Social Events and Gatherings

A. Requirements for Events Hosted in Residential Spaces:

Event Size and Location: All events with 30+ guests must be registered with the Office of Residential Life. Such gatherings may only take place in approved spaces (College Houses, Park Row Basement, Russwurm, upperclass apartments and suites). Events cannot be registered in first-year dorms. Events with alcohol present cannot be registered in substance-free spaces. All gatherings must observe the occupancy limits of the specific space. Students may contact the Office of Residential Life for questions regarding occupancy limits. 

Event Hours: Students may only register events on Friday and Saturday nights while classes are in session. Events may only be registered 7pm to 1am. Events will not be registered during final exam and reading periods unless by special permission.  

Alcohol: All events with alcohol present (served or otherwise available) must be registered regardless of size.  

Event Registration: The event registration form can be found at the following link: https://forms.office.com/r/XGCAdLugcV. Forms must be completed before Wednesday at 11:59pm the week of the event. Forms submitted after this deadline will be considered on a case-by-case basis. Final approval for events will be given by 5:00pm on Friday. 
  
Hosts: All registered events are required to have hosts responsible for the event. Hosts may face disciplinary action for Alcohol Policy violations that occur at parties they sponsor, and, under certain circumstances, may face criminal or civil proceedings (see below for Duties and Obligations of Hosts). Individuals responsible for organizing or hosting an unregistered event may likewise be held responsible and liable for alcohol-related violations committed by their guests and face additional sanctions for failing to register the event.  

Alcohol Compliance: All events must comply with Maine state and the policy regarding Alcohol and Other Substances Use and Abuse. Events, hosts, and attendees must also comply with Bowdoin’s policies, including Alcohol and Other Substances Use and Abuse. 

 B. Registration  

1. Registration Process: Students can fill out an event registration form through the Office of Residential Life at this link: https://forms.office.com/r/XGCAdLugcV. Forms must be completed before Wednesday at 11:59pm the week of your event. Students are welcome to submit forms well in advance of this deadline. Before registering an event in students must have permission from those living in the space. Students can reach out to anyone in the ResLife office if they need help figuring out who to reach out to, most often this is residents or RAs. Once an online form is submitted each host must sign a paper form in the Office of Residential Life (open weekdays 8:30am-5pm) acknowledging their responsibilities. All signatures are due before noon on the Friday before the event. 
   
   
2. No Registration: Small, spontaneous gatherings without alcohol may be held in residence halls, private rooms, or apartments without requiring registration. Please be courteous and respectful of other residents sharing the space. Such gatherings are, however, subject to all other rules regarding alcohol use described in this policy.  
   
   
3. Registration Exception: Students interested in registering an event outside of the acceptable event hours of Friday and Saturday nights from 7:00 pm - 1:00 am must reach out to the Director of Residential Life to request an exception. When seeking an exception, students should reach out at least 2 weeks before the event date. Events outside of the acceptable event hours must include both a compelling rationale and sufficient assurance that the proposed event would not compromise the assumed academic priorities of individuals involved in or otherwise affected by the event. Such events will only be approved under unique and special circumstances. 
   
   
4. Outdoor Event Spaces: Several outdoor spaces on campus can serve as outdoor gathering spaces and can be registered for substance-free events with an advance exception. Example spaces include the Brunswick Quad, Harpswell Quad, and College House backyards. 

C. Duties and Obligations of Hosts:

1. Registered events must have hosts; the amount and type of hosts varies depending on location and whether alcohol is present. All events need at least one host with an additional host for every 50 guests (>50 needs two hosts, 50-99 needs three, 100-149 needs four, etc). This includes Event Hosts and one Alcohol Host if alcohol will be present at the event. 
   
   
2. All hosts must complete in-person Host Training with the Assistant Director of Residential Life. This training is offered weekly in 24 College every Thursday at 4:15 pm and Friday at 10:30am. Students must take this training once a semester if they intend to host. Each host must sign a paper form in the Office of Residential Life (open weekdays 8:30am-5pm) acknowledging their responsibilities before noon on the Friday before the event. 
   
