Social Affairs Regulations and Event Approval

The first step in the event planning process is to meet with a member of SAIL or the Director for Campus Life Initiatives and Social Houses to discuss the necessary steps. Some events are quite simple and can be accomplished in a short time period. Others might require more advanced planning with a considerable amount of coordination and outside resources. The discussion may include:

• Setting a date and time
• Working with collaborating programming bodies and offices
• Meeting with the Special Events and Calendar Office
• Identifying funding sources and College reimbursement policies
• Discussing approved vendors
• Assessing safety and risk reduction
• Reviewing the event registration process

The College uses an online reservation system to keep track of all meetings, events, workshops, etc. All use of campus space must go through the online reservation system at: https://bantamlink.trincoll.edu, but only certain events require the completion of a Social Event Registration Form. The events that require registration meet one or more of the following criteria:

• open to attendees outside the membership of the organization (even when taking place in a proprietary space),
• more than 50 people are present,
• will serve alcohol,
• will charge admission,
• are advertised to off-campus participants, or
• take place outdoors.

In many cases these events may be registered with SAIL or the Director for Campus Life two-weeks prior to the event. However, for large scale campus events, a minimum of four-weeks will be required in order to procure facilities and security personnel.

After an online reservation has been submitted, SAIL, the Director for Campus Life Initiatives and Social Houses and/or the Special Events and Calendar Office will review the request. If the event overlaps with other events, conflicts with campus holidays, or cannot be feasibly managed on the date requested, alternate dates or times will be suggested. Upon review of the Social Event Registration Form, SAIL and/or the Director for Campus Life Initiatives and Social Houses may approve or deny the registration. Should an event be denied, the student or organization planning the event will be provided written reasons for the denial and options to revise the event for approval.

Trinity College expects that all social events will be conducted with respect for the rights of students, guests, surrounding neighbors, and property. The College expects hosting students and/or organizations to take special care to provide an environment where fellow undergraduates can undertake their studies and other academic obligations free from excessive disturbance and harmful conduct.

The College has established the following general regulations with regard to parties, dances, concerts, and other student social events on College property, at Greek organization houses, or other approved venues. Successful social events are the responsibility of the officers of the sponsoring organization or individual host. Events may not be scheduled during orientation, reading days, exam periods, college breaks or holidays without written approval from an appropriate administrator or faculty member.

• Any form of off-campus advertising is prohibited except with the express written permission of SAIL or the Director for Campus Life Initiatives and Social Houses. This includes posting off-campus, Facebook invitations to non-Trinity lists, radio advertising, fliers, etc.
• Advertising must be free of any unapproved reference to alcohol.

Admission fees must be approved in advance by SAIL or the Director for Campus Life Initiatives and Social Houses, who will consult any groups that have provided advance funding. If an admission fee is approved, a cash box must be used and given to the supervising administrator on site at the conclusion of the event. All funds will be deposited into the organizations College account.

• Social events may not be held on class days before 4:00 p.m.
• Any outdoor events must end, with music off and lights on, by 1:00 a.m. and are subject to Hartford Municipal Code—Chapter 23 at all times.
• To comply with 24-hour Quiet Hours, no student social events may take place after sundown the last day of classes each semester. The only exceptions are student performances and approved events during Senior Week.

• Each Trinity student may not bring more than two guests to an event.
• Trinity students are expected to provide their student ID upon entrance to events. As guests arrive, they must show a valid college or government issued ID and check in. Their student host must do the same and remain present at the event for as long as guests remain.
• Non-Trinity students who are not guests of Trinity students may not attend undergraduate-sponsored social events. Family oriented events and those open to the community may provide some exceptions to this guest policy at the discretion of the sponsoring department or administrative office.
• Individual students and/or sponsoring organizations will be held responsible for the behavior of their guests.

• Events will be monitored by Campus Safety, contracted security, and/or College administrators as needed. Hosts and guests must comply with all direction given by these professionals acting on behalf of the College.
• The host(s) of the event must be on site at all times and must make themselves known to guests, Campus Safety officers, contracted security, and/or College administrators at the start of the event.
• At the conclusion of the event, and by no later than 8:00 a.m. the next day, sponsor(s) must ensure that the facility and adjacent areas used are clean and undamaged to the satisfaction of the administrator(s) on site. The Facilities Department will assess fees for cleaning or damage
• Security needs for each event will be determined by Campus Safety in cooperation with SAIL or the Director for Campus Life Initiatives and Social Houses.
• If deemed necessary for health or safety reasons, Hartford Police, Campus Safety, contracted security, College administrators, or event sponsors may end the event early. Students who are behaving inappropriately may also be removed from the event at the discretion of these staff members.

