special event planner’s guidebook€¦ · medtech wristbands 7380 san lake road, 5th floor...

Special Event

Planner’s Guidebook

Responsible Hospitality Coalition


13753 Recuerdo Drive Del Mar, CA 92014

Phone: 858-793-1585 Fax: 858-793-1585 Email: [email protected]

Event planners know from experience the enormous amount of time, energy, expense and obstacles faced

when organizing a large‐scale event, especially when alcohol is being served. Event planners are

responsible for making certain that the event is not only fun, but also safe for all those who attend and for

the community the event serves.

In this packet you will find materials and information that will help you to plan a safe and successful event.

Suggested Special Event Policies

Alternative Transportation and Designated Driver Programs

On‐Site Emergency Medical Service Providers

Special Event Training Flyer

Volunteer Responsibility Flyer

Sample Sign‐In Sheet for Volunteers

Server Responsibility Statement

Special Event Alcohol Serving Quiz

On‐Premise Risk Assessment

Sample Wristband Companies

Semicron Systems

City of San Diego Office of Special Events Guidelines

Place of Last Drink Survey Brochure

ABC Model Policies for Special Events

Special event planner’s guidebook





Clearly identified security personnel will be in the alcohol serving area. Attendees are not allowed to bring their own alcohol to the event. An alcohol serving area will be identified and roped off. Minors will not be allowed inside the roped off area. Security personnel will be stationed at the entrance and at each corner of the area. Signs will be posted at the entrance stating “No one under 21 years of age permitted” and “We ID anyone who appears to be under the age of 30”. Two volunteers will be stationed at the entrance to check ID’s and put on wristbands after the ID has been checked. Another volunteer will take the money after the ID’s have been checked and the attendee has received their wristband. Wristbands will be put on to identify people over 21 years of age. Non‐alcoholic drinks will always be available. The drink size, for each pour, will be limited to an 8 – 12 ounce cup. Attendees will only be able to purchase 2 alcoholic drinks at a time. Tickets sales will stop and drink service will be terminated 1 hour prior to the end of the event. Volunteers are not allowed to drink alcohol while working. Food service should be available throughout the event and located close to or inside the beer garden.

Suggested Special Event Policies





Alternative Transportation should be available and promoted at any event where

alcohol is served. Some suggestions for planning prior to the event are:

Make sure security oversees the exit well and to intervene if a guest is intoxicated.

Encouraging patrons to designate a sober driver for the event

Working with a taxi cab company before the event and asking for drivers to be on standby at the end of the event

Budget in a stipend to pay for taxis if guests can not pay themselves.

Arranging for a shuttle service to and from a designated location

Alternative Transportation and Designated Driver





Prices depend on number of hours and number of events contracted for. Paid dedicated service availa-ble in all areas of San Diego County. AMR (American Medical Response) Contact- Travis Kusman or Jennifer Herendez 1-858 492-8111 Balboa Ambulance services 1-619-440-9388 Contact-John Olson Pacific Ambulance Contact- Trevor Thompson 1-619-454-7912

On-Site emergency Medical Service Providers





Legal responsibility If a volunteer is caught serving a person underage or obviously intoxicated they will receive a minimum fine of $1000.00 and/or 32 hours of community service. Section 25658 (a). Age Verification If there is any doubt about someone’s age, check their ID. Even if ID Banding Volunteers have checked their ID’s before, it is ultimately the server who is liable. Monitor intoxication If a guest seems to be a little intoxicated, it is best to get a supervisor to make the decision on serving them. Volunteers may not consume alcoholic beverages while

working.

Volunteer Responsibility





Name and Date of Event:__________________________

Number of Volunteers Trained:_______________

NAME BUSINESS ADDRESS/PHONE

1.________________________________________________________________________________________________ 2.________________________________________________________________________________________________ 3.________________________________________________________________________________________________ 4.________________________________________________________________________________________________ 5.________________________________________________________________________________________________ 6.________________________________________________________________________________________________ 7.________________________________________________________________________________________________ 8.________________________________________________________________________________________________ 9.________________________________________________________________________________________________ 10._______________________________________________________________________________________________ 11._______________________________________________________________________________________________ 12._______________________________________________________________________________________________ 13._______________________________________________________________________________________________ 14._______________________________________________________________________________________________

Sign-In Sheet Volunteer Training





I understand that this event is dedicated to the safe and

responsible sale and service of alcoholic beverages.

I will not knowingly serve alcoholic beverages to an underage or obviously

intoxicated person. I will report any signs of illegal activity to management.

I will not consume alcoholic beverages while on duty.

I have read and understand the beverage policies. I understand that if I

follow these policies, ________________________ will fully support

my decision. I also recognize that my failure to follow these policies

may result in negative consequences for my organization.

_______________________

Server Signature Date

Server Responsibility Statement





1. In the case of criminal liability, the individual server is responsible for the violation. 2. What is the legal drinking age in California? _______ 3. Uneven lamination on an ID could indicate the ID is fake. T F 4. A server can receive a minimum fine of $1000.00 and/or 32 hours of community service for selling alcohol to an intoxicated person. T F 5. If an alcohol serving violation occurs, the ABC or police department can close down the operation on the spot. T F 6. What 6 things must an ID have in order for it to be valid? ____________________

__________________________________________________________________

7. A school ID is acceptable as proof of age. T F 8. A military ID is acceptable as proof of age. T F 9. A person must be born on today’s date in 1990 in order to be legally able to drink alcohol. T F

10. If a guest is spilling their drink and is argumentative and belligerent, it is a good indication that he or she is intoxicated. T F

Special Event Alcohol Serving Quiz





The Responsible Hospitality Coalition recommends using vinyl or plastic wristbands with a snap

closure to ensure non‐transference.

MedTech Wristbands 7380 San Lake Road, 5th Floor Orlando, FL 32819 866.815.7550 Matt Wright, Sr. Account Executive 519.686.0028 x1236 www.medtechgroup.com MedTech’s plastic “straight‐wave” 3/4 inch wristband is packed in 500’s and cost $45.20 per bundle VIP Band (formerly VisaBand) Precision Dynamics Corporation 13880 Del Sur Street San Fernando, CA 91340‐3490 800.255.1865 www.pdcorp.com/crowd‐control/vinyl‐wristbands.html Vinyl or plastic medium (3/4 inch) recommended. Cheap Wristbands.com 253.671.9912 www.cheapwristbands.com Plastic or vinyl wristbands with snap closure. The ‘reusable snap’ vinyl wristband is not recommended. Wristband Express 21365 Gateway Court Brookfield, WI 53045 [email protected] www.wristbandexpress.com Dura‐Band (3 layered vinyl)

Wristband Companies





special event planner’s guidebook€¦ · medtech wristbands 7380 san lake road, 5th floor...

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