Policies and Procedures - 704G Athletic Events: Alcohol Consumption & Tailgating

Under circumstances permissible by state statutes and regulations of the Alcoholic Beverage Control Commission, official university academic and administrative units and specified university affiliated organizations (KU Endowment Association, KU Alumni Association, KU Memorial Unions, Kansas Athletics, Inc., KU Center for Research, Inc., KUMC Research Institute, KU Center for Technology Commercialization, University of Kansas Physicians, Inc., and all professional practice foundations at KUMC) may serve alcoholic liquor or permit consumption of alcoholic liquor in designated non-classroom areas on the university campus in connection with approved official university events and/or fundraising activities for university programs.

Consumption or service of alcoholic liquor may be approved only for campus events that are related to legitimate functions of the university. Such events may not be of a commercial nature, and only members of the sponsoring organizations and their invited guests may participate. Alcohol liquor may be served or consumed only at (1) luncheons, dinners or receptions of the university in honor of certain individuals; (2) in connection with official university events; or (3) in connection with fundraising activities for university programs; or (4) other events approved by the chancellor or designee as in furtherance of the university mission.

1. 1. Serving Alcoholic Liquor at Approved University Events and LocationsThe following guidelines will be observed in serving alcoholic liquor at approved university events and locations (except that the Regulations Governing the Use of Alcoholic Liquor in Allen Fieldhouse, Anderson Family Football Complex, and Anschutz Sports Pavilion shall govern service in those areas, the Regulations Governing the Use of Alcoholic Liquor in the Scholarship Suites and the Touchdown Club at Memorial Stadium, during home football game events, including the annual spring football game, shall govern the use of alcoholic liquor in all Scholarship Suites, the Touchdown Club, and in designated parking areas, and the Regulations Governing the Use of Alcoholic Liquor in Hoglund Ballpark shall govern for that facility):
      1. The KU Memorial Unions (Union) shall hold a liquor license and shall be responsible for all alcoholic liquor service at those Lawrence campus-approved locations listed in I.H.
      2. Alcoholic liquor service at all other approved university locations such as the Edwards Campus and the KUMC campuses shall be by an external caterer licensed to serve alcohol (external caterer).
      3. No sale of alcoholic liquor to individuals is permitted.
      4. At all times, the serving of alcoholic liquor on any university campus will be in compliance with the Kansas Liquor Control Act.
      5. All events on any university campus at which alcoholic liquor will be served or consumed must be approved by the chancellor or designee: the provost and executive vice chancellor, KUL (provost), or the executive vice chancellor, KUMC (EVC). A university unit or affiliated organization wishing to serve alcoholic liquor on campus must submit a detailed plan to the provost or the EVC for review and approval prior to any public announcement, but in no case less than three weeks before the event. For campus-wide and athletic events, the provost or the EVC shall recommend to the chancellor whether the event should be approved.
      6. The Union shall be the exclusive licensed caterer of alcoholic liquor on the Lawrence campus; external caterers licensed to serve alcohol shall provide alcoholic liquor service at other approved university locations. The Union or external caterer shall provide all qualified personnel necessary for and have full control over dispensing alcoholic liquor at approved events. The Union or external caterer shall furnish, for a fee, all alcoholic liquor, setups and services needed. The Union or external caterer will adhere to the following definitions and regulations in its capacity as the licensed caterer of alcoholic liquor:
         1. The terms used herein shall have the following meanings:
            1. Events, as used in this policy, shall mean prearranged functions not advertised to the general public and limited in attendance to members of the sponsoring organization(s) and their guests.
            2. Members — shall mean the basic makeup of the sponsoring organization.
            3. Guests — shall mean the individuals specifically invited by the sponsoring university organization to attend the event.
