September 2,1998 Number 1839
THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL  Office of the Chancellor
Michael Hooker Chancellor		103 South Building Campus Box 9100 Chapel Hill, NC 27599-9100 (919) 962-1365 FAX: (919) 962-1647
September 1, 1998

MEMORANDUM
 

TO:	Deans, Directors and Department Chairs
FROM:	Michael Hooker
SUBJECT:	Guidelines for Serving Alcohol at University-Sponsored Events

        The following guidelines have been developed to provide consistent and comprehensive information about applicable laws and University rules concerning alcohol service at University- sponsored events to the campus as a whole. They first went into effect on July 1, 1995, and they are being reissued now to assure campus-wide familiarity with them.

Purchase and Sale of Alcohol

        No state-appropriated or Federal funds may be used to purchase alcohol.  Some funds that are classified as institutional trust funds and special funds may be used to purchase alcohol, but only if those funds are discretionary in nature and the fund authority is sufficiently broad to cover this purchase. For example, scholarship funds or funds handled through Contracts and Grants are not discretionary in nature. Information about whether a particular trust fund may be used for such purchases may be obtained from the Controller's Office at 962-1370.

        The Carolina Inn and the Alumni Center are legally permitted to sell alcohol. Alcohol cannot be sold, directly or indirectly, at any other campus location. This means that when a function is held elsewhere on campus, there can be no "cash bars," nor can there be a cover charge for an event at which alcohol is purportedly "given away." However, a set price for a reception or meal where the serving of alcohol is incidental to the reception or meal is permitted, provided the facility where the event is held is otherwise authorized under this policy for the serving of alcohol.

Location of Functions on University Property

        With the exceptions noted below, no alcohol may be served, displayed, or consumed in any University open space.

        With the exceptions noted below, no alcohol may be served, displayed, or consumed in any University building.

        Alcohol may be served at invitation-only, private functions hosted by individuals that are held at the Ackland Art Museum, the Paul Green Theatre, West House, the Friday Continuing Education Center, the Kenan Center, the George Watts Hill Alumni Center, the Morehead Planetarium Building, and parts of the Smith Center and Koury Natatorium. To the extent these facilities are available for use by other University administrative units, arrangements for such events must be made with the particular facility. Each facility has detailed rules governing its use and alcohol service at events. It is the responsibility of the administrative unit hosting the event to comply fully with the facility's policy on alcohol.

        Any unit wishing to use a facility or open space other than those listed above for "private party" purposes must receive permission from the Dean of its academic unit or from the appropriate Vice Chancellor (if a non academic unit) and from the Vice Chancellor in charge of the facility or space in which the event is proposed to be held.

Requirements for Functions at Which Alcohol is Served

      It is a violation of North Carolina law to serve alcohol to anyone under 21 years of age. University administrative units planning functions that are likely to be attended by students under 21 are strongly discourage from serving any alcohol to anyone at such functions

        Where proper permission has been obtained and the event is being held at one of the units listed previously in this policy or one for which permission has been properly secured, the following requirements must be met at all functions where alcohol is served:

• Access to the event must be limited to invitees and controlled throughout the event. The event may not be open to the public. For outdoor events, special steps must be taken (for example, tents) to control access and delineate the area for the event.
• A sufficient amount of alternative, non-alcoholic beverages must be available.
• A sufficient amount of substantial, wholesome food (heavy hors d'oeuvres or dinner) must be served.
• There must be a professional bartender.
• No self-service of alcohol is permitted.
• A reception with alcoholic beverages that is followed by a full meal may last no longer than one hour. A reception with alcoholic beverages that is not followed by a full meal may last no longer than two hours.