(1) Ellensburg Campus:
This procedure is governed by the policy on alcohol and other drugs, CWUP 2-40-030, and applicable laws of the state of Washington. Alcoholic beverages and liquor are interchangeable terms and include beer, wine and distilled spirits.
Requests to serve alcohol on the CWU Ellensburg campus must be received by the president’s office and scheduling center at least TWO WEEKS PRIOR to the event. If approved, information on how to apply online to the Washington State Liquor Control Board for a banquet permit will be provided to the campus host or sponsoring organization.
Permits / Licenses
If alcohol is to be served, the sponsor will complete one of the following online forms:
• Banquet Permit Request: required in order to serve wine or beer
• Special Occasion License: required in order to sell beer or wine
• Licensed Server Permission: required in order for a non-CWU, licensed business to sell alcoholic beverages at a public university event.
Such requests must be submitted within the time-frame noted on the forms. Requests will be forwarded to the President’s Office for review and approval. A letter authorizing the serving of alcoholic beverages on Ellensburg campus will be sent to the event sponsor and the scheduling center.
A banquet permit allows the service and consumption of liquor at a private, invitation-only banquet or gathering held in a public place or business where alcohol is provided at no cost to the attendees. Examples include weddings, company banquets, retirement parties, and club, organization or church events. You may find details and the application here.
A special occasion license allows a nonprofit organization to sell liquor at a specific time date and place. Examples include fundraising dinners, gala events, auctions and wine tastings. Requests for a special occasion license must be received by the president’s office and scheduling center NO LESS THAN 60 DAYS PRIOR to the event. If approved, the letter of approval must be sent by the sponsoring agent to the Washington State Liquor Control Board AT LEAST 45 DAYS PRIOR to the event and include a check for the fee. See this link for details.
A licensed server permission letter allows an outside (non-CWU), legally-licensed business to sell alcoholic beverages at a public university event. The licensed server will possess all of the correct and necessary permits, giving them the liability to take all responsibility for alcohol service, including but not limited to ensuring all individuals who are served alcohol are age 21 or over and the server(s) will actively mitigate high-risk drinking. Examples where a licensed server may be used include receptions at museums and art galleries on campus. Licensed servers will provide their own liquor for sale. Costs related to this service may be paid by individual event attendees or the sponsoring department. Sponsoring departments may not collect revenue from this service. Requests to serve alcohol on the CWU Ellensburg campus must be received by the president’s office and scheduling center at least TWO WEEKS PRIOR to the event.
All event sponsors will comply with security requirements as determined by the director of police services. A copy of the request to serve alcohol on CWU-Ellensburg campus will be sent by the scheduling center to the CWU Police Department to determine security needs. Failure to agree to meet the security requirements as determined by the director of police services will result in the denial of the request.
The Banquet Permit or Special Occasion License will be posted in plain view at the event the entire time alcohol is being consumed.
When alcohol is being served at a social event, the sponsoring group will provide nonalcoholic beverages and food.
Alcohol server training resources are available here. It is recommended that all events be staffed by one or more designated individuals who have completed alcohol server training.
(2) University Centers - Faculty and staff located at a CWU University Center must coordinate any request for use of facilities and abide by any requirement of the community college where the University Center is located.
Any sponsoring organization that intends to serve alcoholic beverages on the CWU-Ellensburg campus must comply with all applicable Washington State liquor laws. Any personal or property damages that occur as a result of serving alcohol will be the responsibility of the event sponsor. Violations of this procedure or any applicable state law will result in sanctions and/or disciplinary action. For students, the Dean of Student Success will determine the appropriate sanction. Human Resources will work with the appropriate appointing authority when employees are involved. For external sponsoring organizations, the President’s Office will be notified.
[Responsibility: President’s Office; Authority: Cabinet/UPAC; Reviewed/Endorsed by: Cabinet/UPAC; Review/Effective Date: 4/4/2012; 10/7/2015; Approved by: James L. Gaudino, President]