APS 13.9 – Serving and Sale of Alcoholic Beverages at University Facilities

(Approved by the chairs of the Use of University Facilities Committees by authority of Executive Order No. 1 and Chapter 478-136 WAC) 

1.  Policy

A state of Washington permit or license is required if alcoholic beverages are served at University facilities (see WAC 478-136-041, Alcoholic Beverage Policy).

Alcoholic beverages may be possessed, served, sold, or consumed only as a complement to a planned program in the specific room, hall, or area identified on the permit or license. A banquet permit (per RCW 66.24.481) authorizes the service and consumption of alcohol at a banquet or organized gathering for members of the host organization and specifically invited guests, in a previously specified location and on a specific date and time. A special occasion license (per RCW 66.24.380) authorizes the sale of alcoholic beverages as well as the use of donated or specially discounted alcohol at a special occasion in a previously specified location and on a specific date and time.

The applicant or host organization must purchase, provide, serve, and/or sell the alcohol. University policy precludes program participants from providing their own alcoholic beverages.

University meetings or other functions may include alcoholic beverages in any room, hall, or area of the University with approval of the appropriate facility scheduler or building manager, the appropriate license or permit from the Washington State Liquor and Cannabis Board, or through a caterer with a Caterers Business License with Liquor Endorsement. Persons under 21 years of age may attend the function if there are effective safeguards to prevent the consumption of alcoholic beverages by minors. Safeguards can include entry control to admit only invited members and guests, parental control, identification of minors by the applicant or host organization, and/or supervision at the service or sales bar by the applicant or host organization.

2.  Who is Authorized to Serve or Sell Alcoholic Beverages

All applicants must be at least 21 years of age and be associated with the University in one of the following ways:

• As a duly elected officer of the Associated Students of the University of Washington (ASUW) or Graduate and Professional Student Senate (GPSS); or
  
• As an officer or authorized representative of a registered student organization (on file with the Student Activities Office); or
  
• As a faculty or staff member representing an organization; or
  
• As a participant in University sponsored campus events (e.g., conferences, seminars) if representing such events; or
  
• As an individual authorized to use University facilities.

In addition, the applicant for a special occasion license must be a nonprofit society or organization. The University and its component units are considered nonprofit.

3.  Banquet Permit

The banquet permit, issued by the Washington State Liquor and Cannabis Board is subject to the provisions and conditions outlined on the permit and may be revoked if the provisions and conditions are not met. Failure to comply with the provisions and conditions could subject the applicant to fines and prosecution. The licensee is responsible for obtaining current banquet permit requirements from the Washington State Liquor and Cannabis Board. Banquet permit requirements at the time of publication include the following:

• A University Alcohol Service Request must be submitted as provided in Section 6.
  
• Alcohol may not be sold by the individual drink for cash, scrip, tickets, at auction or any other means. “Event deals” are allowed that include the cost of admission charge and alcohol. Tickets exchangeable for drinks may be issued as part of the package price (see Section 4, if alcohol sales are planned).
  
• The banquet permit must be posted in a conspicuous place on the premises for the duration of the event.
  
• Attendance must be limited to members of the host organization or specifically invited guests. No admission may be granted to the general public. Ticket sales, advertising, or notices directed to the general public are prohibited. If the event is opened to the public, the banquet permit will be rescinded.
  
• The service and consumption of alcoholic beverages will be confined to the specific room, area, and times identified on the banquet permit.
  
• Alcohol may not be served to or possessed or consumed by anyone who appears intoxicated or who is under 21 years of age.
  
• Alcohol must be purchased by the host organization.

4.  Special Occasion License

The special occasion license, issued by the Washington State Liquor and Cannabis Board is subject to the provisions and conditions outlined on the license and may be revoked if the provisions and conditions are not met. Failure to comply with the provisions and conditions could subject the applicant to fines and prosecution. The licensee is responsible for obtaining current special occasion license requirements from the Washington State Liquor and Cannabis Board. Special occasion license requirements at the time of publication include the following:

• A University Alcohol Service Request must be submitted as provided in Section 6.
  
• The special occasion license must be in the hands of the applicant before alcohol can be purchased for resale or sold.
  
