University of Washington Policy Directory

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*Formerly part of the University Handbook
Administrative Policy Statement
13.9


Serving and Sale of Alcoholic Beverages at University Facilities

(Approved by the President by authority of Executive Order No. 1)



1.  Policy

State of Washington permits/licenses are required if alcoholic beverages are served at University facilities.

Alcoholic beverages may be possessed, served, sold, or consumed only as a complement to a planned program in the specific room, hall, or area identified on the permit/license. A banquet permit (per RCW 66.24.481) authorizes the service and consumption of liquor at a banquet or organized gathering at a specified date and place. A special occasion license (per RCW 66.24.380) authorizes the sale of alcoholic beverages at a special occasion on a specified date and place.

The applicant/host organization must purchase, serve, and sell the liquor. University policy precludes program participants from providing their own alcoholic beverages.

University meetings or other functions may include alcoholic beverages in any room, hall, or area of the University with approval of the appropriate facility scheduler or building manager, approvals under Section 3 or 4, and a license/permit from the Washington State Liquor Control Board. Persons under 21 years of age may attend the function if there are effective safeguards to prevent the consumption of alcoholic beverages by minors. Safeguards can include entry control to admit only invited members and guests, parental control, identification of minors by the applicant/host organization, and/or supervision at the service/sale bar by the applicant/host organization.

2.  Who is Authorized to Serve or Sell Alcoholic Beverages

Permit/license applicants must be at least 21 years of age and be associated with the University in one of the following ways:

  • As a duly elected officer of the Associated Students of the University of Washington (ASUW) or Graduate and Professional Student Senate (GPSS); or

  • As an officer or authorized representative of a registered student organization (on file with the Student Activities Office); or

  • As a faculty or staff member representing an organization; or

  • As a participant in University-sponsored campus events (e.g., conferences, seminars) if representing such events; or

  • As an individual authorized to use University facilities.

In addition, the applicant for a special occasion license must be a not-for-profit society or organization. The University and its component units are considered not-for-profit.

3.  Banquet Permit

The banquet permit, issued by the Washington State Liquor Control Board at any state liquor store, is subject to the provisions and conditions outlined on the permit and may be revoked if the provisions and conditions are not met. Failure to comply with the provisions and conditions could subject the applicant to fines and prosecution. The licensee is responsible for obtaining current banquet permit requirements from the Washington State Liquor Control Board or the liquor store. At the time of printing, current requirements of the banquet permit are as follows:

  • Liquor may not be sold by the individual drink for cash, scrip, tickets, or any other means. "Event deals" are allowed that, for example, include the cost of admission charge and liquor. Tickets exchangeable for drinks may be issued as part of the package price.

  • The banquet permit must be posted in a conspicuous place on the premises for the duration of the event.

  • Attendance must be limited to members of the host organization or invited guests. No admission may be granted to the general public. Ticket sales, advertising, or notices directed to the general public are prohibited. If the event is opened to the public, the banquet permit will be rescinded.

  • The service and consumption of alcoholic beverages will be confined to the specific rooms(s) or area(s) identified on the banquet permit.

  • Liquor may not be served to or possessed or consumed by anyone who appears intoxicated or who is under 21 years of age.

4.  Special Occasion License

The special occasion license, issued by the Washington State Liquor Control Board at any state liquor store, is subject to the provisions and conditions outlined on the permit and may be revoked if the provisions and conditions are not met. Failure to comply with the provisions and conditions could subject the applicant to fines and prosecution. The licensee is responsible for obtaining current special occasion license requirements from the Washington State Liquor Control Board or the liquor store. At the time of publication, current requirements of the special occasion license are as follows:

  • The special occasion license must be in the hands of the applicant before liquor can be purchased for resale or sold.

  • The alcoholic beverages must be purchased from a state liquor store or agency, retailer, or a distributor.

  • Advertisement or sale of alcoholic beverages below cost is prohibited. Awards or gifts of liquor are prohibited.

  • All proceeds from the sale of liquor must go directly back into the not-for-profit organization.

  • The special occasion license must be posted in a conspicuous place on the premises for the duration of the event.

  • Liquor must be purchased at retail, and must be consumed between the hours of 6:00 A.M. and 2:00 A.M.

  • Sale, service, and consumption of spirits, beer, and wine are to be confined to room(s) or area(s) specified on the special occasion license.

  • Liquor may not be served to or possessed or consumed by anyone who appears intoxicated or who is under 21 years of age.

  • No unopened containers may be sold or served.

5.  Procedures for Obtaining the Banquet Permit or Special Occasion License

Before applying for a banquet permit or a special occasion license from the Washington State Liquor Control Board, an authorization form must be completed by the applicant and approved by the Committee on the Use of University Facilities.

For detailed information and forms, contact the Secretary to the Committee on the Use of University Facilities:

a.  The Banquet Permit

Complete an Authorization to Apply for a Banquet Permit to Serve Alcoholic Beverages form approximately two weeks before the event to allow sufficient time to reserve a room and obtain the appropriate approval signatures.

b.  The Special Occasion License

Complete an Authorization to Apply for a Special Occasion License form approximately six weeks before the event to allow sufficient time to reserve a room and obtain the appropriate approval signatures.

For the Special Occasion License, the applicant must submit the application to the Washington State Liquor Control Board at least 30 days before the event. The Board will send a notice of the application to the city or county authority where the event will be held. The city or county authority has 20 days to respond with an approval or objection to the application.

6.  Sponsorship by Representatives of the Alcoholic Beverage Industry

If the event is to be sponsored by, or financial or other assistance provided by representatives of the alcoholic beverage industry (marketers, distributors, or producers of alcoholic beverages), the event must first be reviewed by the Committee on the Use of University Facilities for compliance with the University of Washington Policy on Acceptance of Gifts or Contributions from Representatives of the Alcoholic Beverage Industry (See Administrative Policy Statement 47.5).

May 2002; August 18, 2003; November 2, 2006.