Systems and Procedures
A Division of The Corporate Controller's Office

SERVING OF ALCOHOLIC BEVERAGES
AT UNIVERSITY EVENTS DECISION TOOL

All events with Alcoholic Beverages:


Is the University Sponsoring and/or Paying for the Event?

A University-sponsored event is an event, function or activity for which University funds are paying all or a portion of the cost of the event sponsored by the University or an University department, organization, or group. For purposes of this policy, an University-Sponsored Event does not include a Public Event. Policy AD18 does not apply to events held by University faculty, staff, or students if no University funds are expended in support of the event.

Decision Matrix for Is the University Sponsoring and/or Paying for Event?
Is the University Sponsoring and/or Paying for Event: Required Action
YES Must follow FN10 policy and guidelines
YES
but not paying for the alcoholic beverages
Must follow FN10 policy and guidelines even if alcoholic beverages are being paid for personally or by a third party, if any part of the event is being sponsored or paid for by the University.
NO FN10 does not apply and event is considered private and personal. These events cannot be held at an on-campus location except Nittany Lion Inn or Penn Stater Hotel, the Golf Courses, the Bryce Jordan Center, Pegula Ice Arena, and for certain events held at Beaver Stadium.

Who is Attending?

Decision Matrix for Who is Attending?
Primary Focus Permitted to be paid or reimbursed? Restrictions (beyond the general restrictions listed above)
Guests/Donors/Alumni Yes None
Undergraduate Students With Approval of VP for Student Affairs; (Director Student Affairs or Enrollment Services at Commonwealth Campuses) Never permitted for student recruitment
Graduate Students With approval of Budget Executive for unit Never permitted for student recruitment
Employees, including post-docs, fellows, and graduate assistants No. One exception, if sponsored and attended by the President of the University, The Executive Vice President and Provost, Vice Presidents, Vice Provosts, Deans, other executives (with approval of the Executive Vice President and Provost) or Chancellors (with the approval of the VP for Commonwealth Campuses) for the unit
  • Alcoholic beverages at employee-only events STRONGLY discouraged.
  • Spouses/partners and/or retirees are not considered guests.
  • Event must be sponsored by executive; invitation of executive to event only does not meet exception.
  • In addition to approving the alcohol request form, the Budget Executive must also ATTEND the event if all the attendees are PSU employees

Where is the event being held?

Decision Matrix for Where is the event being held
Venue: Restrictions Approvals
Facility with License to serve Alcoholic Beverages (Hotel, Restaurant, or other facility) None Agreements with venues other than those operated by Penn State must be reviewed and signed through Risk Management or Purchasing
Penn State Hospitality Services -
Penn Stater and Nittany Lion Inn
None Permission to Possess/Use Alcoholic Beverages form for events with Undergraduate students.
On-Campus Location Must be approved 30 days in advance Permission to Possess/Use Alcoholic Beverages form
Off-Campus Location, including private residence Must be approved 30 days in advance Permission to Possess/Use Alcoholic Beverages form. If venue requires an agreement, must be reviewed and signed through Risk Management or Purchasing. The "Hosted Event Report" is required to be completed by Senior Leadership after an event is held at a private home.

Who is serving the alcoholic beverages?

Decision Matrix for Who is serving the alcoholic beverages?
Served by: Restrictions: More Information
Venue with liquor license Bartender services must be provided by the facility - - -
University Catering Services* Campus Catering does not have a liquor license and therefore cannot serve alcoholic beverages at an event with a cash bar or at an event where attendees have already paid a “registration” fee. * - This includes Penn State Hospitality Services, Campus Catering, and at Commonwealth Campuses, Campus H&FS
University Accepted Caterer Must have Liquor Liability Insurance Coverage University approved caterers
Non-Accepted Caterer Cannot be used for event unless vetted and a liability insurance certificate received showing PSU as an "additional insured" with liquor liability coverage; Risk Management will add them to the Accepted Caterer List. University approved caterers
Bartender Preference for use:
  1. Obtain through Penn State Hospitality Services
  2. Certified bartender who has liquor liability insurance in an amount not less than $1,000,000 with the University named as an additional insured.
  3. University employee credentialed as "Responsible Alcohol Management Program" (RAMP) Certified in the state of Pennsylvania.
  4. Certified bartender who is not a University employees; but admin area is responsible for liability arising from provision of alcoholic beverages at the event.
Policy FN10 - Other Business Expenses and Activities
Host Only permitted if serving one glass of wine during a meal or if 20 people or less are attending. Host is responsible for any liability arising from the provision of alcoholic beverages at the event.

Is this an on-Campus event that includes a cash bar or registration/admission fee that covers the cost of alcoholic beverages?

If yes, then Penn State Hospitality Services (NOT Campus Catering) MUST be used, since they have the only liquor license permitted to sell alcoholic beverages at University Park. At other campus locations, a licensed entity must sell the alcoholic beverages. See FN10 - Section on Alcoholic Beverage Sales Restrictions for more detail including approvals required.

Updated 2/18/2018