Events, Meetings and Activities

Events, Meetings, and Activities

Student organization events are some of the most frequently attended and highly anticipated events at GW. There are a wide range of processes and policies applicable to organizational events in order to ensure the safe and effective execution of a program.

Hosting Events, Meetings, and Other Activities

Event Registration and Approval

Several event types require advanced registration and approval. An event that includes one or more of the following aspects must be submitted in Engage at least 2 weeks prior to the event date.

Events with non-GW speakers, performers, or other activities requiring a contract
Events with alcohol
Events with minors
Events open to non-GW community members
Events with an expected attendance of 100+ individuals
Travel as noted in the travel policy (Submit Engage travel form, you do not need an Engage event submission unless activities during the travel meet one of the above criteria)
Note: Individual organizations may also be required to register all events as part of a conduct action

For the above types of events, organizations may not advertise or make purchases for an event until the registration is approved in Engage.

Event Registration Process

Submit an Engage event at least 2 weeks prior to the event.
- Space should be requested prior to the Engage submission. A space reservation does not provide approval for the event itself.
The Staff Advisor or Org Help will review the Engage event registration. Additional offices may review the request based on the nature of the event. The submitter may be asked for additional information to aid the review process.
If approved, the Engage event will be marked as “Approved.” The submitter will be notified and the event will appear on Engage. Visibility will depend on the audience selected on the event registration form.
If denied, the Engage event will be marked as “Denied” and the submitter will receive an email notification.
- Appeals may be submitted in writing to the Assistant Dean for Student Engagement within 5 business days of the denial. The Assistant Dean’s decision is final and no further appeals will be permitted.

Student organizations host a variety of activities and events that reflect their mission and shared interests. The approval of an organization’s event does not imply the university’s endorsement of the event purpose, guests, speakers, performers, or views expressed.

Guidelines for All Student Organization Events

The following policies and guidelines apply to all student organization events.

Events must align with the purpose, mission, and goals of the host student organization(s).
Hosts and attendees must abide by all university policies and venue guidelines.
The reserved space must be used by the student organization that reserved it and for the purpose indicated on the reservation request.
Events must end no later than midnight unless approved by the Division for Student Affairs. Additional requirements may be necessary for approval (e.g., GWPD).
At least one representative of the student organization must be present throughout the duration of the event.
Amplified sound may not be used without permission from the venue and cannot disrupt other university activities.
Organizations must allow event and space access to venue staff and university officials acting in the course of their duties throughout the set-up, execution, and clean-up of an event.
The host student organization(s) must have funds available to cover the cost of the event, if applicable.
Organizations must clean up after the event in accordance with venue expectations.

Contracts Overview

A contract must be completed whenever a student organization is engaging with a non-GW vendor/speaker/performer and

the event is on-campus, and/or
payment is being made for services, and/or
the event is recorded or publicly distributed (e.g., Zoom event livestreamed on Facebook).

If a performer is a GW employee, a contract is required if the individual is being paid for their services. GW students cannot be paid for services.

Common examples of when contracts are needed include performances, guest speakers, DJs, catering, venue rentals, and travel services (e.g. buses, hotel).

Note the following when preparing for an event or activity that requires a contract:

Allow up to 6 to 8 weeks for a contract to be fully processed. A contract must be signed by the vendor or performer before it can be submitted for a GW signature.
At a minimum, requests for contracts must be submitted 2 weeks prior to the event, although the university cannot guarantee turnaround in that timeframe.
The contract process must be completed before advertising an event.
Student organization representatives are not permitted to sign contracts as they are not legal representatives of the university.
There is no pre-payment of contracts for services (i.e. no deposits).
- Payment will be initiated upon completion of the event unless otherwise stipulated in the contract.
- The university’s standard payment terms are “NET 30” (30 days from invoice date); however, other terms may be negotiated by the university.
There are no cash payments and payment cannot be made to a personal Venmo, CashApp, PayPal, or similar mobile banking apps.
Vendors must register in GW iSupply to receive payment.
Payment on a contract can only be made as part of an Engage purchase request.
- Check payment on a contract can take 6 to 8 weeks from the event date.
- Credit card payments can be remitted within 1 to 2 business days following the event.
- Payments may be made using PayPal upon receipt of a detailed invoice either from the PayPal app or email and saved to Engage. Payments can only be made to business accounts, not personal PayPal accounts.

Notice to Vendors: The George Washington University requires all vendors to have an approved written contract in place prior to providing goods or services. Entering into contracts verbally or without appropriate authority is prohibited. Any vendor who delivers services or goods to the university without a proper contract is doing so entirely at the vendor's own risk. The university does not pay for goods or services that were provided without the benefit of a properly approved and executed contract.

