Policies on Alcohol at Jacobs (or Any On-Campus Venue)

Below are the policies and procedures for holding an On-Campus event with alcohol. If you have any questions, please email groupeventsupport@kellogg.northwestern.edu or see the Club Coordinator in the Student Affairs Office (RM 104).
 

Policies

1. Process to have alcohol at the Jacobs Center (or any other On-Campus Venue)

Open/Close
Please Note: All the alcohol for an event must be either purchased or donated. Never both at the same time.

Purchasing Alcohol

All alcohol served on-campus (beer and wine only) must be ordered through a licensed catering company and served by licensed bartenders. Students are never permitted to bring any alcohol into Jacobs or any other on-campus building.

Your best option is to order directly through Kafe Kellogg for events at the Jacobs Center. Their pricing is on par with every other company that has enough insurance to serve here, and as a bonus-there is no need to submit to Student Affairs for pre-approval of Kafe Kellogg orders. For info on how to order through Kafe Kellogg see #3 on this main FAQ page below or follow this link  "Ordering through Kafe Kellogg".

For events at on-campus locations other than the Jacobs Center, you will want to work with your contact there to hire Sodexo Catering, which is NU's preferred catering provider.


Donated Alcohol
Sometimes a company will offer to donate alcohol to your event (tasting, or larger donations). Please note that you should never solicit companies for donations of alcohol. No tax credit will be given for donations that serve as marketing for the donating company.

As all alcohol must be brought into the building and served by licensed bartenders, your group will need to hire either Service is Us or Food for Thought to provide bartenders. You can find their information on the pre-contracted vendors  section of the site.

Here are the steps to set this up:

Step 1: Select which company will be providing your bartenders, and work with them to reserve the time-slot and staff.  

Step 2: Fill out and submit an Event Planning Form, along with any documents or contracts that require a signature to
              groupeventsupport@kellogg.northwestern.edu for event approval.

Step 3: Once approval is granted, connect your contact at the donating company to your contact at the bar-tending company to
              arrange delivery and the hand-off of the alcohol. This must be done as only the hired licensed  bartenders are
              permitted to bring alcohol into the building.

If you have any more questions, please reach out to groupeventsupport@kellogg.northwestern.edu.



2. Can students purchase alcohol and bring it into the Jacobs Center or any other on-campus location?

Open/Close
No, all alcohol must be purchased through Kafe Kellogg (Kellogg's Caterer), Sodexo (NU's Caterer) or another licensed catering company. Please note that all alcohol must be purchased through the same company that provides the bartenders.

If you use Kafe Kellogg (see #3 below) or Sodexo, you will not need to submit an Event Planning Form for pre-approval. However, if you use any other licensed caterer you will need to submit for approval as they are considered outside vendors. If you have any questions, please contact groupeventsupport@kellogg.northwestern.edu or see the Club Coordinator in the Student Affairs Office (RM 104).

3. Ordering alcohol through Kafe Kellogg

Open/Close
To place an alcohol order with Kafe Kellogg contact Mike Keys at m-keys@kellogg.northwestern.edu

You may also reach him by phone at 847-467-4175

Is there a Beer List?
There is not a specific list of available products, but we are working with a catering company that can get most beers and wines. As long as there is notice, there should not be a problem getting any rare or unique types of beer and wine.

How will my club be charged?
Kafe Kellogg will send an invoice to your group through Catertrax- you will not be charged at this time. The invoice should be given to Maggie Cong-huyen to pay the invoice.

4. Leftover alcohol

Open/Close
If there is alcohol left over from an event, students cannot take the alcohol with them or keep the leftovers. The bartending company is liable for all the alcohol they bring in and serve so whatever is leftover will go back with them. We know it is hard to figure out how much alcohol a group will drink, but we cannot be liable for any alcohol that leaves this building in the wrong hands.

5. Wristbands

Open/Close
Bartenders will be checking ID’s at all alcohol events and will give out wristbands to those who are of age and part of the event.

