University of Illinois at Urbana-Champaign Alcohol Management Policy

  1. Purpose:

    The University of Illinois at Urbana-Champaign is committed to providing a safe and enjoyable venue for public, cultural, educational, entertainment, athletic, and social events. This comprehensive alcohol management policy aids this endeavor by setting forth guidelines to ensure alcohol is served only in accordance with all applicable laws, policies, and regulations and only to those guests and participants over 21 years of age and who are drinking responsibly.

    The University of Illinois at Urbana-Champaign Alcohol Management Policy (the AMP, which is specific to the Urbana-Champaign campus) is adopted in furtherance of the University of Illinois Alcoholic Beverages Management Policy (which is a University-wide policy) approved and adopted January 15, 2009, by the Board of Trustees pursuant to an amendment to the Illinois Liquor Control Act of 1934 (Public Act 95-0847, effective August 15, 2008). The AMP outlines the procedures that must be followed in order to sell or distribute alcohol on the Urbana-Champaign campus and that takes into consideration the safety of guests and University staff at those events. Applicable federal, state, and local laws, and University Statutes, Rules and Policies take precedence over the requirements of the AMP. All prior University of Illinois liquor management policies and procedures are superseded by the AMP.

    Illinois Public Act 95-0847 sets forth the following criteria to be employed in determining policies for the service or sale of alcoholic liquors in buildings under the control of the Board of Trustees of the University of Illinois:

    1. whether the event is a student activity or student related activity;
    2. whether the physical setting of the event is conducive to control of liquor sales and distribution;
    3. the ability of the event operator to ensure that the sale or serving of alcoholic liquors and the demeanor of the participants are in accordance with State law and University policies;
    4. regarding the anticipated attendees at the event, the relative proportion of individuals under the age of 21 to individuals age 21 or older;
    5. the ability of the venue operator to prevent the sale or distribution of alcoholic liquors to individuals under the age of 21;
    6. whether the event prohibits participants from removing alcoholic beverages from the venue; and
    7. whether the event prohibits participants from providing their own alcoholic liquors to the venue.

    The AMP is intended to address all of the above criteria in creating procedures and policies that will govern:

    • The service or sale of alcoholic liquors in buildings on the Urbana-Champaign campus that are owned or controlled by the Board of Trustees.
    • The service or sale of alcoholic liquors at University-sponsored events held off campus if the event is sponsored by University funds and the venue requires a certificate of insurance from the University.
  2. Responsibilities of Beverage Administrator:

    The University of Illinois Alcoholic Beverages Management Policy recommends the Chancellor of each campus appoint an individual responsible for the management of the distribution of alcoholic beverages for the campus. This person shall be known herein as the Beverage Administrator. The Beverage Administrator shall be responsible for overseeing the administration and implementation of the AMP.  Specific responsibilities include (but are not limited to):

    1. Appointing, at his/her discretion, a Deputy Beverage Administrator on an as-needed basis. The Beverage Administrator remains responsible for any and all decisions and/or actions made by any Deputy Beverage Administrator under his/her supervision. Note:  The Beverage Administrator at the University of Illinois at Urbana-Champaign is the Associate Vice Chancellor for Student Affairs/Director of Auxiliary Services (in absence of the Associate Vice Chancellor, the Associate Chancellor will be delegated authority).
    2. Determining which venues on campus should be designated for Retail Alcohol Sales and Non-Retail Alcohol Distribution, subject to approval by the Chancellor. Each such venue shall be designated an “Approved Venue.”
    3. Reviewing applications for any event for which a request for Retail Alcohol Sales or Non-Retail Alcohol Distribution has been made and determining whether such request will be approved.
    4. Approving food service/alcohol distribution contractors that provide food service and bartending services at approved events.
  3. General Terms and Conditions:

    All University-sponsored and outside events in buildings on the Urbana-Champaign campus at which alcohol will be sold or distributed must be approved in writing by the Beverage Administrator before the event occurs. An application (see the Alcohol Approval Form, which can be filled in online, and printed out for signature) must be completed and submitted to the Beverage Administrator for consideration no later than seven business days before the scheduled date for the event. 