   
3. Event Hosts agree to: (1) comply with Maine State Laws and Bowdoin College Policies; (2) assume responsibility for proper management of the event, which includes shutting things down when necessary to avoid violations of College policy or state law; (3) be in attendance throughout the event; and (4) not consume alcohol or other intoxicants immediately prior to or during the event.  
   
   
4. Event hosts are trained to recognize the signs of intoxication, pre-alcohol poisoning and alcohol poisoning. They are expected to contact Security if they are concerned about an individual’s health, safety, or behavior. 
   
   
5. Alcohol Hosts must: (1) be 21 years of age or older; (2) take full responsibility for alcohol at event; (3) not consume alcohol or other intoxicants immediately prior to or during the event; and (4) agree to comply with Maine State Law and College policies regarding the use of alcohol. 
   
   
6. Hosts must meet with Security to conduct a pre-party check fifteen minutes prior to event start to ensure that the event complies with the Alcohol Policy, fire code regulations, noise ordinances, and the details stipulated on the party registration form.  
   
   
7. Security reserves the right to visit registered events at any point in time. Hosts must allow Security into the event space to conduct party checks as necessary.  
   
   
8. Event Hosts are encouraged to contact Bowdoin Safety and Security if assistance is needed. 
   
   
9. Events must end by 1 am. Hosts must take the following steps to close the event: (1) notify those present that the event has ended; (2) stop serving all refreshments and shut off music; (3) turn on the lights; (4) discourage continuation of the event atmosphere in the vicinity; and (4) clean-up and/or report damage that occurred during this event. This includes reimbursing the College for damaged property or extra cleaning charges if necessary. 
   
   
10. If you host a party and serve alcohol to an intoxicated person or to a minor, and that person later causes property damage, bodily injury, and/or death because they were drunk, at least in part as a result of drinking alcohol you served, you can be held liable. 

D. Additional Requirements: In addition to the above, the following is required of all parties:  

1. Advertising of parties or events, whether paper or electronic, may not depict the presence or promise of alcohol.  
   
   
2. Hosts of events cannot charge admission that directly or indirectly allows or signifies access to alcohol, nor can money be solicited or collected from guests at any time during the event for the purchase of alcohol. It is illegal to sell liquor in Maine without a license.  
   
   
3. Non-alcoholic beverages and snacks must be available in quantity appropriate to the expected number of guests at the event at any event with alcohol present. Non-alcoholic beverages and snacks must be visible, readily accessible, and sufficiently available throughout the party or event.  
   
   
4. No student, regardless of age, may possess hard liquor on Bowdoin College property, including in residences or in common spaces. Any hard liquor found on campus by Security will be confiscated. Generally, this excludes beer, malt beverages, wine, and hard cider.   
   
   
5. Drinking games, or other activities that encourage the rapid ingestion of alcohol, are not permitted. Paraphernalia identified as having been used in a drinking game, including tables, may be confiscated by Security and will become property of the College.  
   
   
6. Due to fire safety ordinances, the total number in attendance at a party or social event must not exceed the legal capacity of the facility. Fire capacity information is available on the event registration form. 
    
7. Everyone attending a party or social function where alcohol is served must carry valid identification that verifies their date of birth.  
   
   
8. Common sources of alcohol (including, but not limited to punch bowls, etc.) are not permitted without the permission of the Director of Residential Life or their designee.  
   
   
9. Alcohol may not be used as a “prize” at any function. 
   
   
10. Student groups cannot use student activity fees or other College funds for the purchase of alcohol without first getting written permission of the Office of the Dean for Student Affairs. 
    
11. Maine law also prohibits open containers on public ways, including roads and sidewalks, even if you are of legal drinking age. But an “open container” is not just a can or bottle. It can also be a cup, water bottle, or anything else that someone has poured alcohol into. Remember that campus is bordered by public roads and sidewalks. Do not allow alcohol to leave your party.