Alcohol License Policy

Student Groups: any student group considering the service of alcohol at any event must first contact Student Activities & Leadership (SAL).

Introduction

The University requires that event sponsors and student groups wishing to offer alcoholic beverages at their programs and events, operate within state and local laws as provided by the Department of Alcohol and Beverage Control (ABC).

It is the policy of the University to maintain a drug-free workplace and campus. The workplace and campus are presumed to include all Stanford premises where the activities of the University are conducted. The unlawful manufacture, distribution, dispensation, possession and/or use of controlled substances or the unlawful possession, use, or distribution of alcohol without prior permission is prohibited on the Stanford campus, in the workplace or as part of any of the University's activities.

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The Purpose of Acquiring a License

• State and county authorities (i.e, the ABC) provide authorization licenses to serve alcohol in accordance with any and all applicable state and local laws, ordinances and regulations, including University policies and procedures.
• The service of alcohol on campus focuses on beer, wine, and champagne.
• When a Stanford sponsor obtains this license, the ABC is providing “special event” authorization to serve alcohol in an area or venue on campus that is otherwise unlicensed to serve alcohol on a regular basis.
• This license is in addition to the regular license that a beverage company or caterer may already have.
• The license you are obtaining grants permission not only for the service of alcohol but for the caterer/beverage company to serve in facilities or venues on the campus where alcohol is not normally served.
• From information received from Alcohol Beverage Control supervisors, a catering or beverage company license DOES NOT necessarily preclude the Stanford event sponsor from needing to obtain a license to serve alcohol at a Stanford campus event.
• If an event serving alcohol is being held at multiple locations, at various times, or on multiple days, permission to serve is required for EACH event location.

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When a License Is Required

If ANY one of the following conditions listed below exists, the event sponsor MUST obtain a license:

• A registration or attendance fee is being charged for the event and alcohol will be served at any point during that event.
• Alcohol is being sold directly to individuals during an event.
• The event is open to the general public instead of a closed, invitation-only event.

When a License Is NOT Required

No license or permit shall be required for the serving alcoholic beverages where all of the following conditions prevail:

• That there is no sale of an alcoholic beverage.
• That the premises are not open to the general public during the time alcoholic beverages are served, consumed or otherwise disposed of.
• That the premises are not maintained for the purpose of keeping, serving, consuming or otherwise disposing of alcoholic beverages.
  

Obtained from:
ABC Act and Related Statutes: Effective 2009.
From Chapter 3, Article 3. Rights and Obligations of Licensees 23399.1.

Please Note: At certain times and the discretion of the Office of Special Events & Protocol and the Department of Public Safety, an alcohol license may be required. If you have questions about this, please contact stanfordevents@stanford.edu.

 

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 How to Obtain a License to Serve Alcohol

Requests for further information and to obtain a license to serve alcohol at events must be submitted for review and approval by:

Departments, Institutes and Schools:

Office of Special Events & Protocol
724-1387
stanfordevents@stanford.edu

Student Groups:

Student Activities & Leadership (SAL)
723-2733
osaevents@stanford.edu

Three (3) Basic Steps to Obtain a License:

STEP ONE – Email Initial Request

• Please submit any requests at least three (3) weeks prior to the event to allow for timely review and processing.
• Once it has been determined that the event needs a license to serve alcohol, please email the following information about the event to the contact(s) listed above. Persons requesting the license must be at least 21 years of age and have recognized sponsorship authority or overall responsibility for the event.
• Please allow five (5) business days for processing the request you send to Office of Special Events & Protocol (OSEP):
  • Sponsoring department or organization name
  • Contact information of event sponsor or organization
  • Event Title
  • Event Theme and/or Purpose
  • Date(s)/Time(s)
    Please note: If an event is being held at multiple locations, at various times, or on multiple days, permission is required for each event. Please note the separate events in your written request to Office of Special Events & Protocol (OSEP).
  • Location(s)
    
  • A diagram of the location(s)/layout if being held outdoors
  • Fee being charged to attend event (amount)
  • Number of guests expected:
    • Stanford community (faculty, students, staff)
    • General Public
      
    • Students under the age of 21 years
  • Who will be responsible for serving alcohol
    Please Note: Self-service of alcohol IS NOT permitted during the event.
  • Name and Contact information of caterer or beverage company providing alcohol service (if applicable)
  • If caterer/beverage company serving alcohol, a copy of the caterer's alcoholic beverage license may also be required
    • Catering/beverage companies servicing alcohol are required to provide proof of insurance coverage in the form of a certificate of insurance
      
  • Confirmation that food will be served (e.g., hors d'oeuvres, lunch, dinner)
  • Confirmation that Equally Appealing Non-Alcoholic Beverages (EANAB's) will be served (list type(s))
  • If guests under 21 years of age will attend the event include a specific plan of how they and the service of alcohol will be monitored (e.g., wrist bands, ID checks, etc.)
  • Name, phone number and email address of the person designated to pick up the letter of approval from the Department of Public Safety. This person should be a lead member of the Stanford sponsoring group and over the age of 21 years

STEP TWO – Review and Approval of Request

• Office of Special Events & Protocol (OSEP) will review the request for a license and if approved, send a confirmation email to the requestor and an email to the Stanford Department of Public Safety confirming approval.
• At this point, the Stanford Department of Public Safety will then generate a formal letter of approval addressed to the Santa Clara County Office of Alcoholic Beverage Control.
• The Department of Public Safety will notify the contact person indicated in the initial request when an approval letter is ready to be picked up from their offices at: 711 Serra Street, phone: 723-9633.
  • Please allow for a minimum of five (5) business days for the letter to be prepared.
    
