BAYOU OAKS TOWNHOUSE EVENT POLICY
Effective: August 1, 2011
I. Indoor Social Events/Parties:
1. All Bayou Oaks townhouse social events/parties must be registered and must comply with any applicable federal, state, and local laws as well as any applicable University policies.
- a. Social events/parties must be registered with the Greek Housing Coordinator at least 15 business days in advance of the proposed event.
b. Social events/parties registered in the Bayou Oaks townhomes are permitted on Thursdays, Fridays, and Saturdays only.
c. No more than seven (7) social events/parties will be approved for any evening.
d. Registration of social events/parties will be reviewed on a first come, first served basis.
e. The maximum attendance permitted for events or activities taking place in the Bayou Oaks townhomes is 85 persons for a 12-occupant townhome, 95 persons for a 14-occupant townhome, and 115 persons for a 20-occupant townhome.
II. Outdoor Events or Activities:
1. Reservations for outdoor space located in the Bayou Oaks housing complex must be made with the Bayou Oaks Management and must comply with all applicable University policies.
- a. The grounds of Bayou Oaks may be reserved for the purpose of holding organized outdoor events or activities per the Freedom of Expression Policy, MAPP 13.01.01.
b. Outdoor events or activities that include amplified sound must be registered with the Bayou Oaks Management and may occur between the hours of 11:30 a.m. to 1:30 p.m. and from 4 p.m. to 12 a.m. Monday through Friday and between the hours of 8 a.m. and 12 a.m. on non-class days. Generated sound output shall not exceed 70 decibels measured 50 feet from the source of the sound.
c. In addition to registration with the Bayou Oaks Management, outdoor events or activities that include the possession, consumption, or distribution of alcoholic beverages must be registered with the Dean of Students Office at least 15 business days in advance of the proposed event or activity.
d. Outdoor events or activities that include the possession, consumption, or distribution of alcoholic beverages must comply with applicable federal, state, and local laws.
e. The distribution of alcoholic beverages at registered outdoor events or activities at Bayou Oaks must comply with the “Distribution of Alcoholic Beverages” policy published in the UH Student Handbook.
f. The University of Houston Department of Public Safety (UHDPS) must be contacted to provide event security at events where alcohol is served or where the attendance is expected to exceed 300, unless the requirement is waived. The decision to require the presence of officers and the determination of the number of officers necessary will be made on a case-by-case basis by UHDPS in consultation with the Bayou Oaks management.
g. The maximum attendance for events held in the outdoor courtyards at Bayou Oaks is 600 participants when the events do not include staging, dancing, and/or inflatables and 300 participants for events that include staging, dancing, and/or inflatables.
III. Alcohol Policy:
1. All residents of the Bayou Oaks townhomes and their guests are required to comply with federal, state, and local laws regarding the possession, distribution, or consumption of alcoholic beverages. Therefore, residents and their guests must comply with the following:
- a. All residents and guests must be 21 years of age to purchase, possess, and consume alcoholic beverages.
b. No resident or guest may make alcoholic beverages available to anyone under the age of 21.
c. No resident or guest may falsely state that they are 21 years of age or present any document which falsely indicates that they are 21 years of age or older to a person selling or serving alcoholic beverages.
d. No resident or guest may appear in public under the influence of alcohol to the degree that they endanger themselves or others.
e. No resident or guest may operate a motor vehicle in public if they are intoxicated.
f. The sale of any type of alcoholic beverage is prohibited unless the seller possesses a valid license or permit. Selling includes, but is not limited to, including the price of alcoholic beverages in an admission
price and/or giving away alcoholic beverages while charging for food or entertainment.
g. Civil liability may attach to a social host who serves alcoholic beverages to intoxicated individuals who later injure themselves or others.
h. Individuals/groups that violate federal, state, and local laws regarding the possession, distribution, or consumption of alcoholic beverages may be subject to criminal prosecution.
IV. Alcohol Distribution:
1. Social events/parties which involve the consumption or distribution of alcoholic beverages held inside the Bayou Oaks townhomes must comply with the following:
- a. The distribution of alcoholic beverages in the Bayou Oaks townhomes must comply with the University of Houston “Distribution of Alcoholic Beverages” policy published in the UH Student Handbook.
b. The event sponsor must obtain an approved Registration of Alcoholic Beverage Distribution Form from the Dean of Students Office at least 15 business days in advance of the proposed event. A copy of the signed alcoholic beverage registration form must be available at the event as proof that registration was made.
c. Persons distributing and/or consuming alcoholic beverages must be 21 years of age or older.
d. Persons distributing alcohol must check a valid driver’s license or Texas ID for proof of age and identify legal age drinkers by the use of a hand stamp or wristband.
e. Hosts must post a sign at the point of distribution indicating, “No alcoholic beverages may be consumed by anyone under the age of 21.”
f. Hosts must have nonalcoholic beverages available and displayed throughout the event as prominently as the alcoholic beverages. If the alcoholic beverages are being distributed free, a nonalcoholic beverage other than water must be available at no charge.
g. Hosts must stop serving alcoholic beverages one hour before the event’s scheduled conclusion or at 12 a.m., whichever is the earlier time. Events/parties which involve the consumption or distribution of alcoholic beverages must end no later than 1 a.m.
h. Hosts must cease serving alcoholic beverages to any person who appears to be under the influence of alcohol or any other intoxicating substance, to the degree that he or she may endanger himself or another.
i. Hosts must take other appropriate steps they may identify to encourage the responsible use of alcoholic beverages at their event.
j. Hosts must post a sign announcing their willingness to call a cab for those under the influence of alcohol or any other intoxicating substance.
k. Hosts must provide food items in sufficient amounts for the number of persons attending the function.
l. The consumption, possession, or distribution of alcoholic beverages in Bayou Oaks townhomes must comply with the Greek organization’s national alcohol policy.
V. Other Behavior Policies:
1. All residents of Bayou Oaks are subject to the agreements set forth in the
Bayou Oaks Lease.
2. All residents of Bayou Oaks are subject to the behavioral expectations set forth in the “Student Disciplinary Policies and Procedures” published in the UH Student Handbook.
3. All groups hosting events/parties are required to comply with the risk management policies established by the Fraternal Information and Programming Group (FIPG) which can be found at the FIPG webpage: http://www.fipg.org/
- a. A guest list is required for all Bayou Oaks townhouse events at which alcohol is present (see Appendix A: Bayou Oaks Townhouse Guest List Guidelines).
Bayou Oaks Townhouse Guest List Guidelines
1. Open parties, meaning those with unrestricted access by non-members of the fraternity, without specific invitation, where alcohol is present, are prohibited.
- a. Guest lists are not sign-in sheets, a student directory, or a chapter membership list.
b. Guest lists should be well planned out in advance.
2. Any event at which alcohol is present must have a guest list.
3. Townhouses must prepare guests lists at least 36 hours in advance of the event.
4. Guest lists must contain the names of all guests. Guests must sign next to their name prior to entering the registered social event.
5. It is recommended that attendance at social events with alcohol present should not exceed two guests per member.
6. Chapters must check IDs at the door.
7. The chapter is responsible for identifying those over the legal drinking age in some unique way, such as wrist bracelets.
8. It is the chapter’s responsibility to create, implement, and keep the guest list on file.
9. The chapter must monitor entrances and ensure that only individuals on the guest lists are allowed access to the social event.
10. The chapter is responsible for approving or denying entrance into their townhouse.
11. The Greek Housing Coordinator reserves the right to request guest lists following registered social events.