         2. The length of pre-dinner alcoholic beverage service shall be determined between the sponsoring organization and the Union or external caterer licensed to serve alcohol. A service period of between one hour and an hour and a half is advised.
         3. It shall be a responsibility of the Union or, for events not occurring on the Lawrence campus, of the university sponsor or host, to designate those areas in approved buildings that have appropriate and adequate facilities for the service of alcoholic beverages and for control of the patrons to be served.
         4. No alcoholic beverages other than those served by the staff of the Union or the external caterer may be dispensed.
         5. Members and guests of the sponsoring organization may not carry alcoholic beverages outside the area in which they are being served.
         6. The Union or external caterer reserves the right to refuse alcoholic beverage service to any individual under the age of twenty-one or who appears to be intoxicated. Staff members in charge shall have this authority.
      7. Alcoholic liquor shall be defined as those beverages containing alcohol, including beer, wine, spirits, etc. Nonalcoholic beverages and food must be provided at all events where alcoholic liquor is served.
      8. Use of alcoholic liquor is permitted only for approved events held in Allen Field House (Booth Family Hall of Athletics, Donor Suites, and Naismith Room), Anderson Family Football Complex (Chancellor’s Lounge, Wagnon Family Room and Gridiron Room), Anschutz Sports Pavilion, Armitage Education Center at the Kansas Biological Survey Field Station, the Art and Design Gallery, Baehr Center (1120 W. 11^thStreet), Bioscience & Technology Business Center (first floor lobby), Continuing Education Building (Commons and Patio areas), Eaton Hall (Carl Locke Atrium and Zimmerman Adam Dean’s Suite), Edwards Campus (designated areas), Green Hall (Rice Room), Hall Center for the Humanities, International House (704 W. 12^th Street), the Kansas and Burge Unions, Kansas Geological Survey (Moore, Parker, and Hambleton Halls), Lied Center, Lippincott Hall, Max Kade Center, M2SEC Engineering Building (atrium, Transportation Research Institute Conference Room #535, and roof terrace), Multidisciplinary Research Building, Murphy Hall, Museum of Natural History, Robert J. Dole Institute of Politics, School of Pharmacy (2010 Becker Drive, Room 2040, the adjacent lobby/atrium, and outdoor south patio garden), Spencer Museum of Art, Spencer Research Library, Spooner Hall, Shankel Structural Biology Center, Stauffer Flint Hall (Richard C. Clarkson Gallery), Summerfield Hall (School of Business Placement Center), Wagnon Student Athlete Center (upper lobby, second floor; Dolph Simons Media Center) and Watson Library (west end, third floor. Use of alcoholic liquor also is permitted for approved events in all Scholarship Suites, including the Diamond Club Suite at Hoglund Ballpark, and the Touchdown Club, or home football games (Memorial Stadium and designated parking areas, in accordance with the following specific regulations for those locations).
      9. Use of alcoholic liquor on the Edwards Campus is permitted only for approved events held in the following designated areas: Regents Center building—third-floor conference room, library, and second-floor vestibule area; Regnier Hall—administrative suite, executive conference room, hospitality room, main foyer (when classes are not in session), and second floor mezzanine area; BEST building—conference center, conference room (room 315), and main and east foyers.
      10. Use of alcoholic liquor at KUMC and its associated off-campus units is permitted as follows:
          Kansas City:
          • Beller Conference Center
          • Clendening Foyer (does not include Clendening Amphitheater)
          • Executive Vice Chancellor’s Suite, including the H. Edward Phillips Conference Room (2^nd floor, Murphy Hall)
          • Fairway Auditorium and Ancillary Reception Area (KU Clinical Research Center Building)
          • Francisco Lounge
          • Hixson Atrium
          • KHF Atrium
          • KU Endowment, Conference Room 307 (Room 3038)
          • KU Endowment, Conference Room 308 (Room 3033)
          • Landon Center Atrium
          • Murphy Lobby
          • School of Nursing Atrium
          • Stoland Lounge (Student Center Building)
          • Sutherland Institute
          • Varnes Conference Center.

          Wichita:

          • Meadowlark Room
          • Sunflower Room
          • Wichita Esplanade
          • West Atrium
      11. Alcoholic liquor service shall be limited to the hours of 10:30 a.m. until midnight daily, unless events require an earlier start.

