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SOCIAL EVENTS POLICIES, PROCEDURES & GUIDELINES

Types of Campus Parties

All-Campus Party
All-Campus Parties are sponsored by the Student Events Committee, student organizations or several houses working together and are open to persons with Smith College IDs.  All Campus Parties where alcohol is being served may be held only in the Campus Center.  The serving of alcohol must be supervised by Dining Services.

Open House Party
A party sponsored by a campus house, held on Friday or Saturday either in the house or in another designated location (e.g. Campus Center), that any Smith student may attend without being on a guest list.  Off-campus guests who are invited by Smith students must be accompanied by their Smith hosts and must sign in at the door with valid identification. House parties held in houses cannot exceed 4 hours and alcohol can only be served for 3 hours.

  • Registration Deadline:  For Open House Parties where alcohol is being served, the event must be registered with the coordinator of house events at six (6) class days before the event.  Only events with complete forms, those with all signatures and the names of two student bartenders and two I.D. checkers will be allowed to register.  Open House Parties that do not include alcohol must be registered three (3) class days before the event.
  • On any given night, a minimum of one of the open parties must by handicap accessible.  If a house is not accessible and cannot make special arrangements ahead of time to either accommodate guest(s) with mobility impairments or to reserve another location, the event will not be approved.
  • I.D. Checker Requirements:  If serving alcohol, a house must have two I.D. checkers who have attended the Alcohol Service Awareness Workshop and are registered with the college. Both I.D. checkers must be from outside of the house.
  • Bartender Requirements:  If serving alcohol, a house must have a minimum of two bartenders who have attended the Alcohol Awareness workshop and are registered with the college.  Both bartenders must come from outside the house. Beer must be served in 12 oz clear cups, wine and mixed drinks in 7 oz clear cups, non alcoholic drinks in blue OR red 12 oz cups.
  • Post Event:  After an event, the house social events coordinator must schedule a meeting with the Area Coordinator to complete the post-party review form. A house residence life staff member must attend this meeting.

Closed House Party
A party held on Friday or Saturday by a house for its own members and personal guests.  Houses must have guest lists established prior to the party, listing everyone invited from outside the house.  The guest list must be turned into the AC by noon on Friday.  All house members’ guests must sign in at the door.  Examples include senior banquets, cocktail parties, and holiday celebrations. House parties held in houses cannot exceed 4 hours and alcohol can only be served for 3 hours.

  • Registration Deadline:  For Closed House Parties where alcohol is being served, the event must be registered with the coordinator of house events at least six (6) class days before the event.  Only events with complete forms, those with all signatures and the names of two student bartenders and two I.D. checkers will be allowed to register.  Closed House Parties that do not include alcohol must be registered three (3) class days before the event.  A nonalcoholic social event that is planned for only “in house attendance” (no guests) can be held in a public space of a house by contacting the Area Coordinator for approval. 
  • I.D. Checker Requirements:  If serving alcohol, a house must have two I.D. checkers from outside the house who have attended the Alcohol Service Awareness Workshop and are registered with the college.
  • Bartender Requirements:  If serving alcohol, a house must have a minimum of two bartenders who have attended the Alcohol Awareness workshop and are registered with the college.  One bartender must come from outside the house. Beer must be served in 12 oz clear cups, wine and mixed drinks in 7 oz clear cups, non alcoholic drinks in blue OR red 12 oz cups.
  • Post Event:  After an event, the party job sign-up sheets, guest lists, and post party reports must be turned into the Area Coordinator on the following Monday by noon.

Small Private Event (and Senior Wine and Cheese)
A party sponsored by an individual or individuals (rather than a house or organization) for his/her own personal guests, number limited to capacity of house designated space.  Examples of small private events are student birthdays, religious celebrations, etc.  Student organizations and athletic teams may NOT register an event as a small private event in any house space.  Parties may not be held in student rooms or in house corridors.  Before registering the party, the sponsor must obtain permission from house members through the House President.  The signatures of the HR, as well as those of the HCA, and AC on the registration form will reflect this permission.  All personal parties must end by 11 p.m. Sunday-Thursday and by 1 a.m. on Friday-Saturday. Small Private Events cannot be hosted before the first day of classes or after 5 p.m. on the last day of class at the end of the semester.

