SOCIAL EVENT PLANNING GUIDE SIGMA ALPHA EPSILON
UPDATED 2026
CHAPTER COLLEGIATE SOCIAL EVENT PLANNING GUIDE This document is a tool to assist Chapters Collegiate in the eventplanning process. It is not for approval or submission purposes, nor does the Fraternity Service Center approve any events hosted by Chapters Collegiate. It is expected that all Chapters and Emerging Chapters will conform with the best practices set forth in Minerva’s Shield, and comply with university/college, and IFC policies as well as any IFC registration process on respective campuses.
WAYS TO DETERMINE WHETHER THE EVENT COULD BE A CHAPTER COLLEGIATE EVENT: ● Is the event being hosted or planned by one or more active chapter collegiate members? ● Is the event being shared with others on behalf of the chapter collegiate? ● From an outside perspective, would this look like a chapter collegiate event? ● Is the event occurring at an official chapter collegiate property or a satellite location where active or former chapter collegiate members live? ● Is the chapter collegiate or members thereof funding any portion of the event? ● If no active chapter collegiate members attended the event, would the event still happen? ● If a crisis occurred, would the chapter collegiate president take charge? If the answer is Yes to any of the above questions, chapters collegiate and/or individuals could be held liable for any incidents that occur. To help foster a safe environment and reduce risk the following is a recommended framework within which an event should be planned.
TABLE OF CONTENTS GENERAL EVENT INFORMATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 BYOB INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 GUEST LIST INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 CO-SPONSORED EVENTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 SECURITY & SOBER MONITOR REQUIREMENTS . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 TRANSPORTATION . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 THIRD-PARTY VENUES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 CRISIS MANAGEMENT IMPORTANT CONTACTS. . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 EVENT CALENDAR. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
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GENERAL EVENT INFORMATION UNIVERSITY & CHAPTER COLLEGIATE NAME
WHO IS PLANNING THE EVENT?
Name
Position
Phone
WHAT IS THE TYPE OF EVENT? (SELECT ALL THAT APPLY) Social/Function
Third Party Venue Brotherhood
Formal
Weekend Event
Recruitment
Educational
Service
Philanthropy
Tailgate EVENT DETAILS Name/Theme
Date
Start Time
Number of Chapter Collegiate Members Attending
Chapter Collegiate Facility Third Party Venue
Location
End Time
Number of Guests Attending
Satellite Facility
Co-Sponsored Organization’s Facility
ADDITIONAL DETAILS (SELECT ALL THAT APPLY) Parent/Family Event
Sport/Intramural Event
Newly Initiated Chapter Collegiate Member Event
Joint Event with other Fraternity/Sorority
SOCIAL EVENT PLANNING GUIDE
Mixer/Date Event
Ritual/Initiation Event Joint Event with Student Organization
Alumni Event
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DOES THE CAMPUS REQUIRE EVENT REGISTRATION? IF YES, HAS IT BEEN SUBMITTED? ARE ANY CONTRACTS REQUIRED TO BE SIGNED FOR THE EVENT? Food: University Faculty: Security: Transportation: Restroom/Waste Management: Band/DJ: Bartender: Other: HAVE THE CONTRACTS BEEN REVIEWED WITH THE CHAPTER ADVISOR PRIOR TO BEING SIGNED? HAS THE VENDOR PROVIDED A COPY OF THEIR INSURANCE? WILL ALCOHOL BE PRESENT? No, Dry Event: This means that no alcohol is present, not even in closed containers. Yes, BYOB: All Chapter Collegiate members and guests above 21 years of age, bring their own individual alcohol for personal consumption, which is managed by a designated bartender. IDs must be verified when alcohol is checked in and each time a drink is collected. Yes, Third Party Vendor: The vendor is responsible for all sales of alcohol and age verification.
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BYOB INFORMATION ARE THERE CAMPUS POLICIES THAT AFFECT BYOB PROCESSES?
WHO IS RESPONSIBLE FOR VERIFYING THE AGES OF GUESTS AND MEMBERS? Chapter Collegiate Members Executive Board Members
Security/Campus Police
Newly Initiated Members
HOW ARE GUESTS AND MEMBERS OF LEGAL DRINKING AGE BEING IDENTIFIED? Wristbands Other:
Hand Stamps
WHAT TYPE OF ALCOHOL IS PERMITTED AND OF WHAT QUANTITY? Remember, Minerva’s Shield recommends that alcohol above 15% ABV be prohibited, and individuals who bring their own alcohol limit the amount to that which is reasonable for an average person to consume in one evening. Chapter Collegiate Members and/or guests should not share larger quantities of alcohol at an event. If the college/university has a policy, you MUST follow that policy.
Beer
Seltzer
Wine
Other:
WHEN AND WHERE IS ALCOHOL EXPECTED TO BE CHECKED IN?
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HOW WILL ALCOHOL BE MARKED AND IDENTIFIABLE TO THE INDIVIDUAL? Wristband with Pull Tabs: Individual receives wristband personalized with their alcohol when checked into the event. Each time they visit the distribution center to obtain a drink, a tab is pulled from the wristband and given to the monitor.
Punch Card: Individuals will be provided with a card with their name and the type of alcohol. Each time the individual collects one of their drinks, the card will be punched, identifying the collection of the drink. The alcohol container will be marked with the name of the individual with the corresponding punch card number.
Ticket System: Each individual is given one ticket per drink when they check in at the party. The tickets are personalized with the type of drink the individual brings (i.e., Miller Lite, Smirnoff Ice, etc.). The name of the individual is written on the ticket. The individual’s drinks are delivered to the distribution center by a member who is working the social event. The individual redeems tickets (one at a time) for their drinks at the bar. WHERE WILL THE DISTRIBUTION CENTER BE LOCATED?