    The University reserves the right to withhold approval of possession, consumption, delivery, and sale or serving of alcoholic beverages from any event at any time and for any reason deemed appropriate by the University.   

    The Office of the Chancellor, the event sponsor or sponsors, and the University Police share within their own areas of jurisdiction the responsibility for enforcement of this policy. 

    Any exceptions to this policy: (A) may not be inconsistent with the guidelines established by the Board of Trustees, and (B) must be approved in advance by the Beverage Administrator.  

    The following regulations apply whenever alcoholic beverages are served in buildings on the Urbana-Champaign campus. These have been developed in accordance with Board of Trustees Guidelines:

    1. Events where direct cash sales and/or service of alcoholic beverages occur must be catered by one of the approved campus vendors.
    2. Direct cash sales in buildings owned or controlled by the University may not be conducted by an off-campus vendor even if the vendor is a licensed caterer unless approved by the Office of the Chancellor.
    3. The sale, delivery, or serving of alcoholic beverages in campus facilities is limited to public cultural, educational, entertainment, athletic, or social events. No alcoholic beverages shall be sold or served to individuals under 21 years of age.
    4. Alcoholic beverages must be sold, served, and consumed in a physical setting that is conducive to control and reasonable privacy. Participants may not remove alcoholic beverages from this setting.
    5. Participants may not provide their own alcoholic beverages.
    6. The campus vendor is responsible for ensuring the sale or serving of alcoholic beverages and the demeanor of the participants and their invited guests are in accordance with state law and University policies.
    7. Sponsors or representatives of functions meeting the requirements specified in the above guidelines should seek approval for the sale and serving of alcoholic beverages from the Associate Vice Chancellor for Student Affairs/Director of Auxiliary Services (see the Alcohol Approval Form). There will be no standing approvals.
    8. Events involving requests for the sale, delivery, or serving of alcoholic beverages must comply with all other requirements set forth in Regulations Governing the Use of University Facilities.
    9. The Dean or Director of the unit and/or other sponsor and caterer are responsible for the serving and consumption of alcoholic beverages and the demeanor of the participants and their invited guests.
    10. The following regulations apply to events at which alcoholic beverages are served, but NOT sold.  
      • Such events must be catered by one of the approved campus vendors or the unit must have TIPS/BASSET-trained staff on site to provide oversight and ensure compliance;
      • The event must be of a cultural or educational nature, such as a reception, dedication or recognition program, rather than of a recreational or entertainment nature;
      • The serving of alcohol must be approved in writing in advance of the event by the Associate Vice Chancellor for Student Affairs/Director of Auxiliary Services;
      • The event must be hosted and/or controlled by a campus or university unit;
      • The event must be closed in the sense that there are specific invitees (functions open to the public with or without an admission fee are not closed functions);
      • The event must be conducted in a physical setting that is conducive to control and reasonable privacy;
      • There may be no direct or indirect charge to participants for the alcoholic beverages; and
      • The event must comply with all other requirements set forth in Regulations Governing the Use of University Facilities.
    11. All event sponsors, concession operators, and caterers who are authorized to sell alcoholic liquors at events held in buildings owned or controlled by the University must maintain dram shop liability insurance with a minimum of $1 million of coverage so as to hold harmless the facility, the Board of Trustees of the University of Illinois, and the State from all financial loss, damage, or harm.
    12. Non-alcoholic beverages and food must be available whenever alcohol is being sold or distributed in any way.
    13. The University reserves the right for its staff, contractors, and representatives to refuse the distribution or sale of alcohol to any guest who appears to be intoxicated, inebriated, or impaired due to alcohol consumption.
    14. Off-campus caterers may serve alcoholic beverages at approved campus events at which there are no direct cash sales of those beverages provided they have the appropriate liquor license and insurance for such activities.  OBFS Risk Management maintains a list of insured caterers.
    15. Funding of Alcoholic Beverage Purchases

      University policies governing the allowable University funds that may be used for the purchase of alcoholic beverages are stated in Section 8: Determine the Allowability of Business Meals and Refreshments and Section 8: Determine the Allowability of Serving Alcohol at an Event, of Business and Financial Policies and Procedures.