  • Registration Deadline:  Events (with or without alcohol) must be registered with the coordinator of house events at least three (3) class days before the event.  Only events with complete registration forms, this includes all signatures complete on the form. 
  • Alcohol Policy:  Only persons who are 21 years or older are allowed to serve or consume alcoholic beverages.  Before tending bar for a small private event, it is strongly recommended that all students participated in the Alcohol Service Awareness workshop.  As a sponsor of a social event, you must abide by the guidelines for serving alcohol.  Each sponsor should be aware of federal and state laws and college policy regarding alcohol.  The sponsor (s) are responsible for their decisions and actions and for any consequences of these decisions and actions. Beer must be served in 12 oz clear cups, wine and mixed drinks in 7 oz clear cups, non alcoholic drinks in blue OR red 12 oz cups.

Apartment Party
A party that is sponsored by individuals living in a residential apartment for their personal guests of 10-30 people maximum, including the residents of the apartment.  The on-campus residential apartments include Friedman Apartments, 12/26 Bedford Terrace, Conway House and 47 Belmont Avenue. All apartment parties must end by 11 p.m. Sunday-Thursday and by 1 a.m. on Friday-Saturday.  Apartment parties cannot be hosted before the first day of classes of after 5 p.m. on the last day of class at the end of the semester.

  • Registration Deadline:  Events must be registered with the coordinator of social events at least three (3) class days before the event, using the Small Private Events Form.  Only events with complete registration forms will be allowed to register, this includes having the signatures of the house coordinator and area coordinator complete on the form.
  • Alcohol Policy:  Only persons who are 21 years or older are allowed to serve or consume alcoholic beverages.  Before tending bar for an apartment party, it is strongly recommended that all students participate in the Alcohol Service Awareness workshop.  As a sponsor of a social event, you must abide by the guidelines for serving alcohol.  Each sponsor should be aware of federal and state laws and college policy regarding alcohol.  The sponsor(s) are responsible for their own decisions and actions for any consequences of their decisions and actions. Beer must be served in 12 oz clear cups, wine and mixed drinks in 7 oz clear cups, non alcoholic drinks in blue OR red 12 oz cups.
Winter and Spring Weekends
On these weekends many houses choose to host cocktails, mocktails and/or after-hours parties.  These events can be either open or private and are subject to the same guidelines as any other house party, except for the differences noted below.
  • Cocktails (with alcohol) are not intended as the pre-party of a larger house event; therefore a house cannot host a cocktail immediately before a house event. Cocktail parties are 2 hours in length and are in general smaller more formal events than open or closed house parties.
  • After hours parties must begin on or after midnight and must be closed on or before 2 a.m. Alcohol cannot be served at after hours events.  An after-hours party is not intended as the extension of a larger house event; therefore a house cannot host an after-hours party immediately following a house event. After hours parties typically are 2 hours in length.
  • Registration Deadline:  follow open or private party guidelines.
  • Accessibility:  These two weekends are the only exception to the accessibility rule for House Events.  If the house is not accessible and guests with mobility impairments will be attending, please make special arrangements ahead of time to accommodate them or to reserve another location.
  • I.D. Checker Requirements:  For Open House Parties, there must be two I.D. checkers from outside the house who have attended the Alcohol Service Awareness Workshop and are registered with the college.  For Private Cocktail Parties, there must be one I.D. checker from outside of the house or the HR may act as the I.D. checker; this exception is for private cocktail and senior banquets, only.
  • Bartender Requirements:  A minimum of two bartenders who have attended the Alcohol Service Awareness Workshop and are registered with the college.  DURING WINTER AND SPRING WEEKENDS ONLY the following may occur: for Open House Parties, one bartender may come from within the house and the second must come from outside of the house.  For private cocktail parties, both bartenders may come from in-house.  This exception is for private cocktails only. Beer must be served in 12 oz clear cups, wine and mixed drinks in 7 oz clear cups, non alcoholic drinks in blue OR red 12 oz cups.

