Plan ahead if alcohol service is desired for on-campus events

With the spring semester in full bloom, many university departments and student organizations are planning for various celebrations. Whether honoring achievements, recognizing members or bringing people together, these gatherings often include food, fun and possibly alcohol. If a group is planning to serve alcohol at an event, it is crucial to request approval from the Purdue Food Co. 30 days in advance and follow the procedures summarized below.

At Purdue, the possession, consumption, distribution and sale of alcohol are regulated by Indiana state law and university procedures. Certain venues — including the Purdue Memorial Union, Union Club Hotel, Lambert Green and the Birck Boilermaker Golf Complex — have blanket approval to serve alcohol. Other closed, catered events where consumption is not the primary focus require permission. Alcohol cannot be distributed or sold at these events without prior approval, which must be requested in writing at least 30 days prior.

To ensure alcohol service is approved for an event:

1. Submit the request 30 days in advance. This time frame allows event planning departments and vendors, like Purdue Food Co. or Union Club Hotel, to ensure compliance with regulations. Last-minute requests, especially during busy periods, may face delays or denial.
2. Work with approved vendors. Alcohol at Purdue events must be provided by Purdue Food Co., Union Club Hotel or, in limited situations, another designated provider. This ensures that only licensed personnel serve alcohol, maintaining safety and compliance.
3. Ensure the event is closed and catered. Alcohol may be served only at events that are not open to the public. Attendees must be personally invited, purchase tickets or make reservations.
4. Designate a responsible individual. The “Person Responsible for the Event” must be present and collaborate with alcohol service staff to ensure all regulations are followed.
5. Include food and nonalcoholic beverages. Events serving alcohol must also offer food and nonalcoholic drink options.

With many spring events taking place around the same time, venues and service providers can fill up quickly. The 30-day requirement allows time to secure approvals and comply with regulations, particularly during peak booking periods. Late requests could result in denial, leading to last-minute adjustments or the removal of alcohol from your event.

Following Purdue’s alcohol procedure helps ensure compliance with regulations and provides a safe and enjoyable experience for all. By submitting alcohol service requests at least 30 days in advance, you set up your event for success. It is also wise to speak with your assigned event manager early in the planning process to avoid any last-minute issues.

More information on Purdue’s alcohol procedure and a form to request alcohol service are available on the Purdue Memorial Union website.