Types of Contracts

GW Templates

The Division for Student Affairs provides template contracts for student organizations, including:

Gratis Speaker Agreement - Used for unpaid guest speakers
Contractor Agreement - Used for paid guest speakers and other services, paid or unpaid

These contracts are generated by Org Help using the standard template and are reviewed and signed by the designated Division for Student Affairs leadership. If the speaker/contractor asked to change the standard language, additional reviewers may be required.

Vendor Provided Contracts

Vendors may also provide an organization with a contract - typically used for catering, venue rentals, and transportations services. These contracts are reviewed and signed by the Procurement Office.

Speakers and performers who work with a talent agency may also have a standard agency contract. Whenever possible, the GW template should be used as the primary document with the vendor contract attached as an addendum. These contracts are reviewed and signed by the designated Division for Student Affairs leader, the Procurement Office, and/or the Office of General Counsel, depending on the nature of the agreement.

SBA and MCSC Umbrella Organizations and Sub-organization

In line with financial procedures, Student Bar Association and SBA sub-organizations will coordinate contracts through the Law School. Medical Center Student Council and MCSC sub-organization should work with MCSC to coordinate contracts through the primary MCSC Engage account.

Certificate of Insurance (COI)

A Certificate of Insurance (COI) is required for on-campus caterers, paid speakers, performers, and other vendors. The coverage required will be outlined in the GW contract, including resources for obtaining coverage if needed. The George Washington University should be named as an additional insurer for general liability coverage and certificate holder as:

The George Washington University
Risk Management
44983 Knoll Square
Second Floor
Ashburn, VA 20147

Steps to Processing a Contract

Organization determines the scope of services, including date, time, location, format, and cost.
1. Consult with your Staff Advisor or Org Help for event planning support.
2. It is recommended that the cost of travel and accommodations be included in the total cost rather than additional expenses.
3. While discussing logistics, it is helpful to inform the vendor of the contract process and Certificate of Insurance (COI) requirements (see details below) so that they are prepared for their next steps.
Organization submits an Engage event from their organization’s profile.
Organization submit a Contract Request Form to Org Help. Attach the vendor provided contract, if applicable.
1. For gratis ($0) speaker contracts, complete this Contract Request Form.
2. For paid speakers and services, the student organization’s President or Financial Officer must submit an Engage purchase request and complete the embedded Contract Request Form.
Upon receipt of the form, Org Help guides the rest of the process as follows:
1. Org Help emails the vendor and include a copy of the contract, information on registering as a vendor, and COI requirements, if applicable. The student organization contact will be included on the correspondence.
2. The vendor reviews and signs the contract, registers as a vendor, and provides a COI if applicable. If the vendor requests changes, Org Help or Procurement will guide additional reviews and language updates, if approved.
3. When the vendor’s signed contract is received, an authorized representative will sign on behalf of GW and share the fully executed contract with the vendor or student organizations.
The Engage event submission will be approved and the organization may begin advertising the event once the contract has been fully executed.

SBA and MCSC Umbrella Organizations and Sub-organization

Photos and Video Recording at Events

Organizations reserve the right to photograph and/or video record their events and activities or use in marketing and communications materials, websites, social media, etc. Photos and videos taken at organization sponsored events may capture images of event attendees (e.g., students, staff, faculty, visitors).

Organizations should consider the following in regards to an individual's privacy.

Give Notice

Event organizers should notify event attendees that photography or filming is taking place ahead of or during the event. Common notification methods include details on the event registration, written notice posted at the event, or a verbal announcement.

The following notice has been added to each Engage event template:

Photos and/or videos of attendees of this event may be taken and shared on social media, websites, or marketing materials. Please contact the event organizer if you have questions about photography or recordings at this event.

Obtain Consent

Generally, it is not necessary to obtain explicit consent from individuals photographed or videotaped at student organization events, especially in public spaces and venues, or attending public events, for wide shots that are not focusing on specific individuals, and where no-one is clearly identifiable in the photograph or clip.

If, however, an individual is photographed and/or videotaped and is easily recognizable in the photograph or video, the organization should consider obtaining permission from the individual if the photograph or video will be distributed or published outside internal organization communications.

Special considerations should be given to images of minors who are not enrolled at GW where parental/legal guardian written release may be required, if the photo is only of one or a few children, as compared to a very large crowd.

Provide Your Contact Information

Organizations should include contact information so that individuals can reach out should they have questions or concerns about the use of photography or video recording at your event.

Ticket Sales

Student organizations should utilize the Division for Student Affairs credit card portal, GWorld reader, or cash/check if selling tickets for an event.

Credit Card Portal - Org Help Finance will upload a weekly report of credit card transactions to the organization's “Documents” in Engage.
- If your organization’s name is not listed on the portal, please request to be added by emailing orgfinancegwu [dot] edu (orgfinance[at]gwu[dot]edu).
GWorld Reader - Organizations can rent a GWorld reader to collect GWorld funds for an event in an approved reservable venue space on campus. All GWorld machines incur a 5% rental fee, which is deducted from the overall amount credited to the organization. For more information visit the GWorld FAQ website.