If your group wants to have a registration table to check people into an event, that is fine for entry, but wristbands must be given out by the bartenders only. You will need to work out another system to identify people that have already checked in versus not.

6. Hard Alcohol is prohibited at on-campus events

Open/Close
Events at Jacobs can serve beer and wine only. Any drink above the average wine's alcohol content is prohibited at all on-campus events. Sake, because of its varying alcohol content is also prohibited.

7. Donated alcohol (Tastings, etc.)

Open/Close
Please Note: All the alcohol for an event must be either purchased or donated. Never both at the same time.

Sometimes a company will offer to donate alcohol to your event (tasting, or larger donations). Please note that you should never solicit companies for donations of alcohol. No tax credit will be given for donations that serve as marketing for the donating company.

As all alcohol must be brought into the building and served by licensed bartenders, your group will need to hire either Service is Us or Food for Thought to provide bartenders. You can find their information on the pre-contracted vendors  section of the site.

Here are the steps to set this up:

Step 1: Select which company will be providing your bartenders, and work with them to reserve the time-slot and staff.  

Step 2: Fill out and submit an Event Planning Form, along with any documents or contracts that require a signature to
              groupeventsupport@kellogg.northwestern.edu for event approval.

Step 3: Once approval is granted, connect your contact at the donating company to your contact at the bar-tending company to
              arrange delivery and the hand-off of the alcohol. This must be done as only the hired licensed  bartenders are
              permitted to bring alcohol into the building.

If you have any more questions, please reach out to groupeventsupport@kellogg.northwestern.edu or see the Club Coordinator in the Student Affairs Office (RM 104).


8. Can we use our own outside catering company?

Open/Close
Yes, but we advise against this as the approval process for on-campus catering companies is very stringent. That is why we have a list of pre-approved vendors (including Kafe Kellogg and Sodexo) that have already been vetted to serve on-campus.

If you choose to bring in your own catering company, they must be a licensed distributor and server of alcohol. You must also do the following a minimum of 20 business days in advance of the event:

1. Fill out the "Event Planning Form" located on the previous page.
2. Submit this form as an attachment to groupeventsupport@kellogg.northwestern.edu

The caterer will be evaluated and you will be notified if they have been approved to serve at your event. If you have any questions please email groupeventsupport@kellogg.northwestern.edu or see the Club Coordinator in the Student Affairs Office (RM 104).

9. Outdoor events on-campus process

Open/Close

Each of these steps in important and should be done in the order below. You are responsible for completing each step.

2-4 Months Prior to Your Event

Step 1
: Request space at Norris Outdoors - Make sure to read the instructions carefully, especially the bit about the approval process.The "continue" button is at the bottom of the page.

Step 2
: Wait to receive approval for the space you requested from Norris Outdoors (approval timeframe discussed on submit site).

Step 3: Contact Mariellen Gibson or Carole Cahill to create an event work order.

Step 4: Obtain a sound permit from the City of Evanston if you will have music at your event (live band, DJ, etc.) - click here

1-2 Months Prior to Your Event

Step 5: If you intend to serve alcoholic beverages, contact Mike Keys in Kafe Kellogg (847-467-4175). If the alcohol is being donated contact groupeventsupport@kellogg.northwestern.edu for help hiring bartenders (Note: alcohol can purchased through Kafe Kellogg or donated by a company, but not both). Fencing will be required to define the event area. For this fencing contact Tim Spahn at Facilities Management .

Step 6: Contact Tim Spahn at Facilities Management to arrange for outdoor garbage receptacles.

Step 7: If electricity is needed, contact Facilities Management electrical shop
s-hayworth@northwestern.edu or j-mcdonagh@northwestern.edu.

Step 8: Notify Northwestern University police if security is required – 847-491-3456.

 

 

 

 

 

 

 

 

KSA Suggestion Box

Make your suggestions heard regarding life at Kellogg.