The following Organizations permitted to host social events with alcohol under these policies are:

• St. Anthony Hall (340 Summit St)
• Alpha Delta Phi (122 Vernon St)
• Pi Kappa Alpha (98 Vernon St)
• Psi Upsilon (81 Vernon St)
• Kappa Sigma (144 Allen Pl)
• IVY Society (162 Allen Pl)
• The Mill (79 Vernon St)
• Alpha Epsilon Pi (67 Brownell)
• Alpha Chi Rho (79 Allen Pl)
• Cleo Society of AX (94 Vernon St)

Refer to the Policy on Alcohol Use, as well as the Social Affairs Regulations, for specific guidelines.

1. The chapter/organization, members and guests must comply with all federal, state, provincial and local laws. No person under the legal drinking age may possess, consume, provide or be provided alcoholic beverages.
2. The chapter/organization, members and guests must follow the federal law regarding illegal drugs and controlled substances. No person may possess, use, provide, distribute, sell, and/or manufacture illegal drugs or other controlled substances while on chapter/organizational premises or at any activity or event sponsored or endorsed by the chapter/organization.
3. Alcoholic beverages must either be:
   1. Provided and sold on a per-drink basis by a licensed and insured third-party vendor (e.g., restaurant, bar, caterer, etc.); or
   2. Brought by individual members and guests through a bring your own beverage (“BYOB”) system.
4. The presence of alcohol products above 15% alcohol by volume (“ABV”) is prohibited on any chapter/organization premises or at any event, except when served by a licensed and insured third party vendor.
5. Common sources of alcohol, including bulk quantities, which are not being served by a licensed and insured third party vendor, are prohibited (i.e., amounts of alcohol greater than what a reasonable person should consume over the duration of an event).
6. Alcoholic beverages must not be purchased with chapter/organizational funds or funds pooled by members or guests (e.g., admission fees, cover fees, collecting funds through digital apps, etc.).
7. Alcohol not provided by a third-party vendor will be tallied and tagged at the beginning of the event. Any additional alcohol found at the event, that was not part of the original reckoning, will subject the host(s) and sponsoring organization to disciplinary action (including confiscation of the alcohol) and immediate closure of the event.
8. Social events with alcohol shall only occur on Fridays and Saturday. Friday events may not be held before 4:00 p.m., and all events must end by 2:00 a.m. In one calendar day, an organization may only host a maximum of 5 hours of an SEA.
9. Events with alcohol may not be scheduled during orientation, reading days, exam periods, college breaks, or holidays. Any unregistered events found to occur during such time periods will result in disciplinary action to the organization and/or students involved.
10. To comply with 24-hour Quiet Hours, no social events with alcohol may take place after sundown the last day of classes each semester.
11. Any outdoor events must end, with music off and lights on, by 1:00 a.m. and are subject to Hartford Municipal Code—Chapter 23 at all times.
12. Wristbands are given when checking IDs to students over the age of 21. Please see door monitor policies for further policies regarding the checking of IDs/issuing wristbands.
13. Only TIPS trained hosts may serve as bartenders and must be fully sober/not under any influence during the event. At no point should the approved alcohol be left unmonitored or as a grab-and-go option. If the event is BYOB, the alcohol should be collected at the bar area and only given to students with wristbands.
14. Whenever alcohol is served, an adequate supply of food and non-alcoholic beverages will be required and readily available to event guests.
15. All hosts should be aware that they are responsible for the actions of their guests and must have in place a process for identifying persons who attend their events (i.e., bracelets). Hosts must be sober for the duration of the event. Hosts must be present for the entire event.
    1. There should be one sober monitor per 50 guests. During the event registration process, all sober monitors should be registered with cell phone numbers.
16. . College funds may not be used to pay for alcohol for the event unless it is purchased and served by an approved third-party vendor (if on-campus, the vendor MUST be Trinity College Dining Services) with a valid liquor license for the location.
17. The sale of alcohol, including charging admission (before or during the event) is prohibited unless a temporary liquor permit has been obtained and alcohol is provided through an approved third-party vendor.
18. When a host/organization chooses to use the services of a third-party vendor (other than Trinity College Dining Services) for procuring and dispensing alcohol, other conditions will apply.
19. The sponsoring organization must obtain a copy of the vendor’s insurance certificate that names Trinity College and its agents as additionally insured. The sponsoring organization or third-party vendor must provide a liquor license appropriate to the event being planned at least one week prior to the event.

Failure to comply with the aforementioned policies will result in the event being shut down immediately for the safety of all guests. In addition, organizations will be subjected to further sanctioning through the Office of Campus Life Initiatives and Social Houses and Office of Student and Community Life.