Lisner Auditorium

Beginning Fall 2025, events held in Lisner Auditorium must use the University's Box Office and official online ticketing platform to sell any and all advance and walk-up tickets. Tickets shall be subject to per-ticket and per-order non-refundable service charges and/or handling fees. Learn more on the specialty venues website.

Organizations must submit a purchase request “transfer” to the appropriate department and attach the event confirmation that lists the associated cost.

Eventbrite and Non-GW Platforms

Organizations should avoid Eventbrite, Venmo, and similar external platforms for ticket sales. These platforms require funds to be deposited into a personal bank account. The Division for Student Affairs does not accept these payouts. Any individual who uses their bank account for this purpose is personally responsible for related IRS requirements and tax implications.

Free Expression Activities

The university is committed to equal access, free inquiry, free expression, and vigorous discussion and debate. Demonstrations and other free expression activities must comply with all applicable laws and university policies.

GW maintains the right to define the time, place and manner, and objects used during demonstrations occurring on any university-owned or leased property and during events or activities hosted by the university, whether on-campus, off-campus, or virtually.

All students should familiarize themselves with the relevant university policies and community guidance and procedures, including:

No one group or organization holds a monopoly on dissent or on freedom to hear all sides. Further, the fact that students may pursue their interests through speech and assembly at the university does not abrogate their accountability as citizens to the laws of the larger society, and the university is entitled to reflect these constraints in its own regulations.

Organizations planning a protest, demonstration, or other free expression activities are encouraged to consult their Staff Advisor, the Office of Student Life, and/or Conflict Education and Student Accountability (CESA).

Showing TV Shows, Movies, & Other Films

Films and movies can only be played publicly with a proper license. Generally, no film or movie rental, purchase, or stream (e.g., Netflix) carries the right to exhibit it outside an individual’s home. Student organization events do not typically qualify for an education exception which are reserved for face-to-face teaching activities in a classroom or similar setting.

To show a film as a public performance, a student organization must purchase a Public Performance License for each instance they want to show a film/movie. This can be done by contacting one of the following agencies that handle public performance licenses. If a license is not available through these agencies, the student organization will need to contact the film/movie creator to obtain license purchasing information.

Some Netflix original educational documentaries are available for one-time educational screenings. Titles that are available for educational screening will display a grant of permission on their details page. For more information visit help.netflix.com.

Outdoor movies may only occur between March 21st and October 31st and are not permitted to be shown if the rating is R, MA, or beyond.

Hosting an Event with Amplified Sound

Events with amplified sound are subject to the rules and policies of the space in which the event is taking place. When scheduling programs with amplified sound, student organizations must keep in mind the impact that amplified sound will have on campus and the surrounding communities. If you are planning an outdoor event with sound, your organization must indicate as such on the outdoor space request form and obtain approval from the Student Center team. GW reserves the right to deny or limit programs that may pose a significant disturbance to the campus community, university operations, or surrounding neighborhood.

Indoor Events

Academic buildings do not allow for any amplified sound or loud activities as this may disrupt classes taking place.
Amplified sound is allowed in all event spaces in the University Student Center and requires approval through the room reservation process. Organizations will work with their assigned university event planner to ensure their event does not impact other events happening at the same time within the building.

Outdoor Events

Noise levels should not exceed 80 decibels in the nearest building unless pre-approved by the Division for Student Affairs.
Amplified sound will not be permitted before 9 a.m. or after 10 p.m. Amplified sound outdoors will not be permitted during university-designated reading days and final exam periods.

Hosting an Event with Food

Student organizations may use a catering service of their choice for on-campus events. Catering for off-campus events is subject to the rules of the venue.
Food and beverage is not permitted in academic spaces, Betts Theater, Mitchell Theater, and District House B132. Consult the venue manager for any additional policies or restrictions.
When planning a menu, consider varying food preferences, allergies, intolerances, or restrictions. Do your best to accommodate as many people as possible, including inquiring in advance about any dietary restrictions or concerns.
Basic food delivery from Domino’s, Chipotle, GrubHub, Ezcater, etc. do not require a contract.
Contracts, however, are required by many catering services used for more complex food service or delivery.
- On-campus venues also require a copy of the caterer’s business license and certificate of liability insurance (COI).
- Follow the contract process and forward all contracts to Org Help. If you have an assigned Staff Advisor, copy them on the email for their awareness.
Review the single-use plastics policy to ensure compliance when purchasing materials or ordering catering.
Note that the time needed for catering set-up and breakdown must fall within the event time.
Organizations may bring food and beverages into other Student Center meeting rooms and major spaces, but are responsible for cleanup. This includes disposing of all trash in designated receptacles. If a group leaves the space with excess mess or garbage, they may be charged for housekeeping fees.
Food safety standards should always be a top concern for your organization. Make sure that food is served in a hygienic environment, including using food-grade gloves.
If your organization is preparing food for others, ensure that the space in which food is prepared is clean and hygienic, the materials used are fresh, and the people cooking or baking are safely handling the food.
If your event is in a public space or uses the street (e.g., food trucks), you may need to secure permits or reserved parking from the District of Columbia. Talk to your Staff Advisor/Org Help to see if your event will require a permit.