House Senior Banquets
Senior Banquet is held to honor graduating seniors.  It is exclusive to house members and graduating seniors who have lived in the house previously and have been invited back to be honored.  As a closed event, there are a few adjustments to college policy that reflect the difference of this social event from a typical Private House Party.  Senior Banquets may be held on any night of the week as long as proper arrangements are made with Dining Services.  Please be reminded:  No social events may be held after 5 p.m. on the last day of class each semester.

  • Registration Deadline:  Event must be registered with the coordinator of house events on the specified date on the registration form.   Only events with complete forms, those with all signatures and the names of two student bartenders and one I.D. checker will be allowed to register.
  • I.D. Checker Requirements:  For senior banquets, the HR may act as the I.D. checker.
  • Bartender Requirements:  A minimum of two bartenders who have attended the Alcohol Service Awareness Workshop and are registered with the college.  One bartender must come from outside the house. Alcohol service must be provided from behind the bar. Beer must be served in 12 oz clear cups, wine and mixed drinks in 7 oz clear cups, non alcoholic drinks in blue OR red 12 oz cups.
  • Hosts:  A leader in the house designated by the house constitution or house council plans the senior banquet; this person fulfills the role of the House Social Events Coordinator at the party, and as such will be the sponsoring person who registers the party with the coordinator of social events.  Social Events Coordinators are required to advise the hosts in the planning of Senior Banquet.  The designated Social host must attend or have already attended the Alcohol Service Awareness Workshop before the night of the banquet and attend the senior banquet planning meeting.
  • House Presidents:  When a house president is a senior, s/he may relinquish duties at the event to a house leader designated by the house council to fulfill the role of house president at the party.  The designated house president must attend or have already attended the Alcohol Service Awareness Workshop before the night of the banquet.
  • Residence Life Staff:  An HR and HCA are expected to work the senior banquet in the house s/he is serving as the staff member.  They are expected to remain sober and alert throughout the entire event.  Staff members may not get another staff member to ‘cover’ their duties on senior banquet night.  Residence Life staff members are encouraged to attend a senior banquet at a house they previously lived in. 

House Parties in the Campus Center
Houses may choose to host house parties in the Campus Center (CC). Each semester the coordinator of house events reserves 5-6 weekend dates for houses to hold such events. If a house is interested in having a party at the Campus Center the Social Events Coordinator should contact the Coordinator of House Events (CHE) early in the semester. The Dean of the College has arranged to cover most of the cost for such events. Houses are responsible for the cost of entertainment (D.J., band, etc.) and for any alcohol which might be served.

  • Registration Deadline: The Social Events Coordinator must contact the CHE early in the semester to reserve a date for a CC party. The CHE will then let the CC staff know which house is hosting a party on the designated night. AT LEAST 2 WEEKS (3 weeks is ideal) before the event Social Events Coordinator must be in touch with the Campus Center Director at the Campus Center to formally register their event. THIS IS A DIFFERENT PROCESS THAN A TRADITIONAL HOUSE PARTY.
  • I.D. Checker Requirements: None needed—CC provides staff.
  • Bartender Requirements: None needed—CC provides staff.
  • Hosts: Must register the event and find house volunteers to work the event. Hosts must be present at the entirety of the event and remain sober at the event.
  • House President and RL Staff: Are not required to be at CC parties hosted by houses, but they are encouraged to attend to support the house.

 

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Contents

Policies, Procedures, & Guidelines

Academic Life

Student Conduct & Social Responsibility

Social Events

Residential Life

Student Government Association

Student Services & Administrative Offices

Where to Find Information

Federal Disclosure Requirements

 

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