Appendix II – Rotman School of Management Alcohol Policy and Guidelines

Rotman Alcohol Policy and Guidelines:

Event Planning Standards for Staff, Student Groups and GBC Leaders

Only recognized RSM staff and student groups may organize School-wide events and conferences in the name of the Rotman School of Management.

Student leaders must participate in the Office of Student Experience (formerly PSO) managed event planning approval process [Event Booking Request via the HUB] in order to gain approval for major conferences or events, on or off campus.

ALCOHOL POLICY

All members of the University community should be aware of the requirements of Ontario laws concerning the consumption, possession and sale of alcoholic beverages. It is the intent of the School, through this Alcohol Policy, to provide for the legal, safe and responsible consumption of alcoholic beverages at student-sponsored events and to raise awareness of the Liquor Licence Act.  The University expects each member of the community to be responsible for their own conduct and for the consequences of that conduct.

Failure to comply with the Liquor License Act can result in penalties, including substantial fines and the suspension or revocation of liquor licences privileges, not just for the Rotman School of Management, but for the entire campus.  As such, all events hosted under the Rotman School of Management name are subject to Event Planning standards.

On-campus Events

By having a liquor license – and an Alcohol Policy – the University of Toronto takes on certain responsibility for on-campus events, which are:

  • A requirement that all alcohol served be purchased through the licensee, Campus Beverage Services Department (CBS)
  • A requirement that events where alcohol is served meet applicable criteria such as: occupancy limits, acceptable physical conditions of the space, availability of non-alcoholic beverages and food throughout the entire event.
  • A requirement that service staff be trained under the University’s own Server Training program and;
  • A requirement that controls be in place to ensure that persons not legally entitled to consume alcohol (intoxicated persons, or persons under the age of 19) do not do so

In addition to the Rotman Event Planning Approval Process Guidelines, an approved Campus Beverage Service application is required for all on-campus events at which alcohol will be served.  CBS applications must be submitted a minimum of two (2) weeks prior to the event date for approval by CBS.  Notification of alcohol at events must be pre-planned and coordinated with Building Operations and Client Services team, at time of room booking, to ensure compliance with CBS guidelines (furniture, space set up, etc. will be considered).  CBS will only authorize forms if the guidelines of the Event Planning Approval Process are satisfied.

The sole allowable reference to the consumption or service of alcohol on promotional items, such as posters or email, is the information that the event is licensed.

The consumption of alcohol shall not be the focal point of the event.

Sufficient non-alcoholic beverages must be available for consumption.  Further, appropriate quantities of food must be served at all such events.  Food must be available for the entire period of the event that alcohol is being served.

Campus Beverage Service staff are required for all on-campus bartending, organized by CBS.

For student clubs and GBC events, an “Open Bar” situation is limited to, at most, two hours over the course of the event, and is limited to the service of wine, champagne and beer.  Wine and/or champagne with dinner is acceptable.  Student Event Organizers are advised to consider either tickets or cash bar options for the remainder of the event. Exceptions are made at the discretion of the Dean’s Office (TBD) or the Director, Program Services (as designated by the Dean’s Office).

A ratio of one designated staff member or Student Event Organizer per 50 event participants is recommended to be onsite for the duration of the event. Designated staff members or Student Event Organizers will not consume alcohol and are responsible for liaising with Campus Beverage Services staff as appropriate.

Off-campus Events

All Rotman School of Management events that involve alcohol for student-related events require the approval of the Dean’s Office and/or the Managing Director or their designate.  All other on-campus RSM events require the approval of the Program Coordinator, Experience and Events (as designated by the Dean’s Office).

Off-campus events bearing the Rotman School of Management/University of Toronto logo are required to adhere to School protocols, whether or not alcohol will be served, or available for purchase.

For events in which alcohol will be available, the off-campus event space proprietor or designate is expected to have a valid liquor licence, where appropriate and unless it is to be held in a location for which the provision of alcohol does not require such a licence.

The sole allowable reference to the consumption or service of alcohol on promotional items, such as posters or email, is the information that the event is licensed.

Sufficient non-alcoholic beverages must be available for consumption.  Further, appropriate quantities of food must be served at all such events. Food must be available for the entire period of the event that alcohol is being served.

The consumption of alcohol shall not be the focal point of the event, except with respect to particular events (for example and without limitation, a Wine Society event) that have previously obtained the approval of the Rotman school.  In such cases the event must still follow Rotman alcohol guidelines which include providing non-alcoholic drinks and appropriate quantities of food available.

One designated staff member or Student Event Organizer must be onsite for the duration of the off-campus event declaring responsibility for the oversight of the event.  Designated Student Event Organizers will remain sober and are responsible for monitoring guests and liaising with off-campus event space proprietor or designate as appropriate.  A designated staff member is only required for off site events where the event is hosted by the program.

An “Open Bar” situation is limited to, at most, two hours over the course of the event (i.e. pre-dinner cocktails), and is limited to the service of wine, champagne and beer.  Wine and/or champagne with dinner is acceptable.  Staff and Student Event Organizers are advised to consider either tickets or cash bar options for the remainder of the event. Exceptions are made at the discretion of the Dean’s Office or the Managing Director, Program Services or their designate.

For non-student related events held off-campus or abroad, the Event Organizer must use discretion and take responsibility for careful management of the event.

Staff and Student Event Organizers are responsible for advising all guests at off-campus events of options to travel home safely (i.e. taxi cab numbers, subway/Go Train late night schedules, nearby hotels etc.).

If, during the course of an event, the Event Organizer(s) cannot or will not abide by the agreed upon regulations, the Rotman School of Management and/or the University and/or Proprietor may either modify the structure of the event or bring the event to an immediate close.

Consumption and Storage of Alcohol at the Rotman School

In addition to the information above, it must be clearly understood that alcohol consumption at the School outside of licenced events is strictly prohibited.   Alcohol should not be brought into the school unless arranged through CBS.

The Liquor Licence Act clearly indicates that no person shall have or consume alcohol in any place other than a licensed event.  Any special arrangements must be reviewed and arranged through CBS.

Alcohol to be served at licenced facilities and events must be purchased in accordance with the Liquor Licence Act.  All orders for alcohol to be served at licensed events must be placed through the licence holder, CBS.

The storage of alcohol is illegal under the Liquor License Act as any alcohol in a licensed area must be purchased on the license, CBS.  All alcohol must be purchased on the license or it is considered illegal. However, if alcohol is leaving the premise in a sealed gift bag and given to the recipient at the end of the event, celebration or conference, then this would be acceptable.  Any storage of alcohol for short periods of time must be approved by CBS.  Any gifts received by our community should be removed at soon as is convenient.

The Rotman School will not accept any deliveries from LCBO to direct individuals, all deliveries will be rejected.

Any persons or group found in non-compliance of this policy will be reported to the Dean and/or Program Office where further action will be taken.

Gifts

The University of Toronto policy prohibits the gift of alcohol.  Please refer to the UT policy Our Policies | Campus Beverage Services | University of Toronto (utoronto.ca)