Hosting a Fundraising Event

Registered student organizations may solicit funds for organization-sponsored initiatives or with the intent to donate to an external charitable organization. See Finances - Donations.

GW student organizations may not partner with any business or individual who is primarily concerned with the sale, distribution, or promotion of alcohol or illegal drugs.

Coordinating university fundraising with the fundraising for any candidate for public office, political party, PAC, or any similar politically active organization is prohibited. See Expectations, Policies, and Accountability - Political Student Organizations.

Organizations wishing to host or utilize off-campus vendors in an on-campus fundraising activity must include the name and type of vendor on space reservation forms (e.g., selling Krispy Kreme donuts). Sales and/or solicitation on campus are permitted only when the organization has received the approval of the venue in which sales/solicitation would occur.

Any funds raised must be deposited into the student organization’s revenue account.

Registered student organizations may also partner with vendors to host fundraising events off-campus or with an on-campus food venue. See Finances - Profit Shares.

For all events where attendance will be controlled through ticketing or registration, there are a variety of internal registration platforms as well as various payment methods to consider. To better understand the different means of selling tickets. See Finances - Collecting and Depositing Funds.

Hosting an Event with Minors

In the course of organizational activities, student organization officers and members may interact with minors, defined as any individual under the age of 18. This may include newly matriculated GW students or non-GW individuals participating in organizations programs (e.g., mentoring, tutoring, outreach programs, conferences).

The following guidelines and the GW Protection of Minors policy are in place to ensure the safety and well-being of minors involved in student organization-affiliated programs and events.

All programs and events that include non-GW minors must be registered through Engage at least 2 weeks prior to the event. Additional requirements, such as a participant waiver, may be required based on the nature of the event or activity.

The following guidelines are offered as a complement to the GW Protection of Minors policy and are in place to ensure the safety and well-being of minors involved in student organization-related programs and activities.

All persons must make all reasonable efforts to remove minors from dangerous or potentially dangerous situations
Programs and activities involving minors on campus, off campus, or virtual, must be registered with and approved by the university
One-on-one physical encounters and one-on-one electronic communication between GW students and participating minors is prohibited
If there is a legitimate, program-related reason for communication to occur, contact must be limited to topics related to the sanctioned activities and include the minor’s parent/guardian, external program sponsor (e.g., school liaison), or official GW organization email account
GW students must involve a third party (delegation chaperone/advisor or university administrator) as part of the conversation when/if electronic communications are occurring with non-GW minors.
Private electronic communication between GW students and minors is prohibited. This includes the use of personal social networking sites such as Tiktok, Facebook, Instagram, X (formerly known as Twitter), and Snapchat; instant messaging; and texting. GW students should not “friend,” “follow,” etc. minors on social networking sites, communicate via internet chat rooms, send personal emails or text messages.
It is essential to maintain clear professional boundaries and avoid sharing personal or intimate information including personal life details, intimate experiences, financial information, health issues, contact information, and personal beliefs on sensitive topics.
If using a digital communication platform, all participants must log in and be on camera throughout the duration of the activity. The use of still photos or a blank screen is prohibited.

Every member of the university community who knows, suspects, or receives information indicating that a minor has been or is being abused or neglected must report this information to the university. Reports may be made to the Office of Ethics, Compliance, and Risk via email at complygwu [dot] edu (comply[at]gwu[dot]edu). Organizations should also inform their Staff Advisor or Org Help.

Insurance, Waivers, and Planning Events with Risky Activities

Organizations wishing to hire an entertainment vendor (production companies, inflatables, novelties, games, etc.) must work with companies GW has approved through the Office of Risk Management. A list of pre-approved vendors can be found on the Office of Risk Management website; should your organization wish to utilize a vendor that has not been pre-approved, consult with your Staff Advisor or Org Help to seek review and approval.

Events with physical activities or other activities deemed to have an elevated level of risk may require participants to sign a waiver prior to participation. Consult with your Staff Advisor or Org Help to determine whether a waiver will be required.

Organizations for which risky activities are centric to the mission and purpose (rock climbing, club sports, SCUBA, hiking, etc.) may be asked to submit a risk management plan for review and approval by the university.

Events Requiring University Police

Some events may require the presence of George Washington University Police Department (GWPD) officers due to the size or nature of the event. Events that require GWPD presence or involvement include the following:

Late Night Party (Fraternity and Sorority Life organizations)
Events taking place in on-campus buildings outside of the building operating hours

GWPD may also be required at other events as deemed necessary by university officials. This may include events with high-profile speakers, concerts, events with large crowds, or events with the potential for (counter)protest.

