Before you begin, you should have a party plan that details how you and your organization will manage your event. If your group does not already have one, use the checklist provided in this brochure; modify it to fit your event.

Check the Campus Calendar in the Office of Student Activities to ensure that your date does not conflict with holidays or other major campus events.

Set deadlines for getting things done such as reserving space, completing paperwork and putting up flyers.

Use the list included in this brochure to help you find a location for your event. Be sure to promptly complete all paperwork required to use the facility.

Include both income and expenses. Include the cost for advertising, facility (deposit, rental and cleaning), entertainment, security services, decorations, food and beverages, contingency (10% for damages, lost deposit, etc.).

* Remember that you cannot charge admission if you are serving alcohol unless you obtain in advance a license to sell alcohol. Contact Party Pro's of the Student Activities in the Dean of Students Office if you have any questions. For more information, call 723-3542.

Have a reason for the party. Consider decorations, music, food, games, activities and beverages that compliment the theme. If you are planning a party with a cultural theme, it is important that you plan an event that is free from stereotypes and offensive depiction and activities. The focus of the event should not be alcohol.

Decorations should be in keeping with the theme of the event. Any construction, especially that alter entrances and exits, is discourage d. Flammable material such as hay, large paper panels, sheets, tree branches and foliage should not be used as decoration unless properly treated with a flame retardent. Never cut tree branches or other foliage without prior permission! If you plan to have decorations or structures, contact the Campus Fire Marshal, 723-0448.

(Equally Attractive Non-Alcoholic Beverages). Be creative!H ave someone mixing tasty non-alcoholic beverages rather than just having the usual bottles of soda. Make sure alcoholic and non-alcoholic beverages are served in the same location.

Good food can make your party great! Encourage guests to eat, especially if they are drinking alcohol. Offer high protein foods that help slow the rate of alcohol absorption into the blood. Avoid salty foods that encourage beverage consumption. Place the food near the beverages and make sure there is ample supply of food to last throughout the event.

If you advertise your event, you must not mention alcohol. When you advertise your event to the public, be sure to include pertinent admission information including such requirements as Stanford University ID, 21 ID, affiliation with an organization (i.e. fraternity or sorority), accessibility or limited crowd capacity.

Check for SUID and, when serving alcohol, a 21 year old-ID. Use wristbands to identify those guests of legal drinking age. Wristbands are available at cost from the Office of Student Activities (please allow for a one week lead time). If you allow the band of DJ to invite guests, require a guest list in advance.

Have a written plan (your social policy and procedure) for the event including security. Notify the police of events with more than 200 guests at least 24 hours in advance.

Security monitors have responsibility for the overall safety and security of the event including monitoring all entrances and exits, watching for guests who may have had too much to drink, potential hazards and minors drinking. Designate members who will be readily identifiable and remain sober throughout the event. Be sure to provide an appropriate number of monitors for the size of your event. A good measure to use is one monitor for every fifty guests.

When hiring off-campus security, be sure to provide them with written expectations. Before the event begins, they should be instructed on their responsibilities including: event layout, admission restrictions and emergency procedures. Be sure to identify only one or two individuals authorized to give instructions to security including your social policy and procedures. Hiring security does not absolve you from being responsibl e for the safety and security of your guests.

Having a crowd management plan in place. Be sure to think about not only guests inside, but those waiting outside to enter the event. Know your numbers. Never Allow the number of guests to exceed the fire capacity limit. Refer to the list of event spaces located on the back of this brochure for capacity numbers.

Prevent guests from sneaking in through unauthorizede ntrances, but do no block access to any window, door or fire escape. Make sure that all exits are visible and accessible. Maintain clear walkways and prevent bottlenecking and overcrowding of guests. Make sure that restrooms are accessible and readily available. Rent portable restrooms if there are insufficient facilities to accommodate your anticipated crowd.

When using facilities off-campus, be sure to arrange for safe transportation to and from the venue. Alcohol should not be allowed or served on vehicles transporting party guests.

For indoor events, open only the windows and doors that face away from neighbors who are likely to be disturbed by noise. Noise must be discontinued by 11pm on weeknights (Sunday through Thursday) and 1am on weekends (Fridady and Saturday.)

Do not allow drinking games to take place. Avoid hard liquor. Shots of any kind (including Jell-o) are not acceptable . Servers should monitor and serve alcoholic beverages at all times.

Never serve a person more than one alcoholic beverage at a time. Use 12 ounce rather than 16 ounce cups for service and do not allow individuals to bring their own cup. Do not allow individuals to bring their own alcohol unless the party format is Bring Your Own Beverage (BYOB). Never allow guests to serve themselves. End alcohol service one hour before the party is officially over and bring out some tasty EANABs at that time.

Every organization member and guest should be aware of all applicable University, local, state, and federal laws and regulations regarding the possession, use, sale, consumption and service of alcoholic beverages. Post signs clearly stating California law concerning alcohol consumption at the entrance to all parties and in any areas used for alcohol distribution.

Check for valid identification of age and mark in a clear and precise manner that cannot be reproduced (e.g. wristbands) those guests who are of legal drinking age. Methods of identification using ink, such as hand stamps or markers, are strongly discouraged because they are less visible and easily duplicated.

Stop alcohol service to them. Offer them EANAB's and escort home. If a person passes out due to intoxication more serious medical attention may be required. If breathing is labored or if the person can't be roused, immediately call 9-911 from any campus phone. Never just put an individual to bed and leave, or put a person in your car and drive her/him to the hospital!

For minor injuries, immediately take the individual to the Cowell Health Center or the Stanford Hospital. If the injury appears to be more serious, such as neck or back injuries, immediately call 9-911. If in doubt, call 9-911! After emergency assistance has been called, call the Resident Assistant (RA) and residence Dean (RD). All injuries should be reported to Risk Management, 723-4554.

Every member of the hosting organization(s) has responsibilityf or ensuring a safe event not just the social chair(s). When things go wrong, every member may be held accountable.