Chapter 26 – Alcoholic Beverage Service Guidelines and Procedures for The University of Iowa

(Amended 5/12)

26.1 General Policy

(Amended 5/12)
  1. The basic policy of the University with respect to the service of alcoholic beverages is to restrict use to a secondary position in programmed activities. Alcoholic beverages are regarded as a social amenity related to educational, cultural, and recreational programs, and the sale of such beverages will be confined to this purpose.
  2. The provisions listed below govern the service of alcoholic beverages on campus under the direction and control of the University Dining (UD), which is under the oversight of University Housing and Dining.
  3. As space is available, individuals or groups may schedule food events with alcoholic beverage service in accordance with the regulations in this policy. Such groups must use the UD services for this purpose as provided in V-26.2c

26.2 General Conditions

(Amended 5/12)
  1. All service will be within the limits set forth in the alcoholic beverages license.
  2. All service will be in accordance with the rules and regulations of the University.
  3. All beverage service (alcoholic and non-alcoholic) will be supplied by UD. The dispensing and control of alcoholic beverages are the responsibility of UD.
  4. University Dining reserves the right to limit the total attendance in a room and the quantity of alcoholic beverage to be provided (based on the estimated number in attendance, the length of the event, and the general behavior of those attending).
  5. There should be no reference to alcohol in advertising for the activity.
  6. Events at which liquor (that is, distilled spirits other than beer and wine) is served are closed to the public. Only beer and/or wine may be served at events open to the public. Such events may be held in facilities designated. This policy (V-26.3b) is authorized by the Vice President for Student Life. Alcoholic beverages for public consumption are limited in a designated facility (see V-26.3b).
  7. Service is available daily (including Sundays). Liquor service and beer/wine service are not generally available before noon and will end one-half hour prior to the close of an event.
  8. Students and others must be 21 years of age or older to consume alcoholic beverages in accordance with state law and provisions in the Policies and Regulations Affecting Students and this policy.
  9. Appropriate monitoring to assure that alcoholic beverage consumers are of legal age will take place at all events where alcoholic beverages are served and is the responsibility of UD. University Dining reserves the right to provide usher(s) at a cost to the sponsoring organization whenever restricted access is required, admissions is charged, or the estimated attendance is 100 or over.
  10. It is illegal for any State of Iowa liquor licensee, which includes UD, to accept free alcoholic beverages from any outside source. A distributor may donate funds directly to sponsoring organizations only. These organizations are then responsible for full payment of any charges incurred. University Dining charges will include the cost of the requested item(s) plus additional fees to cover indirect costs of operation, such as: use of equipment, labor (set up and/or clean up service), cups, and administrative overhead. 

26.3 Services Available through University Dining (UD)

(Amended 5/12)
  1. Liquor Service at Non-Public Events.
    1. Cash Bar. Liquor service by the means of a cash bar must be for a closed group, either by invitation or advance ticket or as part of a closed scheduled food event. Sufficient stock will be provided for the time specified for the event based on attendance estimates made by the sponsoring organization. Additional stock may be provided at the discretion of the UD administrator on duty. 
    2. Hosted Bar. Liquor service by the means of a hosted bar must be for a closed group, either by invitation or advance ticket or as part of a closed scheduled food event. Beverage type, quantity, price, minimum guarantee in sales, and estimated attendance must be agreed upon and confirmed in writing as least two weeks prior to the event. Increases in quantity during the event must be approved by UD administration and the representative of the group making the original arrangements.
  2. Beer/Wine Service for Public Events. The sale or service of alcoholic beverages at events open to the public is restricted to beer/wine and restricted to the following spaces: Iowa Memorial Union, Hancher Auditorium, Museum of Art, Alumni Center, University Theatres, University Hospital Solarium, University Libraries, Obermann Center, Carver-Hawkeye Arena, Kinnick Stadium Brechler Press Box, and other appropriate locations, for single events, with prior approval of the Vice President for Student Life. Such sale may be made by either cash bar or hosted bar. The following regulations must be observed:
    1. The event must be sponsored by a recognized student organization or University department or organization.
    2. Beer/wine will be provided only by UD, under the terms of this policy.
    3. Service of beer/wine will be restricted to those programs where food and drink are a social amenity to the program.
    4. Money collected from the sale of all beverages and food sold must be deposited to a University account through UD.
    5. Entrance to an event will be monitored in ways appropriate to the type of event. Proof of age will be required for entry. Consumption of beer/wine is restricted to designated areas. An admission ticket will not entitle a patron to unlimited beer/wine.
    6. The sponsoring organization must pay the cost of ushers, ticket takers, or special staff assistance necessary to assure proper safeguards with respect to the sale of alcoholic beverages to minors and to public safety.
    7. Reasonable food for the occasion and non-alcoholic beverage alternatives must be available.
  3. Beer/Wine Service for All Events in Academic Buildings.
    1. General Policy. No sale of alcoholic beverages is permitted in academic buildings. Service of alcoholic beverages in academic buildings is restricted to the service of beer/wine and is permitted only after approval by the Vice President for Student Life.

      Service of alcoholic beverages in academic buildings will not be permitted in connection with events to be open to students. For example, service of alcoholic beverages in an academic building may be permitted for a reception by the dean for developmental activities but not for a reception in connection with a public lecture. In the case of a public lecture, any reception involving the service of alcoholic beverages may be held at the locations listed in V-26.3b above, where protocols for the assurance of compliance with laws on use of alcoholic beverages by minors and for the assurance of public safety are in place.
    2. Regulations. The following regulations must be observed, in addition to the General Conditions found in V-26.2 above.
      1. The event must be sponsored by the Dean of the College having use and control of the academic building.
      2. Wine/beer will be provided only by UD under the terms of this policy.
      3. Service of wine/beer will be approved in circumstances where food and drink are a social amenity to the program.
      4. The college requesting approval for service of beer/wine must designate a room in the building in which such functions are to be held. Approval will not be granted for service of beer/wine in rooms other than the rooms designated by the colleges.
      5. Entrance to designated rooms will be monitored in ways appropriate to the type of event. Consumption of beer/wine is restricted to the designated room.
      6. The college must pay the cost of ushers or other special staff, if necessary, to assure proper safeguards with respect to the service of alcohol to minors and public safety.
      7. Reasonable food for the occasion and non-alcoholic beverage alternatives must be available.
  4. Rules for residence halls. Rules governing the service or consumption of alcoholic beverages in residence halls are found in the Residence Halls Guidebook