Tailgate Event Registration Form - Fraternity and Sorority Life

IMPORTANT NOTE ABOUT SUBMITTING THIS FORM

There was a recent security vulnerability that was exposed for websites using PHP, so we’ve had to put some preventative measures in place to increase security. Any form that requires an upload (like this form) will only be able to be submitted by users who have a campus IP address or who are using Global Protect.

This means to successfully register a submit this form – you’ll need to be on campus Wi-Fi or using

Global Protect : https://apps.colostate.edu/globalprotect

Unfamiliar with Global Protect? Learn more here: https://it.csusystem.edu/hr-global-protect/

"*" indicates required fields

Due Date

This form is due by 5 p.m. two business days prior to the event. For example, tailgate events on Friday, Saturday, or Sunday, must be registered by 5 p.m. the Wednesday 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 risk management officer responsible.

What do I need to upload for this form?

You must submit a guest list for this event to be confirmed. For tailgates, this guest list will be submitted after the event.

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

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*

Start Time*

Note: Tailgate events can begin no more than four hours prior to the start of the football game (kick off).

End Time*

Note: Tailgate events must end no later than 30 minutes prior to the start of the football game (kick off).

General Event Description (including theme, if relevant)

Please upload a copy of your event flyer (if applicable)

Accepted file types: jpg, gif, png, pdf, Max. file size: 31 MB.

Number of Attendees

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
co-sponsored events	1:1 or 10 additional guests per chapter, whichever is larger	With this BYOB Form

Number of Chapter Members Attending*

Guests of Members Attending*

Total Number of Chapter Members and Guests Attending*

Location

Is your event at a...*

Residential House

Official Chapter House

On Campus in an Official Tailgate Location

Other

Name of Location*

Address*

Street Address City State

Host Phone Number(s) for Location. Please include contact names if available.*

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

If you are hosting your tailgate in the official student tailgate lot (Moby Auxiliary), you will need to ensure you register with ASCSU to secure space. You can complete that registration at https://csurams.com/sports/2021/8/11/student-tailgate.aspx?id=5769

Food and Non-Alcoholic Beverages

Chapter must provide free food, free water, and non-alcoholic beverages to attendees. Please list the food and non-alcoholic beverages available below.*

Event Security

My event is held off campus and will have more than 35 people in attendance and therefore requires private security.*

If hiring security, please indicate which option you are using.*

Name of Security Company*

Security company must be licensed and bonded. Verification of services will be conducted.

Website or Listing of Security Company (for verification)*

Security Company Proof of Insurance*

Max. file size: 31 MB.

How many security personnel are required for your event?*

Events with 35 of less attendees (members and guests) do not require security. Events with 36-100 attendees require the hiring of one security guard. Events with 101-250 attendees require the hiring of two security guards. Events larger than 250-400 attendees require the hiring of three security guards. Events over 400 people require the hiring of four security guards.

Entrance

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

ID check by event staff upon entrance of student tailgating lot and highlighted by chapter member on guest list.

ID check by chapter member at entrance and highlighted on guest list.

Other

How will the verification of legal drinking age be accomplished at the entrance?*

Check by chapter member at entrance and wristband provided.

Check by chapter member at entrance and non-transferable hand stamp provided.

Other

Sober Event Monitors

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	Number of Sober Monitors
1-50	3
51-75	4
76-100	5
101-125	6
126-150	7
151-175	8
176-200	9
201-225	10
226-250	11
251-275	12
276-300	13
301-325	14
326-350	15
351-400	16
401-425	17
426-450	18
451-475	19
476-500	20

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 event monitors' names and ages who will be present on behalf of your chapter. Please put each sober monitor on a separate line.*

Who is responsible for matching IDs to the guest list?*

Who is responsible for monitoring the bar/alcohol distribution center?*

Bartenders

Bartenders do not serve alcohol, but monitor the alcohol brought by event attendees. In the case that a chapter is hosting a third-party vendor tailgate event, they can list the company of the hired bartenders that will be serving alcohol here.

Please submit each of the bartenders' names and ages. Bartenders must be over the legal drinking age.*

Registering with Off-Campus Life

Registering an event with Off-Campus Life is not required, although recommended for any off-campus tailgates. For information about the benefits of the program, please visit http://ocl.colostate.edu/party-registration.

Verification & Contact Information

Individuals listed here may be contacted during the event in case of an urgent need or emergency. Please ensure individuals listed here are prepared to be a contact.

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.

Accepted file types: pdf, xls, xlsx, doc, docx, Max. file size: 31 MB.

Please note that for tailgates a guest list is due within 24 hours after the event as guest lists for tailgates change during the event from what is originally submitted. A chapter can upload a file of the guest list or include a link to an online guest list below that will be downloaded and saved (so should be final when submitted).

Guest List Submission Link

This link should provide information about who is on the guest list not the link to collect guest list information.