Occasionally, college recognizes organizations sponsor events which take place in off campus facilities. For the safety and well-being of students the college requires the following information:

1. Alcohol service is dependent on the individual facility’s policies. The sponsoring organization must obtain a copy of the vendor’s insurance certificate that names Trinity College and its agents as additionally insured. The sponsoring organization or third-party vendor must provide a liquor license appropriate to the event being planned at least one week prior to the event.
2. No drink tickets or vouchers will be provided by the College.
3. Transportation to and from the event be provided by a third-party transportation company.
4. The event must be registered with the Director for Campus Life Initiatives and Social Houses 72 hours prior to the event with the following information: Venue location, transportation information, date/time of the event, attendees/guests.

Please note, chapters/organizations must not co-host or co-sponsor, or in any way participate in, an activity or event with another group or entity that purchases or provides alcohol. A chapter/organization must not co-host or co-sponsor an event with a bar, event promoter, or alcohol distributor; however, a chapter/organization may rent a bar,
restaurant, or other licensed and insured third-party vendor to host a chapter/organization event.

• Must be present for the entire event by standing at the entrance to the party.
• Proper verification of age is required at private, social, and catered events. Acceptable identification for age verification of Trinity students is a valid state or government ID or a Trinity College ID. Failure to produce such ID must result in the denial of alcohol service.
  • Note: Vertical Trinity IDs mean the student is under 21. Horizontal Trinity IDs mean they’re 21 and over.
  • Guests who are not Trinity students must be with a Trinity student (who produces a valid ID), and can produce a government or state ID.
• Wristbands are then issued to those students who are only 21 and older, to reduce liability of the bartender and chapter. Wristbands must be put on the wrists of the
  students – not handed to them.
• If the event is BYOB, only a student over the age of 21+ is permitted to bring approved alcohol to the event. Anyone under aged should not be allowed to bring alcohol inside.
• If someone comes to the door visibility intoxicated and concerns arise about their condition/behaviors/safety, ask CSC or Campus Safety for help. Do not simply pass them through into the party.
• Allow CSC staff to walk through the events at any time.

1. Posting on campus is restricted to members of the College community. Non-Trinity persons/organizations must obtain sponsorship from a member of the College community or student organization in order to post flyers or banners. Otherwise, they may obtain permission from the Office of Student Activities, Involvement and Leadership (SAIL). All recognized student organizations must submit posters, banners and all other marketing materials (including apparel designs see the Apparel Guidelines on the SAIL web- site) to the SAIL office for approval prior to posting/ordering. Without the approval of the SAIL office, posters may be removed immediately.
2. All publicly posted materials must include reliable contact information of the person or organization responsible for the poster or banner and the date when the poster may be removed. It is expected that the sponsoring individual or organization will remove posters or banners promptly when they cease to be active. In cases where a non-Trinity entity obtains sponsorship from a member of the campus community, the contact information of the sponsor must be included on the poster.
3. Persons and organizations may post information on campus except in the following places: glass surfaces, trees, ceilings, road signs, paved surfaces, and the Chapel. People may not post materials on inside walls that might be damaged through posting. Persons may post materials on the doors of their private offices and private residential spaces as well as on other non-restricted doors and bulletin boards. An individual may post material anywhere in his/her private office or residential space in a manner that prevents damage to surfaces.
4. Posting inside or outside administrative offices is restricted to those areas designated for campus community posting. Permission should be obtained from the director or chair of the appropriate office.
5. All persons and organizations must use appropriate materials (tape, pushpins, or string, depending on where the poster or banner is being placed) for posting. Pushpins may be used only on bulletin boards. Staples and nails may not be used for posting.
6. Posters and banners may be constructed of paper, cardboard, or cloth. For the purposes of these regulations, posters larger than 3 ft. x 3 ft. are considered to be oversized posters.
7. All posters and banners shall be free of any reference to the availability of alcohol.

Members of the College community have the opportunity to hang large posters and banners in the following locations:

The procedures for posting banners are as follows:

1. Submit your banner to the Office of Student Activities, Involvement and Leadership (SAIL) at Mather Hall Welcome Desk at least 48 hours before the day you wish the banner to be hung.
2. Banners and hanging posters may be hung for a maximum of one week. People or organizations may request extensions through SAIL.
3. Upon approval of the banner or poster, it is the responsibility of the sponsor to hang the banner and to remove it.
4. All banners or posters hung without the approval of SAIL will be removed and discarded.

1. Chalking is restricted to outdoor paved horizontal surfaces.
2. The person or organization is responsible for the chalking must ensure that the surface is appropriately clean within a reasonable time (approximately one week).
3. Chalking is not permitted under archways or places where rain cannot reach, on the pink stone around the Raether Library and Information Technology Center, and within five feet of any building entrance.

Due to fire codes, there are limited spaces available for posting in the residential communities. Resident Advisors are responsible for bulletin boards on their floors and in the lobbies of their respective halls. Individuals or organizations wishing to have poster or flyers on these boards should bring 100 8.5 in. x 11 in. posters to The Bantam Network Residential Learning Community at least one week prior to any dated material. The posters will then be distributed to the Resident Advisors for posting within the residential communities.