1. 2. Regulations Governing the Use of Alcoholic Liquor in Allen Fieldhouse, Anderson Family Football Complex, Anschutz Sports Pavilion, and Wagnon Student Athlete CenterAlcoholic liquor will not be served, used, consumed, possessed, or permitted in Allen Field House, Anderson Family Football Complex, Anschutz Sports Pavilion, or Wagnon Student Athlete Center except in accordance with the following policy:
      1. Alcoholic liquor is permitted only in the Booth Family Hall of Athletics, Donor Atrium, and Naismith Room, Allen Fieldhouse; Chancellor’s Lounge, Wagnon Family Room and Gridiron Room, Anderson Family Football Complex; the Anschutz Sports Pavilion; upper lobby, second floor and Dolph Simons Media Room, Wagon Student Athlete Center.
      2. Alcoholic liquor may be consumed in these facilities only in association with athletic events or other events approved by the chancellor.
      3. Alcoholic liquor may be brought into these areas by Kansas Athletics, Inc. (KAI) for consumption during designated periods associated with approved events and may be consumed only by members and invited guests.
      4. The Union shall provide qualified personnel necessary for, and shall have full control over, dispensing alcoholic liquor at approved events in these facilities. The Union will adhere to the following definitions and regulations in its capacity as the licensed caterer of alcoholic liquor:
         1. The terms used herein shall have the following meanings:
            1. Events shall mean prearranged functions not advertised to the general public and limited in attendance to members of KAI or other sponsoring organization and their guests.
            2. Members — shall mean the basic makeup of the sponsoring organization.
            3. Guests — shall mean the individuals specifically invited by the sponsoring organization to attend the event.
         2. The length of alcoholic beverage service shall be determined between KAI and the Union. A service period of between one hour and an hour and a half is advised.
         3. It shall be a responsibility of the Union to designate those areas in approved buildings that have appropriate and adequate facilities for the service of alcoholic beverages and for control of the patrons to be served.
         4. No alcoholic beverages other than those served by the staff of the Union may be dispensed.
         5. Members and guests may not carry alcoholic beverages outside the area in which they are being served.
         6. The Union reserves the right to refuse alcoholic beverage service to any individual under the age of twenty-one or who appears to be intoxicated. Staff members in charge shall have this authority.
      5. No sale of alcoholic liquor to individuals is permitted.
      6. At all times, the serving of alcoholic liquor will be in compliance with the Kansas Liquor Control Act.
      7. All events at which alcoholic liquor will be served must be approved by the chancellor. Kansas Athletics, Inc. will submit a detailed plan to the provost for review prior to any public announcement, but in no case less than three weeks before the event. The provost shall recommend to the chancellor whether the event should be approved.
      8. Alcoholic liquor shall be defined as those beverages containing alcohol, including beer, wine, spirits, etc. Nonalcoholic beverages and food must be provided at all events where alcoholic liquor is served.
      9. Alcoholic liquor service shall be limited to the hours of 10:30 a.m. until midnight daily.

