INSTRUCTION:    VIMS I-0400

SUBJECT:    Special Events

DATE:

CANCELLATION:

ATTACHMENTS:

1.Event Setup Form

2.Rates

3.Scheduling Request for Private Party Where Alcohol Will be Present or Served

4.Policy for the Service & Consumption of Alcoholic Beverages

5.ABC Instructions & Application for Banquet License

6.Liability Release Form

7.AV Request Form

PURPOSE:

The purpose of Instruction “VIMS I-0400" is to ensure the convener(s) of a special event at 

SMS/VIMS is aware of the regulations to follow and the responsibilities when hosting such an

event.

ACTION:

1.The following responsibilities and duties are designated to ensure success of events at

SMS/VIMS:

1.Organizational Responsibilities

1.Dean/Director -Approves use of Institute facilities.Authorizes

alcoholic beverages on Institute grounds.

2.Convener - Provides all necessary information to Special Events Coordinator on Event Setup Form.Arranges catering, morning

pastries, soft drinks and other similar incidentals desired.Picks

up keys required from Facilities Management staff.Arranges for

transportation.Responsible for compliance with VIMS Instruction 

I-0006A concerning Alcoholic Beverages and Controlled Drugs.

1.Charges: The convener shall designate an account to charge for the

event.These charges (Attachment B) will include but are not

limited to all requests on the Event Setup Form.Events

authorized as “Institutional Events” by the Dean/Director or

his designee shall be charged to the general fund account of the

convener.The Dean/Director or his designee may waive all

internal charges at his/her discretion.

2.Forms: The convener will complete the Event Setup

Form (Attachment A) on the VIMS Web Page.

3.Special Events Coordinator - Advises and recommends procedures/

logistics/protocol and assists in the implementation of plans

for campus-wide special events.Receives details of requests

from conveners (Attachment A); provides forms for serving of alcohol at

Campus events (Attachment C), assures compliance with

regulations and arranges TIPS classes for servers at events with

alcohol; and has Liability Release Forms.Provides a

weekly schedule of events to administrators.Schedules SMS

classes in appropriate rooms and provides schedule to the

registrar for publication.Provides forms (Attachment G) and authorized av operator for audio visual presentations and maintains av equipment.

4.Facilities Management - Provides keys to convener.Arranges local land

transportation and parking areas aligned for events.

5.Buildings and Grounds Supervisor - Arranges for security.Furnishes

outdoor grills and cookers for outdoor events.Cleans and prepares

areas to be utilized.Arranges for canopies, tables and chairs.Provides

coffee, ice chests, plasticware, etc. in accordance with request.Cleans

event area upon completion.

6.Vessel Operations Supervisor - Arranges vessel schedule and waterborne

activities as required.

7.Publications Center - Provides posters, signs, photographer, parking signs, and other visual aids required.

8.Public Relations Director - Provides media coverage as requested.

Oversees Docent Program training and tours at the Institute.

2.EFFECTIVE DATE:

This Instruction becomes effective on ___________________