In line with its mission to prioritize student and community safety, the university reserves the right to evaluate and determine the need for GWPD at on-campus events. The host organization is responsible for costs associated with GWPD presence. Financial support for these costs may be available from the Student Government Association via a co-sponsorship.

GWPD must be scheduled to arrive one hour prior to the event start time and one hour after the event concludes with a four hour minimum. GWPD also reserves final rights to determine the need and number of officers staffed for the event.

Organizations are responsible for scheduling GWPD for events. For more information or to request GWPD for an event, visit the University Police website.

Hosting an Event with Outside Sponsorship and/or External Organizations

Organizations are permitted to partner with external organizations for individual program support, financial support, or more permanent organizational affiliation. GW student organizations are not permitted to partner with any sponsors or external organizations who primarily promote, distribute, or sell alcohol or illegal drugs. If you are unsure if you should partner with a business or organization, reach out to your staff advisor or Org Help to see if a partnership would be appropriate.

When an event is hosted by the registered student organization in partnership with an external organization, the name of the external organization may be included, but the student organization name must also be included. In doing so, the registered student organization name must be the most prominent in size and placement on all signage, promotions, and associated materials. Student organizations are responsible for scheduling, planning, and executing an event held in campus space, as well as for ensuring student organization leaders are present for the duration of the event. External organizations that utilize the space for their own events will be charged as an external client for a sponsored event.

Events that involve outside partners or external organizations as a primary planner, facilitator, and/or attendee of an event may be deemed as “sponsored.” An event that is considered “sponsored” may be subject to room rental and set up charges. Student organizations retain full responsibility for their events. Outside sponsors and external entities shall not direct, coerce, or otherwise exert undue influence over an organization’s or individual student’s activities and conduct.

For further information on sponsored events, contact your staff advisor or the manager(s) of the venue for related policies.

Hosting an Event with a Raffle or Charitable Game

If you choose to host a raffle or charitable game at, or as an event, you are required by District of Columbia law to obtain a permit. The raffle permit can be found at the DC Fundraising and Charitable Games website. Organizations interested in obtaining a permit should consult their Staff Advisor or Org Help as early as possible.

The District of Columbia laws define the term “raffle” as one or more drawings from a single series of chances sold by means of chance tickets. Guidelines for raffles include the following:

All proceeds from raffles must go directly to the organization or the designated charitable organization.
Only currently registered members of the student organization or employees of the university may conduct, manage and operate raffles on campus.
The District of Columbia requires a permit for conducting a raffle. A copy of the permit must be submitted to your Staff Advisor or Org Help and the appropriate scheduling office.
Application and support documents must be submitted to the D.C. Charitable Games Commission at least 30 business days prior to the event. The student organization is responsible for completing and submitting the application and should do so in consultation with their Staff Advisor or Org Help.
Alcohol may not be raffled off by student organizations.

Prize drawings are permitted as long as individuals do not have to pay to have the chance to win.

Single-Use Plastics Policy

The university has committed to eliminating all single-use plastics at GW. This commitment includes all non-essential, non-compostable, single-use plastics with available alternatives.

Single-use plastic items should not be purchased using organization funds where alternatives are available. Purchases of single-use plastics are also excluded from university reimbursement.

Review the full Single-Use Plastics Policy for definitions and more specifics about what can and cannot be purchased with organizational funds.

Additional resources:

Events with Alcohol

A proposed student organization-sponsored activity at which alcoholic beverages will be consumed, served, or sold must be submitted in Engage at least two (2) weeks in advance of the event date for review and approval by the Division for Student Affairs.

Only Red, Blue, and Orange Line organizations with risk managers who completed the required training are eligible to host events with alcohol. The distribution of alcohol must be done through a ticketed system or cash bar. Open bars and “BYOB” events are not permitted.

Policy

Eligibility and Scope

Any student organization hosting a student organization-sponsored activity at which alcoholic beverages are consumed, served, or sold (referred to as an “event with alcohol”) must register the event with the Division for Student Affairs through Engage. Only Red, Blue, Orange, and Green Pathway student organizations which are officially recognized by the Division for Student Affairs and in good standing (i.e., not frozen or inactive) are permitted to host and register student organization-sponsored events with alcohol. Unregistered student groups, Silver Pathway organizations, and individual students are not permitted to register a student organization-sponsored event with alcohol.

Compliance with the law and university policies.

Student organizations wishing to initiate a student organization-sponsored activity at which alcoholic beverages will be served must comply with all university policies and all applicable federal, state and local laws pertaining to the procurement, sale, and/or distribution of alcoholic beverages.

