UM Employees and Students, please read the below information before submitting this form

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 submitted 7 working days in advance to event.

FAQ:

• 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.