Undergrad Alcohol Event Registration

Event Registration Process

1. Intent to Plan Form: First step in the planning process, so resources and calendars can be considered early. This is meant to initiate the planning process. Please submit this form as soon as possible! You do not need to have all of the components of the event finalized to complete this form! This must be completed at least two weeks in advance. See event type for specific deadline. 
2. Event Planning Meeting: This is a kick off meeting to assist in the planning process, where we would discuss goals, identify risk and mitigation strategies, get feedback from the Rice University Police Department (RUPD) and Rice Emergency Medical Services (REMS), and begin the written plan. The length and format of this meeting will vary depending on the training that the host has received and the scope of the event. Members of your organization/college involved in the planning and execution of the event are welcome to attend, as is your Magister/organization advisor. Note, for recurring events, a face-to-face meeting may not be required for every event.
3. Event Review: The event plan will be submitted and reviewed through OwlNest. To submit your event for review, please complete the Undergraduate Event with Alcohol form. Please note event form must be completed a week in advance for proper review. See event type for specific deadline. 
4. Event: Upon approval, the event must be held in accordance with the plan, Rice University Policies, state and federal law, and Rice's culture of care. Event hosts and other volunteers are encouraged to note things that could be improved or changed for the following year. In addition, events not approved at least 48 hours in advance will not be allowed to include alcohol. 
5. Post-Event Recap: Following an approved event, a post event recap meeting may occur. 

Email eventrm@rice.edu if any of you have questions.

Submission and Form Deadlines

Public Party/Large Events: 450+ Attendees

• Intent to plan submitted: 45 days in advance
• First Public Party Meeting- APAC, Previous Year Challenges, Event Changes, Timeline: 5 weeks in advance
• First Draft of Event Plan: 4 weeks in advance
• Pre-Walkthrough Zoom Meeting: 3 weeks in advance
• Walkthrough Meeting: 2 weeks in advance
• Final Draft: 1 week in advance
• Plan Approval: 72 hours before event (tickets cannot go on sale)
• Debrief Meeting: Following week

Medium-sized Events (College Nights, Special FitQs, Student Organization Mixers, Events in Pub, etc.): 250+ Attendees

• Intent to Plan: 21 days in advance
• Event Planning Meeting: 14 weeks in advance
• Plan Submitted: 7 days in advance
• Plan Approval: 48 hours before event

Small-sized Events/Re-occurring Events (FitQs, Student Organization Meetings, Study Breaks, etc.): Less than 200 attendees

• Intent to Plan: 14 days in advance
• Event Planning Meeting: 7 days in advance
• Plan Submitted: 5 days in advance
• Plan Approval: 48 hours before event

Resources

Alcohol Policy

H&D Public Party Guide

Who To Contact?

For any questions regarding the process
eventrm@rice.edu

Rice University Police Department (RUPD)
Stg. Juan Alejandro: jfa2@rice.edu
Send email request for fencing rental
Requesting an Officer for events 

Rice Emergency Medical Services (REMS)
Director, Lisa Basgall:713-348-5785, lisa.m.basgall@rice.edu

Environmental Health Safety and Laboratory Operations
Fire and Life Safety Specialist, Susan Garcia: scgarcia@rice.edu

Wellbeing 
Erin Timmerberg: et71@rice.edu
Caregiver/Server/Host Training Questions: wellbeing@rice.edu

Emergency Management 
Interim Director, Lach Mullen: lm102@rice.edu
Send email request for radio rental

Special/Campus Events Services
Hollie Fulsom: hrf1@rice.edu 

Demonstration Requests 

Space/Room Reservations