RSO Events Policy

General Requirements

RSO events can’t break any university polices or any laws and regulations.

RSO events must have at least one “hosting organization.” A hosting organization is the RSO that hosts or organizes the event. This matters when a group of RSOs are coming together for an event. Either one of the RSOs has to be the hosting organization, or multiple RSOs can cohost the event. Keep in mind, when multiple RSOs cohost an event, they are all equally responsible for following the RSO Event Policy.

No alcohol or controlled substances at any event related to the new member joining process (e.g., recruitment, intake, rush, tryouts).

No controlled substances at any event related to fundraising or philanthropy. No alcohol at this events unless the event is at a licensed and insured third-party vendor (e.g., restaurant, bar, caterer, etc.).

An RSO may not cosponsor an event with a bar or alcohol distributor or company.

Registration Requirements

RSOs have to register their events if:

• Alcohol is present;
• The event has a history or expected attendance of 500 or more attendees; OR
• Travel is involved.

Travel only needs to be registered if the RSO stays at least one night AND pays for, reserves, or otherwise controls space at that travel location (e.g., if the RSO reserves hotel rooms, meeting rooms, or banquet rooms).

Registration can be completed in one of two ways:

• Reserve space on campus; or
• Fill out a registration form with the appropriate office.

If your event takes place in a reservable space on campus, reserving that space satisfies the registration requirement. Keep in mind, there are different deadlines for reserving space in different campus facilities and on different campus lands. Research these deadlines as you plan your event to ensure you have enough to to secure your reservation.

If your event takes place off campus or in a non-reservable space on campus, registration requires filling out a form with the appropriate office. If your RSO is dually registered, your dual registration office may have an event registration process. For example, Sports Clubs have registration processes for travel and sporting events, and Fraternity & Sorority Life have registration processes for some events with alcohol. If your RSO completes a registration process with your dual registration partner, this will satisfy the requirement. If your RSO is not dually registered or your dual registration office doesn’t have a registration process, you will register your events with the Office for Student Organizations, Leadership & Involvement (SOLI). The SOLI registration form is called the Special Event & Travel Registration Form and is also available on the home page of the Wisconsin Involvement Network.

Event Monitor Requirements

Event monitors are members of your RSO who promote safety at events by keeping an eye out for harmful and disruptive behaviors and then intervene when they see those behaviors.

Event monitors are required at all events where:

• Alcohol is present; or
• The event has a history or expected attendance of 500 or more attendees unless the event is in a university facility or is staffed by university employees or agents.

Your RSO will need to provide at least one event monitor for every 25 attendees, and at least one of the event monitors needs to be an officer. At an event with 10 attendees, there should be one event monitor; an event with 30 attendees needs two event monitors; 89 attendees needs four event monitors.

Generally, new members (members who joined that semester) cannot be event monitors. If your RSO only has new members (e.g., it’s a new RSO), then it is okay to have new members serve as event monitors.

Each Event Monitor must:

• Completed the annual online event monitor training program;
• Be sober for the whole event; and
• Report concerns to emergency personnel, RSO advisors, university staff, or whoever else needs to know during or after the event.

Alcohol Events Requirements

No cosponsoring with an event promoter (i.e., a company who markets and generates excitement for events).

Water and food must be easily accessible throughout the event.

Unless the event is at a venue with an alcohol service permit, available alcoholic beverages must be under 15% alcohol by volume and can only be single serving sizes of:

• Beer – 12oz or less;
• Seltzer – 12oz or less; or
• Wine – 5oz or less.

No common sources of alcohol and those with more than five servings per container (e.g., kegs, bowls, barrels, boxed wine).

Alcoholic beverages may only be sold on a per-drink basis by a licensed and insured third-party vendor (e.g., restaurant, bar, caterer, etc.) or brought by individual members and guests (i.e., not purchased with RSO funds).

Your RSO cannot collect any money from attendees unless the event is hosted at a licensed and insured third-party vendor (e.g., restaurant, bar, caterer, etc.).

If any attendees will be under 21, RSOs must take reasonable efforts to check the age of attendees. Minimum requirements include:

• Event monitors, hired security, or venue staff must request an ID from every attendee when they enter;
• The RSO must provide 21+ attendees with a wristband; and
• All alcohol must be dispensed in a designed area for 21+ attendees only. This includes alcohol brought by attendees.