WHO IS RESPONSIBLE FOR MANNING THE DISTRIBUTION CENTER?
HOW MANY DRINKS WILL BE SERVED AT ONE TIME?
WHAT IS THE TIME FRAME OF ALCOHOL SERVICE?
HOW WILL THE SOBER MONITORS ENSURE THAT MEMBERS AND GUESTS WILL ONLY BE CONSUMING ALCOHOL THAT THEY BROUGHT?
WHAT HAPPENS TO THE REMAINING ALCOHOL AFTER THE EVENT?
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GUEST LIST INFORMATION Guest lists should include space for the following items: the first name, last name, DOB, contact information, Invitee name, time in, time out, if alcohol was checked in via BYOB Process, and a place for notes as appropriate. It is recommended that guest lists be created via a shared document and/or a third-party app, and that the Health & Safety Officer review the list prior to submission to the University if required.
As a reminder, it is recommended that chapters collegiate maintain a 3:1 guest ratio (no more than three guests for every one active brother in attendance) for all events. Campus policies must be complied with. If the recommendations in this guide are more stringent than the Campus policy, it is recommended the more stringent guidance be followed. ARE THERE CAMPUS POLICIES/REQUIREMENTS FOR THE GUEST LIST?
WHO IS RESPONSIBLE FOR MANAGING THE LIST?
WHO IS ELIGIBLE TO ADD NAMES TO THE LIST?
WHEN DOES THE GUEST LIST CLOSE BEFORE THE EVENT STARTS?
DESCRIBE THE CHECK-IN AND CHECK-OUT PROCESS.
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CO-SPONSORED EVENTS The Fraternity Service Center does NOT recommend that chapters collegiate co-host SOCIAL events with other organizations. If the chapter collegiate does co-host a social event, it is recommended that all guidance from each organization be followed and that all members of other organizations follow all Chapter Collegiate policies and requirements, regardless of the location of the event. LIST ORGANIZATIONS INCLUDED IN THE EVENT.
HAVE ALL POLICIES FROM EACH ORGANIZATION BEEN REVIEWED?
HAS AN AGREEMENT BETWEEN THE ORGANIZATIONS BEEN COMPLETED?
DO ALL ORGANIZATIONS HAVE SOBER MONITORS AND/OR SECURITY PRESENT?
HAS JOINT REGISTRATION BEEN COMPLETED WITH THE CAMPUS?
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SECURITY & SOBER MONITOR REQUIREMENTS HAS SECURITY BEEN HIRED FOR THE EVENT? Yes
No
WHO IS RESPONSIBLE FOR THE COORDINATION OF SECURITY?
IS SECURITY AWARE OF CAMPUS REQUIREMENTS AND MINERVA’S SHIELD?
HOW IS SECURITY BEING PROVIDED WITH INFORMATION ABOUT EVENT OPERATIONS?
NOTES:
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HOW MANY SOBER MONITORS WILL BE PRESENT? Must be 15:1 attendee:monitor NAME
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ROLE
YEAR
TRAINING COMPLETED
TRAINING DATE & LOCATION
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TRANSPORTATION The Fraternity Service Center recommends that chapters hire a professional service for all transportation needs. Per Minerva’s Shield, chapters collegiate and their members should not operate as, or hold themselves out as, a transportation or designated-driver service; use a licensed, professional third-party transportation provider instead. WHAT METHOD OF TRANSPORTATION IS BEING USED FOR THE EVENT?
DETAIL THE TRANSPORTATION PLAN FOR THE EVENT.
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THIRD-PARTY VENUES All venues must be informed that the venue is being rented by the Chapter Collegiate and should have acceptable liability insurance prior to the event being held. HAS A COPY OF THE RENTAL CONTRACT BEEN RECEIVED?
HAS A COPY OF THE INSURANCE BEEN RECEIVED?
ARE THERE ANY REQUIREMENTS FROM THE VENUE THAT ARE THE RESPONSIBILITY OF THE CHAPTER?
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CRISIS MANAGEMENT IMPORTANT CONTACTS Reminder: If you know hazing is taking place, your Chapter Collegiate Membership Agreement requires you to report the act of hazing to local law enforcement, then to your host institution, and then to the Fraternity Service Center. You are also encouraged to report anonymously through the National Hazing Prevention Hotline at 1-888-NOT-HAZE or the anonymous RealResponse hotline at 1-(888)-464-1856. WHO IS THE MAIN POINT OF CONTACT IN CASE AN EMERGENCY ARISES?
Name
Position
Phone
WHO IS RESPONSIBLE FOR CONTROLLING THE SCENE?
WHO IS RESPONSIBLE FOR CONTACTING EMERGENCY SERVICES?
WHO IS RESPONSIBLE FOR NOTIFYING THE APPROPRIATE CONTACTS ON THE CAMPUS AND THE FRATERNITY SERVICE CENTER?
DOES THE CHAPTER HAVE A CRISIS MANAGEMENT PLAN FOR THE EVENT?
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CLOSEST MEDICAL FACILITY
IMPORTANT CONTACTS Eminent Archon: Chapter Advisor: Campus FSL Professional: Campus Police/Security: F&H/House Corporation (if applicable): Risk Management Consultant (if applicable): OTHERS
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SOCIAL EVENT CALENDAR EVENT NAME
SOCIAL EVENT PLANNING GUIDE
DATE
LOCATION
REVIEWED BY CHAPTER ADVISOR
REGISTERED WITH UNIVERSITY
FOLLOWS MINERVA’S SHIELD & UNIVERSITY POLICIES
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