• Alcohol may be sold by the individual drink for cash, scrip, tickets, or any other means.
  
• Donations of alcohol and/or the sale of alcohol at a special discount price to the host organization are acceptable.
  
• All alcohol, including donated or specifically discounted alcohol, must be sold at cost.
  
• All proceeds from the sale of alcohol must go directly back into the nonprofit organization.
  
• Advertisement or sale of alcoholic beverages below cost is prohibited. Awards or gifts of alcohol are prohibited at the event.
  
• Alcohol must be consumed between the hours of 6:00 A.M. and 2:00 A.M.
  
• The special occasion license must be posted in a conspicuous place on the premises for the duration of the event
  
• Sale, service, and consumption of spirits, beer, and wine are to be confined to the specific room, area, and times identified on the special occasion license.
  
• Alcohol may not be served to or possessed or consumed by anyone who appears intoxicated or who is under 21 years of age.

5.  Caterer Alcohol Service

If alcohol is provided and served or sold by a licensed caterer, a Washington State issued banquet permit or special occasion license is not required. Requirements to serve or sell alcohol from a licensed caterer include the following:

• A University Alcohol Service Request must be submitted as provided in Section 6.
  
• The caterer must possess a current Washington State liquor license with proper endorsement to serve off-site. A copy of this license must be provided to the Office of Special Programs as noted in Section 6.
  
• The caterer is responsible for compliance with state law, Washington State Liquor and Cannabis Board regulations, and University policies and procedures.
  
• The caterer hired is responsible for ensuring that alcohol is not sold or served to persons who are under 21 years of age or who appear intoxicated.
  
• The serving of alcoholic beverages must be complementary to and part of the planned program.
  
• The location where the caterer will serve or sell alcohol must be reserved in advance through the appropriate venue operator.
  
• Sale, service, and consumption of spirits, beer, and wine are to be confined to the specific room, area, and times identified on the Alcohol Service Request.

6.  Procedures for Obtaining the Banquet Permit, Special Occasion License, or Using a Licensed Caterer to Provide Alcohol

Before applying for a banquet permit, a special occasion license, or obtaining approval to have a licensed caterer provide alcohol, an Alcohol Service Request must be completed by the applicant and approved by the appropriate campus Use of University Facilities Committee.

A.  The Alcohol Service Request

An Alcohol Service Request must be completed approximately 14 days before the event to allow sufficient time to obtain the appropriate approval signatures.  An approved Alcohol Service Request is required to obtain a banquet permit, special occasion license, or permission for a licensed caterer to provide alcohol.

In accordance with current practice, any student or registered student organization submitting an Alcohol Services Request must obtain an additional approval signature from the dean, director, or chair of an administrative or academic unit.

B.  The Application to Apply for a Special Occasion License for a Nonprofit Society or Organization

Complete the Washington State Liquor and Cannabis Board’s Application for a Special Occasion License for a Nonprofit Society or Organization.  This form must be submitted to the Office of Special Programs at least 52 days before the event to allow sufficient time to obtain the approval signature from the appropriate chair of the Use of University Facilities Committee (or his or her designee).

The applicant must then submit the approved Application for a Special Occasion License for a Nonprofit Society or Organization to the Washington State Liquor and Cannabis Board at least 45 days before the event. The Board will send a notice of the application to the city or county authority where the event will be held. The city or county authority has 20 days to respond with an approval or objection to the application.

For detailed information, contact one of the following offices:

• UW Seattle campus, the Office of Special Programs.

• UW Bothell campus, the Office of Administration, Planning, and Finance.

• UW Tacoma campus, the Office of Finance and Administration.

7.  Sponsorship by Representatives of the Alcoholic Beverage Industry

If the event is to be sponsored by, or financial or other assistance provided by, representatives of the alcoholic beverage industry (marketers, distributors, or producers of alcoholic beverages), the event must first be reviewed by the Office of Special Programs for compliance with the University of Washington Policy on Acceptance of Gifts or Contributions from Representatives of the Alcoholic Beverage Industry (See APS 47.5).

May 2002; August 18, 2003; November 2, 2006: February 19, 2014; April 13, 2015; RC, December 1, 2015.