• PLEASE NOTE: The letter given to you by the Police Department by itself DOES NOT constitute permission to serve alcohol at your event.
• Final permission to serve alcohol during your event is determined by the ABC of Santa Clara County who will provide final licensing approval.

STEP THREE – Meeting with the ABC, Fees, & Final Paperwork

The Santa Clara County 
Alcohol Beverage Control (ABC) location:

100 Paseo de San Antonio, Room 119
San Jose, CA 95113

Phone: 408-277-1200

*You can apply by mail 10-30 days before the event with a cashier's check or money order but it may take longer to approve your request.*

The ABC is located between 2nd and 3rd Streets in downtown San Jose in the State of California Building. Google Map Directions from Stanford University Palm Drive

• The ABC advises that you to contact the office before going there to ensure that you have all the necessary documentation and know the appropriate fees that will be required.
• You will need to complete a Daily License Authorization (Form ABC – 221), also known as a “special event daily license.”
  • Instructions (pdf)
  • Special Daily License Appliaction Form (pdf)
• The office does not accept walk-ins after 2:30 p.m.
• Bring the following items with you to the San Jose office:

1. Your personal identification, the University approval letter(s), received from Stanford Department of Public Safety,
2. A money order or cashier’s check in the appropriate amount (ranges from $25.00 - $100.00 - call first to inquire. No credit cards accepted), and
3. A diagram of the location(s) if the event is being held outdoors.
4. Make a copy of the license and provide it to the Stanford Department of Public Safety upon your return so they can keep have it on file during your event.

PLEASE NOTE: The Stanford Event sponsor must have the license on hand during the event. Important Jurisdiction Notice: Only the ABC Offices in Santa Clara County are acknowledged approvers for alcoholic beverage licenses granted for events at Stanford. A permit obtained from the San Francisco or San Mateo County ABC offices will not be recognized as providing legal authorization as Stanford is in the County of Santa Clara.

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Other Policies and Guidelines

• In reviewing whether a permit to serve alcohol will be granted, the history of a group or event will be considered.
• Event Sponsor Requirements: Attendance at the event and during the entire period that alcohol is served is required of the Stanford sponsor in charge of the event.
• Violation of campus policies and rules may result in cancellation of the event and further disciplinary actions.
• Alcohol is not permitted to be served unless Equally Attractive Non-Alcoholic Beverages (EANAB's) and food is made available and are easily accessible throughout the event.

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Serving Guidelines

• Only persons over the age of 21 years may serve alcohol to attendees.
  
• Self-service of alcohol IS NOT permitted.
  
• If there will be attendees at the event who are under the age of 21 years, the Stanford event sponsor must have a plan in place to ensure that these guests will not be served alcohol, e.g., ID cards must be shown upon entering the venue and wristbands must be distributed.
  
• Anyone who looks to be under the influence of alcohol and unable to exercise care for one’s own safety or that of others should not be served alcohol and the Department of Public Safety may be notified if there are further questions or concerns.
  
• If immediate assistance is needed or an emergency occurs, call 911.
  
• Other specific requirements may need to be in place as well. Please contact the Department of Public Safety if you have questions @ 650-723-9633.

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Civil Liability

While the law regarding civil liability is complicated, please note that under some circumstances event planners, bartenders or other organizing members of the event could be held legally liable for the consequences of serving alcohol to underage drinkers or to obviously intoxicated persons.

It is the responsibility of Stanford sponsoring group or department to comply with California law and University policies and to inform those staff members who participate in the event of the policies and procedures. Sufficient planning must occur to avoid potential problems associated with the event and the use of alcohol.

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Other References to California Law * and University Policies


*Legal codes referenced from: University Administrative Guide Memo 23.6, p. 4 – APPENDIX

• Stanford University – Policy Regarding Alcohol and Substance Abuse (pdf).
• Health and Safety Reference Guide (pdf).
• It is illegal for persons under the age of 21 to have any container of alcohol in any public place or any place open to the public (CA Business and Professions Code 25662).
  
• Every person who sells, furnishes, gives, or causes to be sold/ furnished or given away any alcoholic beverage to any person under 21, is guilty of a misdemeanor (CA Civil Code Section 25658(a)).
• To be under the influence of alcohol in a public place and unable to exercise care for one’s own safety or that of others is guilty of a misdemeanor (CA Penal Code 647(f)).
• It is illegal for persons to operate a motor vehicle while under the influence of alcohol or other intoxicants or with a blood alcohol level of .08% or higher (CA Civil Code Section 23152).
  

Requests for further information and to obtain a license to serve alcohol at events must be submitted for review and approval by:

Departments, Institutes and Schools:

Office of Special Events & Protocol
724-1387
stanfordevents@stanford.edu

Student Groups:

Student Activities & Leadership (SAL)
723-2733
osaevents@stanford.edu

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