Determine the cost, if alcohol will be served and if the party will be open or closed. These decisions are best made by the entire group as opposed to one or two select individuals.
This contains the details regarding how you will manage the party. It also will serve as a record to help future party hosts plan their events.
(See previous party level section.)
Confirm with OSA that your party does not conflict with holidays, major campus events or another event in or near the party site.
Set firm deadlines for your planning such as reserving space, completing paperwork and putting up flyers.
Use the resource list included at the end of this brochure to help you find a location for your event. Be sure to promptly complete all paperwork required to reserve that space.
Include both income* and expenses, as well as the costs of advertising, the facility (deposit, rental and cleaning), entertainment, security services, decorations, food and beverages, contingency (10% for damages, lost deposit, etc.)
*Remember: By law, you cannot charge admission if you are serving alcohol unless you obtain an alcohol license in advance. Contact the Office Student Activities for more information, 723-2733.
This helps determine the types of music, food, games, activities and beverages you might choose. If you are planning a party with a cultural theme, it is important that it be respectful of that culture. The focus of the event must not be alcohol.
Decorations should reflect your theme. All decorations used shall be made from a nonflammable material, or shall be treated and maintained in a flame-retardant condition. Exits, exit lights, fire alarm sending stations, smoke detectors, sprinklers and fire extinguishers shall not be concealed, in whole or in part, by any decorative material. Any decorations or construction, especially if they alter entrances and exits, are not permitted unless approved by the Campus Fire Marshal. Flammable materials such as hay, paper panels, sheets, tree branches and green foliage shall not be used as decorations unless properly treated with a flame retardant material and approved by the Campus Fire Marshal. Do not cut tree or palm branches or other foliage without prior permission! The use of tiki torches and fog machines are specifically prohibited. If the event will be held at a campus residence and extensive decorations are being used, please contact the Housing Supervisor for that location two weeks prior to the event to review your decoration plan. This will help ensure safety to all attendees and prevent damage to the facilities.
If you advertise your event, avoid mentioning alcohol. List all entrance requirements so that attendees know what to expect before they come to your party. All off-campus advertising must get OSA approval before being printed.
Wristbands must be used at all Level 2-4 parties serving alcohol as a means to visibly identify party-goers who are 21 or older wishing to drink. A second wristband (of a different color) is also strongly recommended to identify party-goers as Stanford students and their invited guests.
Notify your nearby neighbors (Resident Assistants and Resident Fellows of neighboring residences and surrounding houses) about any planned events.
Be creative! Keep in mind that about 30% of your guests will choose NOT to drink alcohol, so you must plan ahead. Have some truly Equally Attractive Non-Alcoholic Beverages (EANABs). Be creative when planning on what EANABs to serve. This will allow those that are and are not drinking alcohol to have a variety of drinks to choose from at your party. Keep them within the theme of your party and have them served by the same person that is serving the alcohol and in the same glasses that you would serve alcohol. The amount of EANABs should be proportionate to the number of guests and amount of alcohol served. Make sure that there is ample supply to last throughout the event.
Good food can make your party great! Encourage guests to eat, especially if they are drinking alcohol. Offer high protein foods that retard the rate of alcohol absorption into the blood. Avoid salty foods that encourage beverage consumption. Place the food near the beverages and make sure there is an ample supply to last throughout the event.
Do not allow drinking games. Do not serve hard liquor (including mixed drinks). Shots of any kind (including Jell-o) are not permitted. Only trained, sober servers should monitor and serve alcoholic beverages.
Every organization member and guest is assumed to be aware of all applicable University, local, state and federal laws and regulations regarding the possession, use, sale, consumption and service of alcoholic beverages and controlled substances. You are encouraged to post a sign stating that it is illegal for those under 21 to possess or consume alcoholic beverages at least in any areas used for alcohol distribution.
Do not serve a person more than one alcoholic beverage at a time. To monitor quantity, use 8-12 ounce rather than 16-ounce cups for service and do not allow attendees to bring their own cups. Do not allow individuals to bring their own alcohol unless the party format is a “Bring Your Own Beverage (BYOB)”. You should not allow attendees to serve themselves. Stop serving one hour before the party is officially over and continue serving EANABs at that time.
Check for valid identification of age and mark in a clear and unambiguous manner that cannot be reproduced (e.g. wristbands) those attendees who are of legal drinking age. Methods of identification using ink, such as handstamps or markers, are strongly discouraged because they are less visible and easily duplicated.
Immediately stop serving them alcohol! Offer them EANABs and/or an escort home. If a person passes out due to intoxication, more serious medical attention may be necessary. If breathing is labored or if the person can’t be roused, immediately call 9-911 from any campus phone. Never just put an individual to bed and leave, or drive that person to the hospital yourself! Instead seek help from someone in the University. (See the following alcohol safety section.)
For minor injuries, immediately take the individual to the Vaden Health Center or the Stanford Hospital. If the injury appears to be more serious, such as neck or back injuries, immediately call 9-911. If in doubt, call 9-911! After emergency assistance has been called, notify the Resident Assistant (RA) and/or Residence Fellow (RF). All injuries should be reported to Risk Management, 723-4555.
Local noise ordinances restrict noise after 11 p.m. on weeknights (Sunday through Thursday) and 1 a.m. on weekends (Friday and Saturday). You are expected to comply with these restrictions. For indoor events, open only the windows and doors that face away from neighbors who are likely to be disturbed by noise. If you are planning an outdoor event, take extra care so that your noise does not disturb your neighbors both on campus and off campus.
Make sure you have an adequate crew for clean-up. (Plan for greater numbers than you need.) Clean the areas inside and outside the party area immediately after it’s over. Poor housekeeping conditions will be cited by the County Fire Marshal's office. Additionally, campus residences will incur a house damage charge for additional custodial service needed to restore cleanliness.
Do a walk-through of the party area immediately after the event (both inside and outside) and note any possible damages. If the facility is not yours, notify the “landlord” of any problems and resolve any potential damages within 48 hours of the event.
If injuries occur, report them to the appropriate University entity. Residential parties should be reported to the Office of Residential Education, 725-2800; fraternity, sorority and student organization parties are reported to the Office of Student Activities, 723-2733. All injuries should be reported to Risk Management, 723-4555.
After the party, do an evaluation of your party and make any notes on changes you wish to incorporate in planning future events. Document and pass on to future social chairs or other organization leadership.