1. 3. Regulations Governing the Use of Alcoholic Liquor in the Scholarship Suites and in the Touchdown Club of Memorial Stadium and during Home Football GamesAlcoholic liquor will not be served, used, consumed, possessed or permitted near the premises or in Memorial Stadium except in accordance with the following policy:
      1. The only locations in which alcoholic liquor is permitted in Memorial Stadium are in the Scholarship Suites and in the Touchdown Club, located in a designated and controlled access covered seating area in the south end zone.
      2. The only time that alcoholic liquor may be consumed in the Scholarship Suites and in the Touchdown Club is on home game days for the university’s intercollegiate football team, during the period commencing two hours prior to kickoff, and ending two hours after the end of the football game (or one and a half hours after the game if the game begins later than 5 p.m.) The chancellor, upon recommendation by the provost, may approve exceptions to this time limitation, but requests for exceptions must be made in writing not later than three weeks prior to the event and will not be deemed approved unless written approval is granted prior to the event.The chancellor, upon recommendation by the provost, may approve written requests by Kansas Athletics, Inc. (Athletics) to allow consumption of alcoholic liquor in the Scholarship Suites at other athletic related events, but such approval will be subject to all conditions specified in the approval by the chancellor.
      3. Alcoholic liquor to be consumed in the Scholarship Suites shall not be brought into Memorial Stadium and the Scholarship Suites on game days. The only time alcoholic liquor may be brought into the Scholarship Suites is during a designated period of time for stocking the bars in the suites or during a time arranged by the suite holder and Athletics personnel. Athletics shall be responsible for advising the suite holders of the time during which they may stock their bars. Alcohol to be consumed in the Scholarship Suites shall be brought into the suite by the suite holder or his/her designee. The suite holder or his/her designee may serve alcohol in the suites. Alcohol shall not be consumed in the Scholarship Suites during the designated periods for stocking the bars.Alcohol to be consumed in the Touchdown Club shall only be brought into the Club by the Athletics-approved personnel or caterer on game days. Caterers or Athletics-approved personnel will remove all alcoholic beverages two hours after the conclusion of a football game (or one and a half hours after the game if the game begins later than 5 p.m.). Private persons will not be allowed to bring alcoholic beverages into or out of the Touchdown Club or to serve alcoholic beverages in the Touchdown Club at any time. Private persons in the Touchdown Club will be served beverages brought into the club by the Athletics-approved personnel or caterer.If anyone attempts to bring alcoholic liquor into Memorial Stadium at any time other than the designated times, it will be confiscated and disposed of.
      4. Athletics, suite holders, and their guests in the Scholarship Suites and in the Touchdown Club shall be responsible for ensuring compliance with this policy and all applicable laws and regulations governing consumption of alcoholic liquors, including but not limited to all laws governing age of consumption of alcoholic liquors.
      5. Each suite holder shall provide liability insurance and name Kansas Athletics, Inc., the University of Kansas, the Board of Regents and the State of Kansas as additional insureds. Such policy shall provide full liquor legal liability insurance coverage up to $1,000,000.
      6. Sale of alcoholic liquor in the Scholarship Suites and in the Touchdown Club is prohibited.
      7. Food and non-alcoholic beverages must be available in each suite during any times in which alcoholic liquor is available for consumption. Food and non-alcoholic beverages will be available in the Touchdown Club at all times alcoholic beverages are served in the Club.
      8. The only people permitted to consume alcoholic liquor in the Scholarship Suites and in the Touchdown Club are those people who are of lawful age for such consumption and who possess a pass or ticket to sit in the Scholarship Suites or in the Touchdown Club.
      9. After the last home football game, each suite holder will be responsible for removing all alcoholic liquors. No alcoholic liquor will be stored in the Scholarship Suites or at any other site in the Stadium or on campus, at any time other than during the football season. Athletics will provide to the suite holders locked cabinets in which they may store their alcoholic liquor during the football season. As a condition of being permitted to use a Scholarship Suite, each suite holder must agree that the State of Kansas, the Board of Regents, the University of Kansas, and Athletics will bear no responsibility for loss of any alcoholic liquor the suite holder chooses to store in the suite.Suite holders will be required to remove all alcoholic liquor from their suites during the time period required by Athletics following the final home football game of the season. Athletics shall be responsible for removing and disposing of any alcoholic liquor remaining in any suite after the conclusion of the removal period following the last home football game of the season.
      10. Consistent with the following requirements, alcoholic beverages may be consumed during tailgating activities at home football games during the three hours preceding kick-off and during half-time in designated parking areas and in designated areas on the Campanile Hill. Not later than 30 minutes following kick-off, consumption of alcoholic beverages will end. Consumption during half-time will end 15 minutes following the second half kick-off; no further consumption will be permitted. Remaining beverages will be transported off-campus following the end of the game. Alcoholic beverages will not be consumed in areas outside those designated by this policy. Sale of alcoholic beverages will be prohibited. Containers of a capacity in excess of one gallon will not be permitted. The legal drinking age of 21 years will be enforced, and individuals consuming alcoholic beverages at tailgates will be responsible for their conduct and that of their guests. Food and non-alcoholic beverages must be available at any location where alcoholic beverages are consumed. Consumption of alcohol in conjunction with tailgate activities will be permitted in lots 1, 2, 3 (excluding the canopy and other designated areas), 33, 34, 36, 39, 50, 52, 53, 54, 55, 56, 57, 58, 59, 60, 61, 62, 65, 72, 90, 91, 94, 96, and 130, in the Mississippi Street Parking Garage, and in the School of Pharmacy lobby/atrium and outdoor south patio area, as well as in designated areas. No cooking is permitted in the parking garages. Consumption of alcohol will not be permitted on city streets, including Mississippi, Fambrough Drive, Maine, and 11th Streets. No tailgating is permitted in the war memorials (Korean War Memorial, Vietnam Veterans Memorial, and the WW II Memorial Campanile and surrounding plaza).

