Entertainment/Alcohol Request

UM Employees and Students, please read the below information before submitting this form. If you need help with filling out, submitting, or processing this form as a requestor or approver, please use the Quick Reference Guides (QRGs) in the attachments section of this page.

Entertainment is defined as meals, light refreshments, or an activity where the main purpose of the combined business and entertainment is to actively conduct university business in support of the university’s mission, and/or promote goodwill and donor cultivation with a general expectation of some benefit to the university.

UM’s Alcohol Approval Form is required for UM-sponsored events. The following will help you determine if your event is UM-sponsored:

  • If your event is being held on campus, it is UM-sponsored.
  • If the alcohol is being paid for by UM, it is UM-sponsored.
  • If your event is being promoted as a UM event, your event is UM-sponsored.

If the entertainment is less than $50 AND alcohol is NOT included in the entertainment, you do NOT need to complete this form for pre-approval. Entertainment CANNOT be approved after the event has occurred, so prior event dates will not be taken into consideration.

Form must be approved 7 working days in advance to event.

Important Deadlines:

  • Deadline for Processing Requests on Old Forms: October 11th, 2024
  • Deadline for Processing Requests Submitted Post-Event: October 18th, 2024
  • Deadline for Processing Requests Approved Post-Event: November 1st, 2024

Blanket Alcohol/Entertainment Requests:

“Blanket” forms that cover multiple dates/venues are allowed only under circumstances where events/venues scheduled for multiple dates are equivalent. For example:  Athletics is filing an alcohol form for multiple games where alcohol will be served at the same athletic venue by UM’s alcohol vendor of record; a blanket form for all games in a season will be approved. Example: a UM employee is travelling to another city for several days where multiple UM-sponsored meals at restaurants/bars/establishments with a liquor license will take place with contacts/donors/alumni and will potentially include alcohol consumption; a blanket alcohol form for the length of travel will be approved. Example: over the course of a couple weeks, a UM department will be interviewing several job candidates for an open position, and each interview will involve a dinner at a Missoula restaurant with a liquor license where alcohol potentially will be consumed; a blanket alcohol form for the duration of the interview process will be approved. The only difference between blanket alcohol and blanket entertainment approvals is the inclusion of alcohol.


When will “blanket” alcohol/entertainment requests be denied?

Blanket alcohol/entertainment requests will be denied when venues/timeline/circumstances are varied. For example: a UM Dean/Director/Dept. Head conducts networking/fundraising at a variety of venues/locations/dates throughout the semester; should this individual submit a “blanket” alcohol/entertainment request form that covers any event a Dean/Director/Dept. Head might possibly host throughout a semester? No. Blanket alcohol/entertainment forms will be denied. Disparate events must be applied for individually.

FAQ:

  • Who should I input for each role on the form?
    • Responsible Person: The person responsible for overseeing the event; point of contact for event.
    • Responsible Person's Supervisor: The supervisor of the responsible person of the event.
    • Research and Sponsored Programs Approver: The individual in charge of approving your particular grant index.
    • President’s Designee: The Dean or Cabinet Member of the Department/Group that the event is put on by.
  • I just received an email to approve a new request, but I am unable to access the request in Team Dynamix. Why?
    • Answer: You must interact with a ticket before you have access to it. Since you will not have immediate access to the ticket when initially approving it, we have adjusted the automated emails so that they include all pertinent details to the approver. The approver simply needs to reply to the email with a statement of approval or denial, and the response will be recorded in Team Dynamix.
  • Why are there blank responses in the details of my approval emails? Example: Responsible Person field is blank.
    • Answer: Some fields in this form are contingent on previous responses for redundancy purposes. Using our example, the Responsible Person field is contingent on whether or not the Responsible Person is also the Requestor. If the Responsible Person is the Requestor, the Responsible Person field will appear with no response on an approver's email approval.
      • As an approver, if you believe a field is missing or has misinformation, please make us aware of this in your emailed approval or rejection of the request.
  • Why did I receive multiple emails for the same request?
    • Answer: You most likely have been input into two or more approval roles on the request. You only need to give one approval per request. You may also receive multiple emails for the same request if you have not responded to your initial request. Sometimes, in these scenarios, the Entertainment/Alcohol Group will resend an email for approval.
  • I am having trouble navigating this form and its tracking process. Are there any resources to guide me through this?
    • Answer: Please utilize our Quick Reference Guides (QRGs) for requestors and approvers. These can be found in the attachments section of this page, and also beneath the link to the Entertainment/Alcohol Request on the Business Services - Forms page.
  • I am a Dean/Dept. Chair/Director/Manager/Faculty member, and I want to host an off-campus event for my UM college/department/unit/colleagues/students/staff. Is this a UM-sponsored event subject to the requirements below?
    • Answer: Probably, but not necessarily. If you are willing to pay for the alcohol, and you are willing to personally accept all associated liability, and your informal event is purely voluntary as opposed to a work-related requirement, then you could be hosting a personal get-together for university acquaintances rather than an official UM-sponsored event. Only you can determine the nature of your event.

Please note:  UM’s Alcohol Policy dictates that these are the ONLY four options for alcohol service at UM-sponsored events. Because neither UM nor the State of Montana is covered by liquor liability insurance, alcohol is not allowed at BYO-style events, self-service potlucks, or any other event that does not meet one of the following criteria:

  1. The event will be held on campus, and arrangements will be made with UM Catering to procure the services of UM’s contracted alcohol caterer.
  2. The event will be held off campus at a restaurant, bar, or venue that has a liquor license and liquor liability insurance.
  3. The event will be held off campus, and alcohol will be provided and served by a caterer with a liquor license and liquor liability insurance.
  4. The event will be held off campus, and special events liability insurance with liquor liability coverage will be procured through the Office of Risk Management (average cost per event is $400-$500; minimum two-week notice needed for this option). Alcohol will be served by TIPS-certified individuals.