Procedure 5.18.2 Approval Check List for Events Involving Alcoholic Beverages or 3.2% Malt Liquor

NAME/DESCRIPTION OF EVENT:

(Include type of alcohol to be served):

MnSCU INSTITUTION CONTACT PERSON:

Name:

Title:

Address:

Telephone:

SPONSOR RESPONSIBLE PERSON:

Name:

Title:

Address:

Telephone:

DISPENSING of BEVERAGES:
Indicate who will dispense the beverages and how that person/group will be paid. (See instructions under "How Liquor is Dispensed" for assistance.)

INSURANCE PROVIDED:

Name of Company:

Name of Agent/Agency:

Coverage Limits:

LICENSE REQUIRED BY MUNICIPALITY?

If so, has it been secured?

In whose name is the license issued?

A review of the following information and completion of the approval form is essential prior to approval of an event at which alcoholic beverages or 3.2 malt liquor will be served.

MnSCU INSTITUTION: Indicate on which campus the event will be held.

NAME/DESCRIPTION OF EVENT: Indicate the name of the event (if there is one, e.g. A Founders Club Banquet or University Spring Fling.) Give a brief description of what the event actually is and what its purpose is. Since the law is different for types of beverages being served,
the type of beverage should also be indicated. See the glossary of terms below for guidance.

DATE AND TIME OF EVENT: self explanatory.

SPONSOR OF EVENT: Indicate if there is some campus club or group, local community organization, or other group that the actual promoter of the event. This should be the group, organization or individual that is organizing the event.

HOW LIQUOR IS DISPENSED: It is important to identify who will dispense the beverages and how that person/group will be paid. If the event is catered and the college or university only provides the location, then the state host liquor coverage will defend the institution in the event a claim is brought against it.

LOCATION OF EVENT: Indicate where on campus the event is to be held. If this is an off-campus event (albeit sponsored by the institution), also indicate the off-campus location.

MnSCU INSTITUTION CONTACT PERSON: This should be the individual the chancellor or others can go to for specific information about the event. This will be the primary contact person for information at the campus.

SPONSOR RESPONSIBLE PERSON: This should be the primary contact person in the group or organization that is sponsoring the event. This may or may not be a State employee.

INSURANCE PROVIDED: This insurance information is extremely important. At a minimum, insurance up to the statutory limits must be provided. [Per Minn. Stat. 3.736, Subd. 4, the minimum coverage shall be $300,000 per individual/$1,000,000 per incident tort coverage]
The state is not insured for public liability or dram shop (liquor event) liability. This insurance must be purchased by the event sponsor. If the sponsor is a State agency (other than MnSCU), the insurance must be purchased through the Risk Management Division per Minn. Stat. 16B.85. If a MnSCU institution (per Minn. Stat. 15.38, Subd. 3) is the sponsor, the insurance must be purchased either on the local market or by arrangement through the Department of Administration Division of Risk Management (Phil Blue, 651-296-1001 or Marlys Williams, 651-296-5412). The institution
must first attempt to have the sponsoring organization purchase the insurance for the institution. If the sponsor already has insurance, then the institution, MnSCU and the state of Minnesota must be added as an insured on the sponsor's policy. (For example, frequently a group such as the local Jaycees or Lions will host the event, and they usually already have this kind of insurance.) If the institution purchases its own insurance coverage, it must do so out of non-general fund money.

The current state requirements are for general liability coverage in an amount no less than$300,000 per individual and $1,000,000 per occurrence. Pursuant to M.S. 3.736, Subd. 4, these are the maximums for which the state can be sued if there is no insurance and for which it, MnSCU, and the institution must be protected.

LICENSE INFORMATION: Most municipalities require a license for events where alcohol or 3.2 percent malt liquor beverages are being sold. There may be other local restrictions on the service of alcohol as well. The institution and/or sponsor must check with the local authorities in order to determine if the contemplated event is one that requires some type of license.

SOURCE OF FUNDING: As noted above, no state money may be used to purchase, serve, or underwrite the sale or service of alcoholic beverages or 3.2 percent malt liquor. This includes state general fund, and grant funds. The Attorney General has always considered student activity funds to be "state money" even though the expenditure of these funds for this purpose does not go through the state treasury. Spending should generally be limited to donated or foundation money. Please call for guidance on specific questions. If there is a cash bar or the beverages are included in the price of the ticket, the school should not become involved in the financial transaction. Contributions by the foundation or a business should be separate transactions and not a part of the liquor event.

The Attorney General has also advised that payment or donations to an event where alcohol service is incidental to or part of a meal is also covered by state law relating to liquor (Chapter 340A).