Social Event Planning
Health & Safety Guidelines
All fraternities & sororities at Illinois Wesleyan University are required to complete
a Social Event Registration Form for their on & off-campus social functions with alcohol
present with the Office of Student Involvement. This is to help chapters prepare for a
healthy and safe event and support adherence to both University and Inter/national
risk management policies. A copy of the completed event registration will be given
to the sponsoring chapter leadership, it's chapter advisor, IWU Campus Safety and
the Dean of Students Office.
Events should be registered as outlined below:
For events with alcohol and held on campus at least five (5) days prior to the date
of the event.
For events with alcohol and held off campus at least fourteen (14) days prior to the
date of the event.
Any events registered less than the appropriate number days in advance will be approved
on a case-by-case basis.
All chapters will be required to do an event consultation with the Director or Assistant
Director of Student Involvement prior to event occurrence. Staff will reach out post-registration
to set-up a time to discuss the event.
For events involving alcohol, final guest lists are due 24 hours prior to the event.
For events occurring over the weekend, lists are due by noon the last business day
before the event to allow for review.
To complete your Social Event Registration, click here.
Health & Safety Training
At the beginning of the fall and spring semesters, all chapter presidents, risk managers,
and social chairs are required to attend a risk management training prior to being
able to submit any Social Event Registration Forms for review. The training sessions
are focused on reviewing risk management policies, harm reduction practices, and the
event planning and will vary per semester.
Sober Monitor Certification
All individual members who will serve as a sober monitor or beverage distribution
center monitor for an event must complete a virtual training session annually educating
about the effects of alcohol, other drugs, event procedures, and bystander intervention.
The virtual training sessions will be offered once each semester for sophomore, juniors,
and seniors. Certifications last for four semesters. The Office of Student Involvement
will provide a list of those who have completed this virtual training.
For any events [swaps/mixers/exchanges] that are hosted by 2 or more organizations
(IWU chapters co-sponsoring with other IWU chapters, ISU chapters, organizations,
etc.), each chapter should complete the Social Event Registration Form.
Host in On-Campus Facilities
Chapters are able to host social functions in on campus facilities as long as they
adhere to all campus policies. Any food or beverage at the event must be catered through
Sodexo Dinning Services. Reservations for facility use must be made through the 25Live
reservation system. All applicable policies and guidelines for facility usage established
by IWU as well as any fire code capacities set by the University should be followed.
Off-Campus & Third Party Vendors
For all off-campus events involving alcohol, chapters must hire external security
to assist in managing the event. Many venues include security in their event contracts
and these would meet this requirement. For events in venues where security is not
provided, chapters should contract with an external security company. Chapters must
also submit the venues proof of insurance and liquor/alcohol license to staff in the
Office of Student Involvement. Information is collected about the third party venue
in the Social Event Registration Form.
Guest lists are required for all events with alcohol. All guest lists should follow
one of the templates in the resources section of this page. Guests lists are limited
to 2 guests per member or a total number of guests that does not exceed the fire code
for the facility, whichever is reached first. Your guest list should include members
and pledges/new members as well as any non-members guests. If alumni are attending
the event, you should also include them on the guest list. Final guest lists are due
24 hours prior to the event. For events occurring over the weekend, lists are due
by noon the last business day before the event to allow for review. Click here to download the approved guest list form.