University Authority

University officials may inspect the event at any time and shall have the absolute right to terminate the event/activity or the service of alcoholic beverages at the event/activity. If directed to terminate the sponsored event, the sponsor(s) must immediately cease the event.
While a reported violation of these Procedures is being investigated by the university, the university, which includes but is not limited to, an academic college or university department, Student Involvement, and Conflict Education and Student Accountability, reserves the right to pause the review process, instruct the Sponsors to pause any efforts to fulfill duties under this Policy, or revoke the registration for any pending student organization-sponsored activity at which alcoholic beverages may be served for the sponsoring organization(s).
The George Washington University reserves the right to update and modify any of the terms and regulations contained within these Procedures, at any time and in our sole discretion.

Event Registration and Review Process

Student organizations wishing to initiate an event with alcohol must create an event for their organization in Engage and complete the embedded questionnaire regarding the presence of alcohol.

Student organizations must submit an event registration form for a sponsored activity at which alcoholic beverages will be served for activities, including but not limited to, those that are advertised by, partially or wholly funded by, hosted or co-hosted by, or facilitated on behalf of the student organization(s) which take place on or off university premises.
Event registration must be submitted in Engage at least two (2) weeks in advance of the event.
Student organizations will receive an email confirmation from the Engage system once the event registration form is submitted confirming registration. Events are not considered approved until the Division for Student Affairs communicates final approval.
Pursuant to university policies governing student organizations entering into binding contracts with non-university companies, contracts between Third-Party Vendors & University-Approved Vendors and student organizations must be submitted through the Contract Request Form or Law School (for SBA organizations) at least 4-6 weeks prior to the intended activity’s date. All contracts are to be reviewed by Org Help and the Vice Provost for Student Affairs and must comply with these procedures.

Event Requirements

Time of Event

Student organization-sponsored events with alcohol may not take place between the day after the last day of classes until the conclusion of final exams. These days include, but are not limited to, the published university reading days, make-up days, or final exam days. Undergraduate student organizations’ timeline will follow the published university academic calendar. Graduate and professional student organizations will follow the academic calendar for their designated school if it is different from the university academic calendar.

Unless otherwise specified by other published university policies, alcoholic beverages may only be served, sold, and consumed at student organization-sponsored activities during the following hours: Sunday through Thursday, 2:00 p.m.-11:30 p.m., and Friday and Saturday, 2:00 p.m.-1:30 a.m.

Event Authority

Student organizations must hire a university-approved Event Authority for any student organization-sponsored event with alcohol.

For on-campus events, the Event Authority may provide these services in coordination with the organization’s designated sober monitors as outlined below:

The Event Authority can conduct age verification, monitor entrances and exits to the event, conduct wristbanding for drink ticket distribution, and distribute alcohol in accordance with the chosen system (drink tickets or cash bar, as outlined in below). The vendor should be staffed appropriately relative to the event size.

If the sponsored activity is taking place at a Third-Party Vendor site or with a University-Approved Vendor, regardless of location, employees from the respective vendor must be identified as Event Authorities.

Event Authorities must be notified by the sponsoring organization(s) of the authorized system and procedures pertaining to the distribution of alcoholic beverages prior to the activity taking place.

Risk Manager

Each organization wishing to host events with alcohol must designate a risk manager on the event registration. The risk manager will be responsible for ensuring compliance with all events with alcohol policies, and overseeing sober monitors. The risk manager will be required to complete a training at the beginning of the academic year on safety practices and addressing overconsumption. Organizations whose designated risk manager does not attend the training will not be permitted to host events with alcohol until the training is completed.

Points of Contact

Student organizations intending to host or co-host a student organization-sponsored event with alcohol must identify the Primary Contacts and Secondary Contacts for the sponsored activity on the Engage event form.

The Primary Contact will be responsible for the Sponsor(s) overall adherence to university policy and the law at the sponsored activity. This student will oversee the implementation of the authorized system for the distribution of alcoholic beverages at the sponsored activity. This individual will work with Event Authorities and any university official in addressing any violation(s) of university policy and the law and in circumstances when the health and safety of attendees may be at risk.
The Secondary Contact will assist the Primary Contact in complying with university policy and the law at the sponsored activity and working with Event Authorities and any university official in implementation of the authorized system for the distribution of alcoholic beverages at the sponsored event.
Primary Contacts and Secondary Contacts who fail to adhere to their respective responsibilities at a student organization-sponsored event with alcohol may be subject to removal from the sponsored activity, be ineligible to participate in a sponsored activity in the future in the same role, and/or be subject to administrative and/or conduct action by the university. Should this occur, the sponsoring student organization(s) may also be subject to administrative and/or conduct action by the university.

Sober Monitors

Student organizations intending to host or co-host a student organization-sponsored event with alcohol must identify the required number of sober monitors for the sponsored activity on the Engage event form.

