Authority: Issued by the Vice Chancellor and Dean for Academic and Student Affairs (DASA). Changes or exceptions to administrative regulations issued by the Vice Chancellor and Dean for Academic and Student Affairs (DASA) may only be made the Vice Chancellor and Dean for Academic and Student Affairs (DASA)
History: First Issued: August 2004. Last Revised: October 13, 2015.
Social Event Notification Form
Contact Info: Department of Fraternity and Sorority Life (919-513-2910)
This rule establishes requirements for Fraternities and Sororities (“Chapters”) that are recognized by the Department of Fraternity and Sorority Life when hosting social events. The rule is designed to foster a safe environment for these Chapters and their guests. The rule is also designed to complement inter/national organization risk management programs. The Department of Fraternity and Sorority Life recognizes that Chapters provide a social environment that is an important complement to the rigors of the classroom schedule and that these social events can provide students with a well-balanced college experience.
- Permitted Social Events
2.1 Social Events
Social events hosted by Chapters are limited to the following types of events:
2.1.1. Date Function: a social event with a guest list that includes only members of the host Chapter and one guest per member. (Guest list = 2 x roster maximum, 25 minimum)
2.1.2. Mixer: a social event with a guest list of members from two host Chapters; closed to guests not on the host Chapters’ roster. (Guest list = combined rosters maximum, 25 minimum)
2.1.3. Party: a social event (i.e., band party) with a guest list of two (2) guests per member or 300, whichever is smaller. (Guest list = 3 x roster if <300 maximum, 25 minimum)
2.1.4. Special Event: a social event with Alumni, Parents, or for a special circumstance. Special Events are subject to this rule unless exceptions are made in writing by the Director of Fraternity and Sorority Life. To obtain an exception, Chapters must notify the Director of Fraternity and Sorority Life who will determine which requirements of the Rule will apply to the event.
2.1.5. Special Tailgate: A social event that occurs on a NC State Home Football Game date with an event location that is outside of the Fraternity and Sorority tailgating area.
2.2. Informal Gatherings
Informal gatherings (a group less than 25 people) at a Chapter house are permitted but are not considered a social event subject to this rule.
- Duration of Social Events
3.1. All social events held during the daytime must end by 9:00 PM of the same day.
3.2. Late night events, or those beginning after 9:00 PM, must end by 2:00 AM of the following morning.
3.3. A social event may last no more than 4 hours.
- Notification and Security Requirements
4.1. Chapters who intend to host a social event must complete and submit a Social Notification Form to the Department of Fraternity and Sorority Life no later than six (6) business days before scheduled Date Functions, Mixers, Special Events, and Special Tailgate, and no later than three (3) weeks before Parties.
4.2. Once the social event is registered, the Chapter must set up a meeting with Fraternity and Sorority Life staff to review expectations and be issued wristbands and punch cards specific to the event. Special Events may require consultation with the Fire Marshall.
4.3.1. Parties in Greek Village require at least two University Police officers present for the length of the event (officers staffed at a 1/125 ratio).
4.3.2. University Police require a minimum of three (3) weeks to recruit staff to work events.
4.3.3. Chapters must pay for officer services rendered.
4.3.4. Social events requiring University Police must be considered tentative until University Police assigns staff to work the event. Chapters should take caution when making expenditures for a Party before securing University Police to staff the event.
4.3.5. University Police may not be able to staff events if held during significant university events (i.e., home football games).
4.3.6. University Police will provide the following services:
(a) Inspect for fire-safety issues
(b) Review monitor schedule
(c) Verify presence of guest list
18.104.22.168. During the Party
(a) Assist with crowd control
(b) Assess need for medical attention
(c) Handle obvious violations of the law
22.214.171.124 University Police are not responsible for checking IDs at the party
- Specific Rules for Social Events in Chapter Houses
5.1. Smoke machines may not be used inside Greek Village facilities.
5.2. Decorations may not block exits or smoke detectors, or create obvious hazards for members or guests.
5.3. Fencing is required to enclose all outdoor social function activities. Chapter guests are not allowed in unfenced areas.
5.4. At the conclusion of a late night event, those who remain in the residence must retreat to private areas (i.e., personal rooms inside the house). Guests are not permitted to remain in the common areas.
5.5. Smoking is not permitted inside any Greek Village house.
5.6. The Chapter is responsible for cleanup of the public areas (lawn, decks, and common rooms) before noon of the day after the event started.
5.7. Hired entertainment for social events shall not include exotic dancers, strippers or like entertainment.
- Prohibitions Involving Alcohol and Illegal Drugs
6.1. Chapters are prohibited from using Chapter funds to purchase alcoholic beverages.
6.2. Use of slush funds (passing the hat, money pools, one person buying alcohol for others) to purchase alcohol is prohibited.
