STUDENT GROUPS

HOW TO PLAN AN EVENT ON CAMPUSWHERE ALCOHOL WILL BE SERVED

OR SOLD

WHO CAN ORGANIZE AN EVENT WITH ALCOHOL?

YOUR STUDENT GROUP MUST BE RECOGNIZED BY MCGILL UNIVERSITY

THIS MEANS…

Your group has an MoA ( Memorandum of Agreement ) with the University, i.e. SSMU, EUS,MUS, AUS etc.

OR

Your group/club is sponsored by a parent group with an MoA

AND

Your group or parent group has appropriate insurance covering alcohol related events

CONFIRMATION OF THE ABOVE IS REQUIRED

WHERE AND HOW CAN WE ORGANIZE AN EVENT ON CAMPUS

WITH ALCOHOL?

You can book an event with alcohol at a licensed campus location where alcohol is served or sold

OR

You can book an event with alcohol at another campus location by obtaining University approval and the appropriate liquor permit to serve or sell alcohol.

LICENSED LOCATIONS AT MCGILL

These four (4) locations hold a permanent liquor licence and may serve or sell alcohol to student groups. You can simply contact the operations manager

directly to organize your event.

Students’ Society of McGill University (SSMU)University Centre 3480 McTavishTel: 398-6803

Post Graduate Students’ Society (PGSS)Thompson House 3650 McTavishTel: 398-3756

McGill Association of Continuing Education Students (M.A.C.E.S)3437 PeelTel: 398-4974

Macdonald Campus Student’ Society (MCSS)Centennial Center BuildingTel: 398-8787

FOR ANY OTHER CAMPUS LOCATIONS APPROVALS MUST BE OBTAINED

AUTHORIZATIONS AND REQUIREMENTS

1. McGill Alcohol Permit Administration office to coordinate the request approvals and issue Letter of Authorization

2. McGill Office of Planning and Institutional Analysis authorizing use of campus outdoor space for events

3. McGill Security to certify the Letter of Authorization4. Police authorization, SPVM (Service de Police de la Ville de Montreal)-

Station 20, to obtain approval to apply for a liquor permit5. Régie des alcools, des courses et des jeux (RACJ) to apply for the actual

liquor permit called a Reunion Permit6. Qualified and trained servers

To ensure success, the application process must be initiated with McGill Hospitality, Alcohol Permit Administration office at least:

- six (6) weeks in advance of the proposed event date for an outdoor venue- four (4) weeks in advance of the proposed event date for an indoor venue

HOW CAN WE PLAN OUR EVENT WITH ALCOHOL?

McGill Hospitality will assist you !!

The URL for our on-line booking system is:http://www.mcgill.ca/eventsbookings/apply/

Alcohol Permit Administration 3645 Durocher

(east side between Sherbrooke & Milton)

Dana Gonciarz 398-7687 dana.gonciarz@mcgill.ca Debbie Yacoulis 398-5433 debbie.yacoulis@mcgill.ca

Alan Charade 398-1473 alan.charade@mcgill.ca

SIX (6) STEPS TO FOLLOW AND WHY?

1- Letter of authorization

In order to ensure that we all handle alcohol appropriately, in a legal and responsible manner, the Alcohol Permit Administration office will issue a Letter of Authorization to your group.

This office is the University’s official representative regarding alcohol on campus and pre-approves requests to host an event on McGill property where alcohol will be served or sold.

This approval requires input from Building Directors, Security, Risk Management, Fire & Safety and Facilities Management as a minimum and takes time...

2 -McGill Office of Planning and Institutional Analysis- Outdoor Events

The McGill Planning Office oversees all exterior space on campus,(Three Bares, Lower East and West fields), and must approve any use of this space. McGill Hospitality will seek their approval on your behalf upon receipt of a booking request

3- McGill Security

McGill Hospitality will seek Security’s pre-approval on your behalf upon receipt of a booking request.

Once you have obtained the letter of authorization from the Alcohol Permit Administration office, you must then obtain Security’s final approval by presenting the letter to the Security office, located on the ground floor of the Ferrier Building, 840 Doctor Penfield Avenue.

- For and indoor event, Security will sign this same letter as their approval. - For an outdoor event, Security will give you an additional letter.

The above approvals are necessary for the next step…

4- SPVM (Service de Police de la ville de Montreal)

With required McGill approvals in hand, you will visit the Police at Station 20 located at 951 William St. to obtain their approval before applying for a liquor permit at the RACJ ( La Régie des alcools etc.)

5- Visit the Régie des alcools, des courses et des jeux(RACJ) to obtain a Reunion Permit

With appropriate approvals already in hand, you must apply for the actual liquor permit at the RACJ offices, located at 1 Notre Dame St. E. This must be done at least:

- Fifteen (15) days before the date of the event for an indoor venue- Thirty (30) days before the date of the event for an outdoor venue

6 – Qualified trained servers

McGill policy requires that a minimum of 1 (one) event coordinator and all event servers be registered as having attended Server Training as administered by the First-Year Office's Leadership Training Program in partnership with McGill Security.

When submitting your request for an event with alcohol to McGill Hospitality a list of trained servers is made available to you.

Server Training workshops are offered on a regular basis so that, as required by McGill’s Alcohol Policy, all organizers of on-campus events involving alcohol may receive the training they require to have their events approved.

To view upcoming Server Training workshops visit the First-Year Office website at:

www.mcgill.ca/first year/leadershiptraining/servertraining

NOW, YOU HAVE THE REUNION PERMIT !!

Once the permit is received, a copy must be given to the Alcohol Permit Administration office.

It is your legal obligation to ensure that the original permit is visibly posted beside the bar at the event.

The RACJ rules and regulations and submission deadline regarding Reunion Permits may be found at:

http://www.racj.gouv.qc.ca/documents/formulaires/anglais/Demande_permis_reunion2005_en.pdf

KEY CONSIDERATIONS

There is a cost to obtain a Reunion Permit and it is payable directly to the RACJ.

You and other event organizers must be prepared to abide by the Educalcool guidelines relating to the responsible hosting of alcohol related events.

You may download a PDF copy of these guidelines by going to:

http://www.educalcool.qc.ca/en/publications/host/index.html

Abiding by these guidelines is a prerequisite to receiving approval for your event.

Now you know what to do and how to do it…

You can submit a request to book your event with alcohol by going to:

http://www.mcgill.ca/eventsbookings/apply/