On-Campus Event Policies

The policies that apply to all on-campus events are listed below. If you have any questions or would like clarification on any of these policies, please reach out to the Club Coordinator at groupeventsupport@kellogg.northwestern.edu, (847) 467-1096, or in the Student Experience Center (Suite 1391).

Policies

1. Pre-approval is required for some on-campus events.

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If you will not be serving alcohol at your on-campus event, pre-approval is not required. Similarly, if alcohol will be purchased and served through Global Hub Catering or Northwestern Catering, pre-approval is not required, either.

However, if alcohol for your event will not be purchased from or served by our campus caterers (see "Serving purchased or donated alcohol on-campus," below), you are required to obtain pre-approval for your event. You can request event pre-approval by submitting an event pre-approval form at least 2 weeks in advance of your event date (and at least 3 weeks in advance if your event requires any contracts).

2. Serving purchased or donated alcohol on-campus

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Your club has two options when planning an on-campus event where alcohol (beer and wine only) will be served:
  • Your club can purchase alcohol from - and have it served by - Global Hub Catering (on campus or at the Global Hub) or Nothwestern Catering (outside of the Global Hub only)
We provide step-by-step instructions on how to move forward with either option right here.

3. Event contract policy (service providers and other vendors)

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If you plan on hiring any service provider for your event - a DJ, photographer, band, rental company, etc. - you must work with the Office of Student Life to obtain a signed contract for their service. Details on this process are located here, which you must begin at least 3 weeks in advance of your event. Please note that students are not permitted to sign contracts, and are not permitted to pay service providers themselves; the Club Coordinator will help you arrange for payment by University check. This process applies without exception - whether the service provider is an individual or an organization, and whether or not they provide you with their own contract.

If any other event vendor requires a contract, the same process and policies apply, and are available here.

4. Paying venues and vendors by your event date is your responsibility.

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Unless you have specifically made other arrangements with your vendor or venue, it is your responsibility to arrange for payment by the date of your event. Instructions to pay by University check are available hereindividual reimbursement is your other option, unless the vendor in question is a service provider or has issued a contract for the event charges.

5. Food is required at any event where alcohol is served.

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If alcohol will be served at your event, food must also be provided by the organizers. You're not required to buy every attendee a full meal, but something to eat must be made available for the duration of the event.

6. Hard alcohol is prohibited at on-campus events.

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Only beer and wine are permitted to be served during events at the Global Hub. Any drink whose alcohol content is higher than the average wine's is prohibited at all on-campus events; this includes sake because of its varying alcohol content.

7. Wristbands will be issued for all on-campus events where alcohol is served.

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The licensed bartenders serving alcohol must also check IDs and issue wristbands to the appropriate event attendees. Your group can certainly staff a registration table to check attendees into the event; however, wristbands may only be given out by the bartending staff. Please plan accordingly if you need another system to identify attendees who have already checked in.

8. Students are not permitted to bring their own alcohol into on-campus events.

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All alcohol must be purchased and served following the guidelines above.

9. Leftover alcohol cannot be taken home after an event.

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If there is alcohol left over after an event, students cannot take the extras with them. The caterer or staffing company is liable for all the alcohol they bring in and serve, so all leftovers must go back with them. Please work with your caterer to make appropriate estimates when ordering for your event.