university campus any persons using, or under the influence of, drugs or alcohol.
Upon written or verbal notification from the university that the vendor or vendor's agent, employees, or invited guests have engaged in disruptive, illegal, or other behavior which is in violation of these rules and regulations or the agreement between the parties, the university may request that the individual guilty of such behavior be immediately removed from the university campus. At the university's sole option, the offending individual may be permitted to return to the university campus.
The university shall have the right to prohibit any advertising by any vendor which, in the university's opinion, tends to impair the reputation of the university, and upon written notice from university, such vendor shall refrain from or discontinue such advertising.
Each vendor shall clearly display at its vending area a price list for goods and services offered for sale at the vending area and their return/refund policy. Each vendor shall make available to each customer a sales receipt that clearly indicates date, time, and dollar amount of purchase.
Payments are due and payable to Auxiliary Services (in check form) in advance of the On-Campus Vending activity, including the prepayment of guaranteed commissions. Commission payments above the guaranteed minimum are due and payable to Auxiliary Services, in check form, within 48 hours of the conclusion of sales activity.
All merchandise sales must be reported daily to Auxiliary Services and must be supported by evidence, such as cash register tapes or other easily verifiable records.

Policy on Posting Materials

The following guidelines should be followed by those wishing to post items on campus:

All registered student organizations must have all items approved by Student Activities-University Center prior to being mass produced. a. All sororities and fraternities must have all items approved by the coordinator of Greek Life and Leadership Development. b. All residence hall groups must have all items approved by the designated staff members of the office of Residential Life and Housing Services.
All items are to be posted only on bulletin boards. Materials posted elsewhere shall be removed. No materials may be posted on trees; the exterior of buildings; on painted, wallpapered, or glass surfaces; on car windshields; or on bulletin boards administered by a university department without permission from the department.
All posted material must specify in English the date, time, and location of the event as well the name of the AU sponsor (if applicable).
Posted material should not cover any publicity posted for other events. However, outdated information may be removed to make space for current information.
Posted materials are to be fixed with tacks or staples.
Posted materials may not advertise alcohol, drugs, gambling, or anything else that would be a violation of university policies, either through language or artwork.
The department or organization is responsible for taking down all posted materials upon completion of its event.
Student organizations found in violation of these policies may be referred to Judicial Affairs and Mediation Services. There is a separate policy for posting in the residence halls. Inquiries about posting in the residence halls should be directed to the Office of Residential Life and Housing Services, Rockwood Building, at x3370. Inquiries about all other campus bulletin boards and special posting arrangements should be directed to Student Activities/University Center, Mary Graydon Center 200, at x3390.

Amplification Policy

Sound levels in university buildings and amplification at outdoor events employing public address systems, loudspeakers, bullhorns, or musical amplifiers will be regulated by the following guidelines:

Sound emanating from university buildings, residence halls, and outside facilities must not interfere with regular functioning of the university or the welfare of residential neighbors. The Department of Public Safety will respond to sound level complaints. If an unacceptable sound level persists, Public Safety will terminate the offending activity and may refer the case to Judicial Affairs.
Amplification of sound during the university's normal working hours (i.e. class hours, university-scheduled study days, final exam periods, special testing sessions, special university events, or during the hours of worship at Kay Spiritual Life Center) or sound amplification affecting the greater campus community (i.e. amplified events outdoors) is prohibited.
Exceptions to this general guideline will be made only in unusual circumstances and by special permission arranged through the Office of Student Activities, 200 Mary Graydon Center. Special consideration will be given to any academic or administrative programs in the vicinity of a proposed event. If special permission is granted, a sound level agreement will be negotiated which, at a minimum, is in accordance with District of Columbia regulations (specified in DC Law 2-53, District of Columbia Noise Control Act of 1977). Violation of the agreement will result in immediate cancellation of the event by Public Safety. The case may be referred to Judicial Affairs.
During hours not specified above, sound amplification for a university-sponsored event affecting the greater campus community will be permitted under the following conditions:
- All student-sponsored, outdoor events using amplification will be coordinated by the Office of Student Activities, 200 Mary Graydon Center. The Student Activities staff will exercise professional judgment in determining the suitability of proposed entertainment for an outdoor campus site.
- Events employing amplified sound will conclude no later than 10:00 p.m. c. Amplification must be provided by the Student Union Board, unless an exception is granted and arrangements are coordinated through the Office of Student Activities.
- During the event, a Student Activities staff member will measure the sound level along the following campus boundaries: Cassell steps to the north, Fletcher Gate to the south, Hannay Gate to the east, and University Avenue (immediately behind the soccer field) to the west.
Amplified sound from on campus may not exceed 65 dbA at these boundary points, in accordance with DC Law 2-53. During the event, Student Activities staff will also measure the sound level at 50 feet centerline from the sound source, where readings may not exceed 105 dbA or 100 dbC.
The Department of Public Safety will respond to complaints by contacting the person in charge of the event and assisting in measuring the sound level at the campus boundary location closest to the source of the complaint and at 50 feet centerline from the sound source. If either or both sound readings exceed the approved decibel levels, amplification must be adjusted to fall within the specified limitations.
If the Department of Public Safety receives additional complaints, it will cancel the event and may refer the case to Judicial Affairs.

http://www.american.edu

Maintained by: Special Events Staff
Last Updated: November 19, 2002

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