Third Party Event Vendor Registration

"*" indicates required fields

Due Date

Registration with the Third Party Vendor form must be completed and submitted by 5 p.m. four business days prior to the event with accompanying documentation and signatures. For example, a form submitted for an event on Friday, Saturday, or Sunday must be registered by 5 p.m. the Monday prior.

I Have Questions about the Policy!

The Fraternity and Sorority Joint Risk Management Policy which identifies many components of alcoholic events can be found under our Community Policies page. If there are additional questions which are not addressed, please email your council officer responsible for risk management.

What do I need to upload for this form?

You will need to upload the third party vendor's certificate of insurance, and for all events barring a date dash or fundraiser, you must upload a guest list. Previously received and non-expired certificates of insurance for some third party venues can be found on the social event registration webpage. You may check that page to see if the venue for your event is listed for easier access to the insurance certificate.

Terms of Registration Form

The chapter will make certain that all applicable federal, state, province, county, city, and Colorado State University laws and policies, as well as the Fraternity & Sorority Joint Policy on Risk Management and their (Inter)National organization risk management policies and procedures are enforced. The chapter understands that the chapter is required to regulate the behavior of all individuals in attendance during the event. The chapter understands that failure to abide by all terms of this agreement and all event policies and regulations may result in disciplinary action. The chapter understands that a chapter cannot host/participate in this event without full completion of this registration form and emailed confirmation by their respective governing council

Your Name*

First Last

Email*

Council*

Interfraternity Council (IFC)

Multicultural Greek Council (MGC)

National Pan-Hellenic Council (NPHC)

Panhellenic Association (PHA)

Professional Fraternity Council (PFC)

Chapter*

Other Co-Sponsoring/ Participating Chapters*

Event Information

Date of Event*

MM slash DD slash YYYY

Start Time*

Hours

Minutes

AM/PM

End Time*

Hours

Minutes

AM/PM

Is this event a...*

Guest Social - includes events where there is one host chapter and invited guests (inclusive of parents and families, alumni, or dates).

Co-Sponsored Social - includes events with multiple chapters participating and a limit of 10 invited non-member guests per chapter.

Fundraiser - a social event held at a third party vendor for the purpose of raising funds.

Guest Social

Co-Sponsored Social

Fundraiser

General Event Description (include theme)*

Number of Attendees

Information for date socials, co-sponsored socials, and and date dashes.

Chapter Size/ Event Type Maximum Member to Guest Ratio Guest List Submission Date

< 15 Members 1:6 With this BYOB Form

> 15 Members 1:3 With this BYOB Form

Information for fundraisers.

Event Size Required Security Guards Required Sober Monitors

0-100 1 3-5

101-250 2 5-11

250-400 3 11-17

above 400 4 follow requirements

Number of Chapter Members Attending*

Guests of Guests Attending*

Total Number of Chapter Members and Guests Attending*

Location

A sample Third Party Vendor Agreement can be utilized to assist in communication with the venue to ensure all chapter needs and expectations are met. The agreement can be found on the event registration home page and the Risk Management & Harm Reduction Resources Page.

Is your event at a...*

Licensed Liquor Establishment

Other

Name of Location*

Address of Event*
Street Address City State

Host Phone Number(s) for Location*

Location Capacity (must be equal or larger than the total number of attendees from all participating chapters)*

Entrance Details

How will the verification of event attendees on the guest list be accomplished at the entrance?*

Fundraising Event or Date Dash (guest list built on site)

ID Check by Chapter Member at Entrance and Highlighted on Guest List

Other

How will the verification of event attendees being above legal drinking age be accomplished at the entrance?*

ID check by hired employees of the third party vendor at entrance and wristbands provided.

ID check by hired employee of the third party vendor at entrance and non-transferable hand stamp provided.

Other

Sober Event Monitors & Security

There should be at least three sober event monitors at any event where alcohol is present. For events with over 50 attendees, an additional sober event monitor should be present per each additional 25 attendees. The grid below provides an example. The pattern provided continues indefinitely. Please ensure you appropriately identify the number of sober monitors needed at your event.

Event Size	Required Security Guards	Required Sober Monitors
0-100	1	3-5
101-250	2	5-11
250-400	3	11-17
above 400	4	follow requirements

Sober Monitor Training
I understand
Chapters are expected to provide training to sober event monitors to ensure members acting in this capacity are prepared to serve in the role and knowledgeable of expectations, processes, resources, and contacts. Please indicate your agreement and understanding of this expectation. Sober monitor guidance and training resources and templates are provided on the fraternity and sorority website at https://fsl.colostate.edu/resources/risk-management-harm-reduction-resources/.

Please submit each of the sober monitors' names and ages who will be present on behalf of your chapter.*
Full Name
Age

Who is responsible for matching IDs to the guest list?
First Last

Who is responsible for checking IDs for legal drinking age?
First Last

Who is responsible for monitoring the bar?
First Last

Food & Non-Alcoholic Beverages

As it relates to food...*

Chapter will provide food free to attendees.

Members will purchase food from the third party vendor.

As it relates to beverages...*

The chapter will provide alternative non-alcoholic beverages and water free to attendees.

Members will purchase alternative beverages from the third party vendor and water will be provided for free.

What are the food and beverages options available to attendees?*

Verification & Contact Information

By submitting this form, the chapter president, risk management officer, and social chair agree, to the best of your knowledge, that all information submitted is accurate.*
True; all submitted information is accurate

Chapter President Name*
First Last

Chapter President Phone*

Chapter President Email*

Risk Manager Name*
First Last

Risk Manager Phone*

Risk Manager Email*

Event Planner/ Social Chair Name*
First Last

Event Planner/ Social Chair Phone*

Event Planner/ Social Chair Email*

Please upload your guest list (unless a date dash or fundraiser).
Accepted file types: doc, docx, pdf, xls, xlsx, Max. file size: 31 MB.

Please upload the third party vendor's insurance.*
Accepted file types: doc, docx, pdf, xls, xlsx, jpg, jpef, gif, png, Max. file size: 31 MB.
All third party vendor events require proof that the venue has insurance, submitted as a certificate of insurance. Current examples can be found on the main social event registration page.