Sober monitors are enrolled students in the sponsoring organization(s) who will refrain from consuming alcoholic beverages the day of and during the sponsored activity.
Undergraduate student organizations must identify at least one (1) sober monitor for every twenty-five (25) anticipated attendees at a sponsored activity. Graduate student organizations must identify at least one (1) sober monitor for every fifty (50) anticipated attendees at a sponsored activity. Primary and Secondary Contacts can count towards the number of required sober monitors.
The responsibilities of a sober monitor will include but are not limited to, assisting the Primary Contact, the Secondary Contacts, Event Authorities, and any university official in addressing any violation(s) of university policy or the law, or assisting in circumstances when the health and safety of attendees may be at risk. A sober monitor must be aware of and follow the authorized system for the distribution of alcoholic beverages at the sponsored activity and must stay at the sponsored activity throughout its duration. A sober monitor will also ensure that substantial food and non-alcoholic beverages are available for consumption at the sponsored activity.
Sober monitors who fail to adhere to their respective responsibilities at a student organization-sponsored activity at which alcoholic beverages are served may be subject to removal from the sponsored activity, be ineligible to participate in a sponsored activity in the future in the same role, and/or be subject to administrative and/or conduct action by the university. Should this occur, the sponsoring student organization(s) may also be subject to administrative and/or conduct action by the university.

Food and Non-Alcoholic Beverages

Food and non-alcoholic beverages must be provided by the sponsor(s) for consumption throughout the duration of the sponsored activity at no cost to participants. Food provided should be substantial and must be appropriate for the number of attendees and the duration of the event. Specific details regarding quantity and type of food and non-alcoholic beverages offered must be provided on the event registration form. Adherence to this standard will be evaluated by the event reviewer(s) and approved or denied at the discretion of designated reviewer(s).

Other Event Requirements

Drinking contests or games of any kind are prohibited.
Alcohol cannot be donated for a student organization-sponsored event with alcohol.
Businesses or companies in the alcohol industry (e.g., importers/producers, distributors) cannot co-sponsor student organization-sponsored events with alcohol.

Beverage Distribution

If registration is approved, alcoholic beverages may be served or sold to individuals who are 21 years of age and older at student organization-sponsored activities through a cash bar system or a drink ticket system as described within these procedures. Open bar and Bring Your Own (BYO) systems are prohibited.

Only one system of alcoholic beverage distribution may be utilized at a student organization-sponsored activity.
Unless otherwise specified by other published university policies, alcoholic beverages may only be served by personnel of a University-Approved Vendor or a Third-Party Vendor that is certified/licensed to serve alcohol and must follow the authorized system for the distribution of alcoholic beverages.
For activities occurring in the University Student Center, all servers shall be under the supervision of a manager provided by the University-Approved Vendor.
The vendor/server must provide written acknowledgment of its understanding, compliance, and enforcement of these procedures and its respective jurisdictional laws, to include D.C. laws, governing the service of alcohol as part of the registration process.
Attendees may not bring alcoholic beverages to, or remove alcoholic beverages from, the designated area of the sponsored activity.
If the sponsored activity is a fundraiser, the cash bar distribution system must be utilized. Monies collected from alcohol sales cannot be counted towards funds raised.

Drink Ticket System

A drink ticket must be purchased from or provided by a Third-Party Vendor or a University-Approved Vendor to be exchanged for one alcoholic beverage during the student organization-sponsored activity.
Whenever drink tickets are sold, the Third-Party Vendor or a University-Approved Vendor must have a current license or certification within the appropriate jurisdiction associated with the lawful procurement, sale, and/or distribution of alcoholic beverages.
Graduate school student organizations, if authorized by their Staff Advisor, and the venue, may pre-purchase alcoholic beverages from a Third-Party Vendor or a University-Approved Vendor for distribution to persons of legal age during a student organization-sponsored activity. In these circumstances, a person of legal age must be provided a drink ticket in order to obtain an alcoholic beverage during the sponsored-activity.
Drink tickets can be made available only at the time of an individual’s arrival to the event.
No more than three (3) drink tickets can be provided to an individual attendee at a student organization-sponsored activity.
The maximum number of drink tickets that can be made available for distribution to each attendee shall depend upon the intended and/or remaining duration of the sponsored activity. The number of tickets available declines with the remaining time of the sponsored activity:
- Events that are less than two hours: 1 drink ticket
- Events between two and three hours: 2 drink tickets
- Events between three and four hours: 3 drink tickets
- Events with alcohol may not be longer than four hours.