6.3. All drinking games are prohibited.
6.4. Community alcohol (kegs, party balls, jungle juice, party juice, etc.) is prohibited.
6.5. Illegal drugs and/or substances are prohibited.
6.6. Presenting fake identification or impersonating another individual is prohibited.
6.7. The University Polices on Alcohol, Illegal Drugs, and the Code of Student Conduct apply to all social events, and are not superseded by this Rule.
- Rules on the Service of Alcohol
7.1. Chapter social events must abide by all local, state, and federal laws and all inter/national risk management policies.
7.2. Food and non-alcoholic beverages must be provided by host Chapter(s).
7.3. Persons who are of age (21) may bring no more than six (6) beers into the party limited to 12 oz. or less. Of age persons may bring no more than four (4) individual servings of wine or liquor to the social event. Individual servings are 4 oz. for wine and 1.2 oz. for liquor. Glass bottles are not allowed. All alcohol brought by the attendees into a Chapter social event must be turned over to a designated member who has received Event Monitoring Training under section 9 (the “BYOB Manager”).
7.4. The BYOB Manager is responsible for alcohol redistribution at the designated central bar area in the event.
7.5. Punch Card System.
7.5.1. All alcohol brought to the event must be delivered to the central bar area by an Event Monitor, as defined in Section 9, who is working the social event.
7.5.2. A punch card with the name of guest, type/brand of alcohol and quantity of alcohol will be provided to the guest.
7.5.3. The guest must present the card to the BYOB Manager to receive back one serving at a time.
7.5.4. If at any time the Chapter believes the guest has had enough, the Chapter should collect the card from the guest and not distribute the remainder.
- Guest List Event Admittance and IDs
8.1. Point of entry and Admittance is limited to one designated area on the Chapter premises. Admission of Chapter guests outside the Point of Entry and Admittance is prohibited.
8.2. Guest lists must be presented in typed form before the party begins to the University Police officer hired to staff the party.
8.3. No names may be added to the guest list once the list has been verified by the University Police officer unless numbered tickets were issued by members to invited guests. Those guests with tickets must present the ticket and be added before entering.
8.4. Only people on the guest list and those who present a valid invitation to the party will be allowed to enter.
8.5. All people who enter must show a valid ID with proof of age.
8.5.1. Underage persons (under 21) are not allowed to enter with, or consume alcohol during the event. Each guest and member under 21 must be clearly identifiable by having an “X” on their right hand.
8.5.2. Overage persons (over 21) must:
126.96.36.199.Be clearly identifiable by wearing wristband on his or her right wrist. Fraternity and Sorority Life provides a specific type and number of bands to the Chapter unique to that social event.
188.8.131.52.Turn over all alcohol brought to the event (in compliance with section 6) to the BYOB Manager in exchange for a punch card.
8.5.3. Guests under 18 are not allowed unless they are NC State students.
8.6. Guests and members are required to wear wristbands for the duration of the event. Members of the Chapter are responsible for escorting guests out of the event if found without wristbands.
8.7. Chapters may only issue the number of wristbands equal to the corresponding social event ratio as defined in Section 2 of this Rule (i.e., 300 wrist bracelets for guest list events).
- Event Monitoring
9.1. Chapter members must have completed Event Monitor Training before they are eligible to be listed as an Event Monitor.
9.2. Chapters must provide a minimum of one Event Monitor per 25 attendees (members and guests) at a social event.
9.3. Each Event Monitor must perform Chapter-designated duties, including, but not limited to working the door, checking IDs, collecting alcohol and serving as the BYOB Manager, for a period of time to be predetermined by the Chapter. No more than two shifts will be allowed over the 4-hour event.
9.4. There must be at least two Event Monitors at the door checking identification for the duration of the event. These members must not be intoxicated or drinking alcoholic beverages when checking identification. They are responsible for ensuring that guests do not bring open containers of alcoholic beverages into the event.
9.5. Each Event Monitor must not be intoxicated at the time they assume their designated shift and must refrain from drinking alcoholic beverages for the duration of the shift.
9.6. Event Monitors must prevent open containers of alcoholic beverages from leaving the event.
9.7. Documentation of the names and schedule of Event Monitors must be provided to the University Police officer at the beginning of the social event at Parties hosted in Greek Village.
10.1. Chapters are responsible for the conduct of their members and guests for the duration of the event.
10.2. Violations of this Rule will be determined by the Department of Fraternity and Sorority Life and may be referred to the Office of Student Conduct.
10.3. Officers present at guest list events may issue campus appearance tickets or citations for violations of the State law and/or University Policy or Regulations.
10.4. Sanctions for violations may be educational or punitive depending upon the severity of the violation and the host Chapter social event history. Sanctions may include but are not limited to, restitution for damage to property, loss of social privileges for a designated period of time, restrictions on the presence of alcohol at social events of the chapter, requirements for educational speakers, additional trainings, or loss of University recognition.