    16. Any campus unit providing catering services for departmental events for which alcoholic beverages are being purchased with departmental funds must ascertain before the event and at the time of transfer of funds that the funds being used comply with these policies.
    17. Questions concerning this policy should be directed to the Associate Vice Chancellor for Student Affairs/Director of Auxiliary Services.
  4. Time Restrictions for Retail Alcohol Sales and Non-Retail Distribution

    Following are the minimum standards for time restrictions for retail alcohol sales and non-retail alcohol distribution. The Beverage Administrator has the option of setting an alternate starting and/or ending time.

    1. In compliance with state law, no cash bar or retail sales of any kind are permitted in any University facilities on Sundays.
    2. Retail Alcohol Sales and Non-Retail Alcohol Distribution may not commence more than sixty (60) minutes prior to the scheduled beginning of any event.
    3. Concerts and Plays:  Retail Alcohol Sales and/or Non-Retail Alcohol Distribution will cease forty-five (45) minutes prior to the scheduled end of the performance.
    4. For events not listed above, the following general rules will apply:
      1. If the scheduled event has an intermission, Retail Alcohol Sales and/or Non-Retail Alcohol Distribution will cease thirty (30) minutes after the end of the intermission but not less than forty-five (45) minutes prior to the end of the scheduled end of the event.
      2. If the scheduled event does not have an intermission, Retail Alcohol Sales and/or Non-Retail Alcohol Distribution will cease not less than forty-five (45) minutes prior to the end of the scheduled completion time.
      3. For private events, “last call” will be made thirty (30) minutes prior to the scheduled end of the event.  Alcohol service will end five (5) minutes after the “last call” announcement takes place.
  5. Staff Training

    Servers and bartenders provided by Housing Dining Services, approved food service contractors, and other University-approved vendors or contractors must meet all legally mandated training standards prior to beginning work. Their employees must attend an alcohol management training program such as TIPS Training.

  6. Venues

    The following venues have venue licenses and have been preapproved for the Retail Sale and/or Non-Retail Alcoholic Distribution of alcohol. However, event approval is still required through the use of the Alcohol Approval Form (REQUEST FOR APPROVAL TO SELL AND SERVE ALCOHOLIC BEVERAGES AT A UNIVERSITY OF ILLINOIS AT URBANA-CHAMPAIGN EVENT).

    The designation of these Approved Venues is based on consideration of:

    1. Whether the physical setting is conducive to the control of the sale or distribution of alcohol.
    2. Whether the nature of the events or activities that take place in the venue are compatible with the sale or distribution of alcohol.
    3. Whether ingress and egress of guests at the venue can be controlled.

    The list of Approved Venues follows:

    • Activities and Recreation Center (ARC)
    • Allerton Park and Retreat Center
    • Assembly Hall
    • Bevier Hall
    • I-Hotel Conference Center
    • Illini Union
    • Krannert Center for the Performing Arts
    • Memorial Stadium

    For the sale of alcohol at any other venue, the event and the venue must be approved through the Alcohol Approval Form and the alcohol must be sold by an approved caterer who possesses the appropriate liquor license.

    For the sale or service of alcohol at any off campus venue where the funding for the alcohol or the space will be from University funds, and/or where a Certificate of Insurance is required by the venue:  (i) the Alcohol Approval Form must be filed and approved before any Certificate of Insurance will be provided; and (ii) the event must be catered by an approved caterer who possesses the appropriate liquor license.

Policy Attachment: Alcohol Approval Form (PDF).