Responsibilities at the Event

The Third-Party Vendor, University-Approved Vendor, Event Authority, and the Sponsor(s), are responsible for managing the property during the sponsored activity and have the authority to supervise the delivery, storage, service, consumption, and removal of alcoholic beverages to and from the location of the activity.
If the Sponsor(s) violates this Policy or other university policies, or if public safety concerns so warrant, the Third-Party Vendor, the University-Approved Vendor, Event Authority, a university official, or law enforcement officials shall have the right to terminate the activity or the service of alcoholic beverages at the activity.
If directed to terminate the sponsored activity, the Sponsor(s) must immediately cease the activity.
Sponsors are responsible for the behavior and conduct of their members and their guests at any sponsored event with alcohol. Violations of law, these procedures, or other university policies at events with alcohol may result in administrative and/or conduct action for the hosting or co-hosting student organization and/or the respective individual students.
Should a violation of university policy be determined prior to a sponsored activity taking place, the assigned Staff Advisor in the Office of Student Life, the Staff Advisor of a respective academic college or university department, or Conflict Education and Student Accountability shall have the right to immediately withdraw any prior approval granted for the event. Should this occur, the event no longer becomes a student-organization sponsored activity.
Should violations of university policy or the law occur at a sponsored activity at which alcoholic beverages are served, which are observed by the Sponsor(s), Event Authority, university officials, including GWPD officers, a law enforcement agency, representatives of a D.C.-certified security agency (or similar in other jurisdictions), a Third-Party vendor, or a University Approved Vendor, those individuals are authorized to take appropriate action to resolve the violation, to include the termination of the sponsored activity.

Promotion of the Event

Promotion and publicity of sponsored activities cannot occur until the activity is approved and registered and must follow these procedures and the other published guidelines of the university’s posting policies, including but not limited to the Code of Student Conduct and the Poster Policy.
All advertisements, promotions and social media campaigns for registered events must include the following statement: "Alcohol will be available via the [INSERT DISTRIBUTION METHOD] for individuals 21 and over with a valid, government-issued ID."
Promotion and publicity material for a sponsored activity, including but not limited to, banners, posters, palm cards, flyers, or any form of electronic media, etc. may not promote or emphasize illegal activity, drugs, alcohol, sexual situations, contain sexual innuendos, or disparaging individuals or groups on the basis of identity.

Definitions

The "cash bar" system approved by the university is defined as the purchase of an alcoholic beverage from a Third-Party Vendor or a University-Approved Vendor with cash or a credit/debit card, whether the activity is to take place on or off university premises.
The "drink ticket" system approved by the university is defined as an alcoholic beverage distribution system in which a single ticket is exchanged for a single alcoholic beverage.
"Event Authorities" of a student organization-sponsored activity, include but are not limited to university officials (for example, GWPD officers, or other university employees), representatives of a D.C.-certified security agency (or similar agency in another local jurisdiction), and individuals employed by a Third-Party Vendor or a University-Approved Vendor, who will provide alcohol management services (for example, age verification) at such activities.
"Legal age" means 21 years of age or older.
An "open bar" system is defined as an alcoholic beverage distribution system in which consumption is not limited and distribution of alcoholic beverages is provided at no cost to individuals.
The "Primary Contact" is sober and responsible for the student organization’s overall adherence to university policy and the law at the sponsored activity.
The "Secondary Contact" is sober and will assist the "Primary Contact" in complying with university policy and the law at the sponsored activity.
A "Sober monitor" is a member of the student organization that is sponsoring the activity. They are required to refrain from consuming alcohol the day of and for the duration of the sponsored activity.
"Sponsor" means the student organization(s) or student(s) on behalf of a student organization initiating, conducting, directing, or supervising the student organization sponsored-activity.
A "Staff Advisor" is the university employee assigned as the Staff Advisor to the student organization. Advisor assignments are made by the Division for Student Affairs. Student Organizations that do not have an assigned Staff Advisor must utilize Org Help (orghelpgwu [dot] edu).
"Student" means any currently enrolled person, full-time or part-time, or on continuous enrollment, pursuing undergraduate, graduate, or professional studies, whether or not in pursuit of a degree or any form of certificate of completion. An individual new to the university is a student for purposes of this Handbook on the first day of classes or when participating in any official university activity, whichever occurs first. “Official university activity” can include residence in university residential facilities.
"Student group" means students who are associated with each other, but who have not complied with formal university requirements for registration as a student organization.
"Student organization" means any number of students who have complied with university requirements for registration with the Division for Student Affairs as a student organization.
"Third-Party Vendors" means business establishments maintaining a current license or certification associated with the lawful procurement, sale, and/or distribution of alcoholic beverages in their respective jurisdictions.
"University" means the George Washington University and all of its undergraduate, graduate, and professional schools, divisions, and programs.
"University-Approved Vendors" means Third-Party Vendors that have been approved by the university for work at university-sponsored activities.
"University premises" means buildings or grounds owned or leased by the university, or in which the university has an ownership interest, including, but not limited to, buildings or grounds in which students reside and university food service facilities are located; University Student Center facilities; Columbia Plaza; and facilities operated in the name of any officially registered student organization. This definition is not limited to buildings or grounds owned or leased by the university at the Foggy Bottom campus.
"University-sponsored activities" means events and activities initiated by a student, student organization, or university department, faculty member, or employee that: Are expressly authorized, aided, conducted, or supervised by the university; or Are funded in whole or in part by the university; or Are initiated and conducted or promoted by an officially-registered student organization, university department, faculty member or employee.

Where not defined above, other terms in this policy use the definitions in the Code of Student Conduct.