1. 4. Regulations Governing the Use of Alcoholic Liquor in Hoglund BallparkAlcoholic liquor will not be served, used, consumed, possessed or permitted near or in Hoglund Ballpark except in accordance with the following policy:
      1. The only location in which alcoholic liquor is permitted in Hoglund Ballpark is in the Diamond Club Suite at Hoglund Ballpark.
      2. The only time that alcoholic liquor may be consumed in the Diamond Club Suite is on home game days for the university’s intercollegiate baseball team, during the period commencing two hours prior to game, and ending two hours after the end of the game (or one and a half hours after the game if the game begins later than 5 p.m.) The chancellor, upon recommendation by the provost, may approve exceptions to this time limitation, but requests for exceptions must be made in writing not later than two weeks prior to the event and will not be deemed approved unless written approval is granted prior to the event.The chancellor, upon recommendation by the provost, may approve written requests by Kansas Athletics, Inc. (Athletics) to allow consumption of alcoholic liquor in the Diamond Club Suites at other athletic related events, but such approval will be subject to all conditions specified in the approval by the chancellor.
      3. Alcoholic liquor to be consumed in the Diamond Club Suite shall not be brought into Hoglund Ballpark and the Diamond Club Suite on game days. Athletics shall designate a time for alcoholic liquor to be brought into the suite. Alcohol shall not be consumed in the Diamond Club Suite during the designated time for stocking the bar.
      4. Athletics and their guests in the Diamond Club Suite shall be responsible for ensuring compliance with this policy and all applicable laws and regulations governing consumption of alcoholic liquors, including but not limited to all laws governing age of consumption of alcoholic liquors.
      5. Sale of alcoholic liquor in the Diamond Club Suite is prohibited.
      6. Food and non-alcoholic beverages must be available during any times in which alcoholic liquor is available for consumption.
      7. The only people permitted to consume alcoholic liquor in the Scholarship Suite are those people who are of lawful age for such consumption and who possess a pass or ticket to sit in the Diamond Club Suite.
      8. After the last home game, Athletics will remove all alcoholic liquors. No alcoholic liquor will be stored in the Diamond Club Suite or at any other site in the ballpark at any time other than during the baseball season.
      9. Should Athletics license the Diamond Club Suite, the suite holder shall provide liability insurance and name Kansas Athletics, Inc., the University of Kansas, the Board of Regents and the State of Kansas as additional insureds. Such policy shall provide full liquor legal liability insurance coverage up to $1,000,000.

1. 5. Regulations Governing the Use of Alcoholic Liquor in DeBruce CenterAlcoholic liquor will not be served, used, consumed, possessed or permitted near or in DeBruce Center except in accordance with the following policy:
      1. Alcoholic liquor is permitted and may be served on the DeBruce Center premises under the conditions outlined below.
      2. The length of beverage service shall be determined between the host organization and the KU Memorial Unions (Union) staff. A service period of one and one half hour is advised. Alcoholic liquor service is available from 10:30 am until midnight daily.The chancellor, upon recommendation by the provost, may approve written requests by employees of KU or KU’s affiliated corporations to allow consumption of alcoholic liquor in the DeBruce Center. Such approval will be subject to all conditions specified in the approval by the chancellor. Events that may be considered by the chancellor for alcoholic liquor service approval must be University, state, or community related events. These include events held for KU affiliated groups or entities sponsored by University departments, alumni or club membership groups, and civic, cultural, business organizations, or individuals representing Kansas constituents. Any external organization wishing to host in the DeBruce Center an event at which alcoholic liquor will be served must identify a University sponsor.
      3. Alcoholic liquor to be consumed at the DeBruce Center shall be provided solely through the KU Memorial Unions (Union).
      4. KU Memorial Unions staff will provide and pour all alcoholic liquor to be consumed at the DeBruce Center and will be responsible for ensuring compliance with this policy and all applicable laws and regulations governing consumption of alcoholic liquors, including but not limited to all laws governing age of consumption of alcoholic liquors.
      5. Sale of alcoholic liquor by the drink at the DeBruce Center is prohibited.
      6. Non-alcoholic beverages and food must be provided at all events where alcoholic liquor is served.
      7. Alcoholic liquor in the DeBruce Center may be consumed only by those who are of lawful age for such consumption and who are members of the organization holding the event and their invited guests.
      8. The KU Memorial Unions shall provide liability insurance and name the University of Kansas, the Board of Regents and the State of Kansas as additional insureds. Such policy shall provide full liquor legal liability insurance coverage up to $1,000,000.

6. Penalties for noncomplianceFailure to comply with this policy or any law governing the consumption of alcoholic liquor will result in loss of the privileges granted under this policy.