For the most up-to-date information regarding this policy, please view the Provost's Page on Alcohol Guidelines.

Guidelines for Request to Serve Alcoholic Beverages on Campus

Last Updated: September 20, 2013

Alcoholic beverages may not be served in campus facilities unless an exception has been requested from and approved by the Provost's Office PRIOR to the event.

The guidelines for the type of events for which an exception may be approved are defined as activities having a broad developmental focus; some examples of approved exceptions are: an advisory council dinner or a reception for a donor, an opening of a building or an art/museum exhibit, an alumni gathering, or other developmental outreach-related event. Receptions held in conjunction with invited regional/national conferences and symposia hosted by the University must also request an exception for alcohol to be served.

Activities which do NOT fall under the guidelines for an exception are retirement parties, birthday parties, holiday parties, staff, faculty, or student gatherings, or meetings or events organized and presented by registered faculty, staff, or student organizations.

If the exception is approved it will be made with the following conditions:

The alcohol must be served by a caterer holding a valid TABC license to serve alcohol, and all pertinent laws regarding alcoholic beverages must be observed. No exceptions to these criteria will be made.

In addition, the area where the alcohol is being served should be monitored to ensure that only invited guests participate in the event.

Events that do not qualify for an exception may be booked within a facility with a license to serve alcohol, such as the Texas Union, AT&T Executive Education & Conference Center, UT Club, Ex-Student's Association, or Erwin Center.

https://financials.utexas.edu/hbp/part-9/1-1-entertainment-and-official-occasions-expenses

Key reminders:

• For on-campus events, prior approval by an approved delegate of the Provost must be obtained, see relevant section below.

• Alcohol cost must not be more than food cost. Alcohol-only events are not allowed.

Read This: Handbook of Business Procedures, 9.1.1 Entertainment and Official Occasion Expenses

• Section C. Entertainment Expenses. Entertainment expenses, including alcohol, are not allowed on state funds (14-accounts), Available University Funds (AUF) (20-accounts), indirect cost (19-accounts), or service center funds (18-accounts).

• Section F. Serving Alcohol at Non-licensed Venues including a Private Residence

• Section H. Approval to Serve Alcohol in Campus Facilities

...

Read This: Provost's Guidelines for Request to Serve Alcoholic Beverages on Campus

Prior approval by an an approved delegate  is of the Provost is required to serve alcohol in on campus facilities, including leased spaces. This approval must be submitted with the Official Occasion Expense Form. Vouchers will be rejected if a delegate’s prior approval has not been obtained.  For more information, refer to the Request Exception to Serve Alcoholic Beverages at an Event on Campuspage.

To request approval to serve alcoholic beverages on campus, please submit the following information to COFA Delegates Cathy Kothlow, Cecilia Arias-Boze via email:

• Date
• Time
• Location of event
• Purpose of event
• Name of caterer

 . Read the Provost's page linked above.

When you are ready, find the "Submit request" link to a web form, in the top right area of that page. The form will route to the COFA delegates for review.