Planning a party on campus? Read this!

Hospitality Concordia and the Dean of Students office have implemented new on-campus food and alcohol policies, which are in compliance with health and safety regulations set by the Ministère de l'agriculture, des pêcheries et de l'alimentation, and the Régie des alcools, des courses et des jeux. These policies came into effect June 1, 2011.

In addition to the new policies, Hospitality Concordia has included step-by-step guidelines to make planning an event — from a bake sale or barbecue to a catered VIP event — easier, and to help determine what needs to be done and in what time frame. 

“We encourage events on campus and made every effort to ensure these regulations do not limit activities. We wanted to guarantee a win-win situation,” says Johanne de Cubellis, associate director at Hospitality Concordia, the department responsible for ensuring the compliance of these rules and regulations for on-campus events.

Regulations vary for events on campus, depending whether or not alcohol is involved, and if the event is catered by a service or self-catered (term used to describe food provided by the event organizers). All events require organizers, called the designated space administrator (DSA), to complete a formal request form for space.

Depending on the event, the minimum lead times for a DSA can be up to 25 days prior to the event. Any event that involves food or alcohol requires the submission of one or two waivers, and/or application for permits that must be submitted between 15 and 20 days prior to the event. Events including minors have a minimum lead time of 30 days. What this means of course, is that event planners must think ahead.

“The new policy organizes the regulations into a clear, organized and consistent manner. It also demands a lead time, which is a challenge for us to get across,” says Dean of Students Andrew Woodall, whose office is responsible for the implementation of the policy.”

And if you don’t meet your lead time, you don’t get the event.

Furthermore, planners must consider other logistics, such as set-up, clean up, delivery, audio-visual technicians and equipment. “It’s just a matter of getting used to it before it becomes second nature,” says Woodall. “Implementation of new policies always takes time.”

Event organizers are encouraged to consult the event planning website early to ensure deadlines are met.

List of potential forms:

• Space Request
• Sale and/or Service of Food on Campus Form for Self-Catered Events
• Special Events Permit - required by the Ministère de l'agriculture, des pêcheries et de l'alimentation.
• Alcohol Reunion Permit by the Régie des alcools, des courses et des jeux
• Waiver Form for Alcohol Related Events
• Waiver Form for Self-Catered Events

Related links:
•   Planning an Event on Campus
•   “New Policies on Campus Food and Beverage Service” – NOW, June 1, 2011
•   "Key Changes at Concordia's Hospitality Services" - September 13, 2011