We hope the following information is helpful to you as you plan your club event. It is important that you adhere to these policies and rules as failure to do so will result in the immediate cancelation of the event.
Students who are organizing and participating in club sponsored events, on campus or off, are expected to maintain a professional level of conduct reflective of standards set forth by the Student Code of Conduct outlined in the Policy & Standards Manual.
Infractions against the policies put in place by the Office of Student Services regarding student club events may result in further disciplinary action, including but not limited to the revocation of event privileges, and the dissolution of the club.
Requests for Campus Services support need to be made in addition to the Event Request Form. Please fill out the online Event Logistics Request Form to request support from Campus Services, Media Services, Information Technology and Campus Security.
Individual students may not sponsor an event and should consider the following options:
Student Club's must submit the Room Request Form. All aspects of the event must be approved by the Director of Student Life prior to planning the event.
Alcohol Service at the Middlebury Institute of International Studies (MIIS)
This policy affords recognized student groups, faculty, and staff the privilege of serving alcohol at certain events. As adults, members of the MIIS community are expected to know and abide by all applicable state and federal laws and MIIS policies and procedures. Hosting a MIIS-sanctioned event is a privilege, not a right. Ensuring the safety of all participants is central to this policy.
This policy applies to all MIIS-sanctioned events both on and off-campus. A “sanctioned” event is one that is officially approved and registered under the auspices of a student club, student council or Institute department and one where student club, student council, Department or Institutional funding is used.
At least one person from the sponsoring group must be designated as the Responsible Contact for an event. Responsible Contacts will be sober and not consume alcohol immediately prior to or during the event.
Regardless of the size of the event, students and any other attendees who appear to be below the age of thirty must be required to show a legal proof of age (a valid driver's license, state issued liquor identification card, or a passport) plus a MIIS ID if applicable.
Alcohol may not be served to individuals who appear to be intoxicated. In addition, prudence dictates limiting the number of servings of alcohol per person. The consumption of more than one serving of alcohol during the course of one hour may lead to a blood alcohol concentration greater than the legal limit for driving in California. Note: Because many of the Institute’s events take place in the hour before the end of the work day, we need to be especially conscious of this issue.
Alcohol is prohibited in classrooms, as part of scheduled classes and workshops. This includes semester-end parties, etc.
Alcohol is approved for serving at the following events without the need for a licensed bartender.
All other receptions/events will be approved for non-alcoholic beverages only or on a case-by-case basis with the requirement that a licensed bartender manage the bar.
The quantity of alcohol purchased for events will align with guidelines below. More detailed information can be found in Appendix 1.
Additional Policy Specific to Student Council & Student Club Events
Permission to serve alcohol at a club event is a privilege, not a right. The following rules must be observed when hosting an event that may serve alcohol to club members.
There are 25.4 ounces in a standard 750-ml bottle of wine so you can typically get 4-5 glasses of wine per bottle depending upon how large of a pour per glass you are doing. A standard pour at a restaurant is just about 6 oz. In order to make your wine go further, you can pour smaller 4 oz. servings and get 6 servings per bottle. A bottle of champagne will serve 5 glasses per bottle if you have a typical 4 oz. pour.
There are 15.5 gallons (1984 ounces) in a U.S. keg of beer also known as a half-barrel. A typical serving of beer is 12 oz. so you would be able to get 165 servings from a keg. If you want to serve larger 16-ounce pints, you would only get 124 servings. There are 7.75 gallons (992 ounces) in a U.S. pony keg also known as a quarter keg. You would be able to get 82.5 servings of beer if each serving is 12 ounces. Keep in mind standards for European kegs are different from U.S. kegs.
One liter of water will serve 4 guests. A 12 oz. can of soda serves 1.5 glasses based on an 8 oz. serving.
As a general guideline, guests will consume 1.5 glasses of beverages during the first hour of an event and one drink during subsequent hours. If you are having a reception lasting 2 hours, estimating 2-3 beverages per person will be sufficient and ensure you will not run out. If you are having a reception followed by a dinner, you can estimate one drink during the reception and two glasses during the dinner. It can be difficult to determine the amounts of each type of beverage as each group and each event is different. The more choices you provide, the more complicated estimating becomes. Generally, 80% of guests will drink alcohol and 20% will select a non-alcoholic beverage i.e., soda, juice, still or sparkling water. For those partaking in an alcoholic beverage, generally 80% will select wine and 20% beer. Example, if you planning a 2 hour reception for 100 guests, you can estimate that 80 guests will select an alcoholic beverage and 20 guests will select a non-alcoholic beverage. Assume 60 guests will drink wine, 20 will drink beer, and 20 will have water/soda. It would be wise to purchase 1.5 cases of red wine (72 glasses of red) and 1.5 cases of white wine (72 glasses of white) which will give you 36 bottles equivalent to 144 glasses allowing each of the 60 guests to have 2-3 glasses of wine during the event. Two cases of beer (equivalent to 48 bottles) are sufficient to serve the 20 guests. Eight bottles of sparkling water is recommended (32 servings) along with two 12 packs of soda (one diet 18 servings and one regular 18 servings). The above example gives you a total of 260 servings (68 non-alcoholic and 192 alcoholic servings).
It is ideal if you can assess the overall demographics of the attendees in order to estimate the amounts of beverages that will be consumed i.e., younger group of men may consume a higher quantity of beer than an older group of women. However, never plan to over-serve any guest alcohol. As noted in the above guidelines, you cannot serve guests who appear to be intoxicated. The nature of the event should also be considered (is it happy hour or dinner) and time of year (more red wine is consumed in the winter). If history of the group is available, that will be ideal when estimating amounts of beverages. Generally speaking white wine tends to be more popular than red wine; however, again it depends upon the guests preferences which can be difficult to assess in advance. If in doubt, it is safe to do a split 50% red and 50% white.
Food and beverages are permitted to be served at all club events. However, approval is required and some on campus locations may have restrictions regarding the consumption of food and beverages on the premises. Questions regarding Campus policies can be directed to Room Reservations.
The club hosting the event is responsible for providing their own utensils, table cloths, and napkins.
Learn more about how to "green" your event.
When a club is hosting a high risk activity or event (this will be determined by the Assistant Dean of Student Services or the Director of Student Life), it is required that all participants sign the appropriate Liability Release.
In order to comply with federal copyright regulations, students must purchase licensing rights for public showing of a particular film, TV show or documentary on campus.
DVDs borrowed from the MIIS library are eligible to be screened on campus.
Campus Security is responsible for having the appropriate doors open for your use and they will lock the room when your event is finished. If your room is not unlocked, call Security at 647-4153 or use a blue campus phone.
Student Clubs hosting an event, on campus or off, are expected to exercise great care when using the facilities and are asked to provide timely and thorough cleanup of the room and other areas where the event was held. Each club is responsible for providing the necessary supplies for cleanup at each event. All furniture should be returned to its original set-up following the completion of the event.
The MIIS campus is located in the heart of downtown Monterey, and as such is liable to follow all city laws and ordinances. Due to the campus proximity to residential areas student clubs hosting on campus events after dark must adhere to the City of Monterey’s noise ordinances. The hours between 10:00pm and 6:00am are designed as “quiet hours” and excessive noise is subject to a fine. Additionally outdoor amplification is prohibited at the Samson Center Courtyard, the Holland Center, and any other outdoor venues on campus.