Policies and Procedures

Conducting Chapter Events at Muhlenberg College

Definition of a Chapter Event For the purposes of defining a Chapter Event, an activity shall be deemed to be a chapter event if a reasonable person examining the totality of the event would conclude that it was related to the chapter. Chapter events may include, but are not limited to, meetings, ceremonies, retreats, banquets, conferences, conventions, pledge activities, social functions, fundraisers and community service projects.  Factors to be used in making a determination of whether activities are related to the chapter include: the nature and purpose of the event, the involvement of the chapter in planning, organizing, promoting and/or financing the event, the location of the event, and who was invited to and who attended the event.

Types of Chapter  Events

If your planned event does not easily fit into one of the descriptions below, discuss the event with the Director of Greek Affairs. Remember, if you can answer “yes,” to any of the preceding questions, your chapter could be held liable for the event.

1. Brotherhood/Sisterhood: Restricted to active members only.

2. Open: Must be non-alcoholic. Open to all Muhlenberg College students and their registered guests over the age of 18.

3. Invitation (Guest List): restricted to members, chapter alumni/ae and invited guests where the number of alumni/ae and/or guests exceeds the number of chapter members. Any alumni/ae or guest must be on a guest list with the total number of invited guests in attendance to these functions being the lesser of the following:

1. The chapter members and no more than 2 guests per member or,

2. The occupancy limit established by the Allentown City Fire Marshall.

4. Private (Date parties): limited to chapter members and their guests. Any guest must be on a guest list with the total number of guests not to exceed the number of chapter members.

5. Closed (Inter-chapter mixers): restricted to the members of one fraternity and one sorority, with a combined membership not to exceed 150, with no additional guests allowed. Closed events with alcohol may not be held in fraternity houses (per National Panhellenic Conference policy).  Closed events with alcohol must be at a third party vendor location.

6. Recruitment: activities held during the recruitment or intake periods or activities held at any time where the primary purpose is membership recruitment. No alcoholic beverages can be present at recruitment events regardless of location. Recruitment periods will be set by the Inter-Fraternity and Panhellenic Councils.

Required Procedures for Chapter Events

1. Registration: All chapter events, with the exception of brotherhood/sisterhood events occurring in chapter or Muhlenberg College facilities, must be registered with the Office of Greek Affairs. The sponsoring chapter must complete and return a Chapter Event Registration Form (CERF), available in the Office of Greek Affairs, at least five (5) academic days before the event. This means the preceding Friday for a Friday night event and the preceding Monday for a Saturday night event.

1. The individual completing the form must be a member of the sponsoring organization. If alcohol will be present at the event, the Event Contact Person listed must be at least 21 years of age.

2. The completion of the appropriate Chapter Event Registration Form is in addition to any other forms required to obtain the use of College facilities (FRRF), vehicles, media services, or dining services. Brotherhood or Sisterhood chapter events which occur on chapter or College property do not require registration with the Office of Greek Affairs. The chapter may still need to complete a College Facility Reservation Request Form (FRRF) in order to use campus space outside of the chapter house.

3. The Director of Greek Affairs or his/her designee must sign the registration form before any advertising of the event or distribution of invitations.

4. Registration of the event does not constitute College approval of such events. Any activity that is determined to be a chapter event that has not been properly registered will be considered an unregistered chapter event and will be subject to disciplinary review through the Muhlenberg College Judicial Process.

5. If you have more non-members in a chapter or College-owned facility than the table below identifies, and you have not registered a chapter event, you are hosting an unregistered chapter event and are in violation of the Chapter Event Policy.

6. The Dean of Students or his/her designee, the Director of the Seegers Union, and the College’s Risk Manager have the authority to decline registering activities that may pose unreasonable risk of violations of the College’s Social Code for the sponsor(s) or other members of our community.

2. Guest List: For events identified as Invitation or Private, the event sponsor is required to prepare an Event Invitation List. The list should include the names of all invited guests as well as whether the guest is a student or non-student. The list must be submitted to the Office of Campus Safety at least 2 hours prior to the start of the event. If the event is being held off-campus, the Event Invitation List may be used to satisfy requirement 5.a. listed below provided that both chapter members and their guests are appropriately listed.

3. National Policies: When applicable, a copy of each sponsoring chapter’s National Risk Management Policy should accompany the completed Chapter Event Registration Form. If the event includes alcohol, the chapter should provide a copy of the national organization’s social event registration form.

4. Event Monitors: Event monitors must be listed on the Chapter Event Registration Form. Event monitors are charged with regulating chapter events and maintaining the risk management policy of the chapter(s) involved.

5. Off-campus Events: The Event Contact Person is responsible for providing the following information to the Department of Campus Safety prior to departure from campus:

   1. A complete list (members and guests) with the printed names of all individuals traveling as a group (perhaps in a commercial van or bus).

   2. A complete list of individuals that are not traveling with the group to the destination.

   3. Full list of individuals not returning to campus with the group along with a completed trip waiver form for each.

A chapter's national organization may require that all participants utilize third-party transportation in some instances. Be sure to consult the national risk management policy.

6. Third Party Facilities: If the chapter event is being held at a facility not owned by the chapter or the College, a copy of the facility contract (the College should not be listed as the sponsoring group!) should be included with the Chapter Event Registration Form.  The chapter should confirm with their national as to which officers/members are authorized to sign contracts. Such officers/members should include their title when signing any contracts.

7. Campus Safety: For registered events occurring in chapter-owned facilities, Campus Safety has the right to ensure that all policies are in full force if provided probable cause. Probable cause is defined as:

1. Loud music or other noise in excess of acceptable levels emanating from the location of the event.

2. An investigation into an incident involving the consumption of alcohol that requires identification of the source or provider.

3. A documented report or claim from a member of the community indicating that inappropriate behavior is occurring within the event facility.

4. Response to a request for assistance, fire or smoke alarms, or any other call of an emergency nature.

Campus Safety always has the right to ensure policy compliance in facilities owned by the College.

Guidelines for the Service of Alcohol at Chapter Events

1. Chapter events held in College-owned facilities must adhere to the guidelines printed in the Student Policy and Information Guide under Appendix Three: Requirements for Events that Include Alcohol in Campus Facilities.

2. Chapter events held in third party facilities must adhere to the chapter’s national risk management policy. In practically all cases, the national headquarters requires the use of a third party vendor for alcohol service.

3. Chapter events held in chapter-owned facilities at which alcohol will be present must comply with the following guidelines:

1. Length of Events: An event with alcohol may last a maximum of four (4) hours. Sponsoring groups are permitted to register more than one event with alcohol on a given date. However, there must be a break between events of at least 90 minutes, and the total amount of time a group can sponsor events with alcohol on a given date is eight (8) cumulative hours. The availability of alcohol must cease one half-hour (30 minutes) before the event's designated ending time.

2. Security:  A copy of each sponsoring chapter's National Risk Management Policy must accompany the completed Chapter Event Registration Form. The policy should clearly state how the chapter will be managing the risks associated with the service of alcohol and the monitoring of guests' consumption.

3. Food and Non-alcoholic Beverages: The sponsoring chapter is responsible for providing appealing and adequate food and non-alcoholic beverages for the duration of the event.

4. Types and Amounts of Alcohol: Alcoholic drinks must be limited to beer, wine, or wine coolers in quantities appropriate for personal consumption. Hard liquor and mixed drinks are prohibited.

Policy Coverage

No policy can cover all possible situations that may arise. When this policy is not specific in a certain point, sponsoring chapters are to conduct their activities in the spirit of social responsibility embodied in this policy and their national risk management policy. Sponsoring chapters in violation of this policy's intent will be subject to review by the Dean of Student’s Office.

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