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RISK REDUCTION & EVENT TRAINING
Fraternity & Sorority Life
University of Kentucky
OUTCOMES
By the end of today:
Discover event planning timeline.
Practice registration for a sample date party in line with the Approval for Events with Alcohol Policy.
Identify requirements for chapter presidents for social events.
Identify requirements for event monitors at social events.
Examine strategies for risk reduction.
Plan to use the co-sponsorship agreement.
List resources available for events with alcohol.
Locate event monitor training.
Locate president reviewer form.
Locate event registration process.
MAKE FRIENDS!
Introduce yourself, your chapter and your role.
What’s the best thing about being in a fraternity/sorority at UK?
What’s the biggest worry you have about your role?
EVENT PLANNING TIMELINE
WHAT’S YOUR PROCESS BEFORE EVENT REGISTRATION?
FIVE PHASES OF EVENT PLANNING
Event Review with Risk Team
Host Event
Attend Risk Reduction Meeting
Complete Requirements
Event Submission on BBNvolved
BREAK IT DOWN
Event Review with Risk Team
Host Event
Attend Risk Reduction Meeting
Complete Requirements
Event Submission on BBNvolved This step must be completed at
least TWO WEEKS prior to
the event.
Complete President Reviewer form if the event is co-sponsored.
Sign up for a Risk Reduction Meeting.
BBNVOVLED REGISTRATION PROCESS
1. Login
2. Click squares at the top right and choose Manage
3. Click on your organization.
4. Click three lines in the top left and then choose Events.
5. Click Create Event
6. Enter information and hit submit.
EVENT ADDITIONAL INFORMATIONReview Event Submission
If you do not hit this Submit button, you
haven’t submitted the event.
BREAK IT DOWN
Event Review with Risk Team
Host Event
Attend Risk Reduction Meeting
Complete Requirements
Event Submission on BBNvolved Event Monitor Training
Collect Guest List
BREAK IT DOWN
Event Review with Risk Team
Host Event
Attend Risk Reduction Meeting
Complete Requirements
Event Submission on BBNvolved Must occur at least 3 DAYS prior to the event.
Finalize check in plans.
Finalize bus pick ups/meeting places.
BREAK IT DOWN
Event Review with Risk Team
Host Event
Attend Risk Reduction Meeting
Complete Requirements
Event Submission on BBNvolved Submit final guest list.
Due 48 HOURS prior.
Follow through on plans.
BREAK IT DOWN
Event Review with Risk Team
Host Event
Attend Risk Reduction Meeting
Complete Requirements
Event Submission on BBNvolved Individual member concerns.
Process, structure or chapter improvements.
POLICY TIME
POLICY NOTES
Administrative Regulation 6:4 – Alcohol Policy
All students and University events (including chapter events) must follow the applicable laws.
Approval for Events with Alcohol
Outlines rules for events with alcohol hosted by FSL groups
Describes registration process
Simplifies AR 6:4
Organization Risk Management Policy
Events must comply with the organization policy too – and cosponsored events must follow the strictest policy
POLICY AROUND ALCOHOL CONTROL
Section A
“All fraternity and sorority chapter events that involve the use of alcohol must follow state and federal laws, Inter/National policies, and all University policies.”
Section F
“In no event may council or chapter funds be used for the purchase of alcohol for individual chapter or council events.
a. Alcohol must not be sold, directly or indirectly, by sponsoring organizations through any means, such as tickets, admission charges, or donations.”
ALCOHOL DISTRIBUTION
You cannot provide alcohol using chapter funds – directly or indirectly.
Distribution
of alcohol
POLICY AROUND ALCOHOL CONTROL
Section G
“Advertising the presence of alcohol and/or encouraging the use of alcohol is not permitted in event promotions. This includes drink specials or advertisements.”
Section H
“The sponsor(s) of the event shall take affirmative and appropriate steps to ensure that persons under the age of twenty-one are not served alcohol and not allowed in the area where alcohol is being served.”
ACTIVITY TIME!
POLICY ADDRESSING SAFETY
Section D
“Event monitors must be trained in advance and demonstrate knowledge of their responsibilities via an BBNvolved assessment. Organizations must provide one monitor for every 25 attendees at the event.”
Event Monitor Training
Available on BBNvolved.
Quiz: bit.ly/EMT1819
Event Monitor Training can be done in person if you are interested.
WHAT MAKES A GOOD MONITOR?
Event monitors have to complete the Event
Monitor Training once per academic year.
You should select responsible members of
the chapter who will confront behavior,
support you and your goals and work well
with others.
Members in their first year of membership
are not eligible to be an event monitor.
POLICY ADDRESSING SAFETY
Section I
“Security may be required based upon the specifics and location of the event. If required then documentation of the licensed security company must be supplied.”
Section J
“Transportation alternatives should be provided by the sponsoring organization for members and guests.”
What does your policy say?
Follow the strictest policy for events between the University and all event sponsors.
OTHER FORMS OF TRANSPORTATION
Carpooling is acceptable if allowed by your policy.
You need to create and submit a list of drivers and the people riding in each vehicle.
Be sure to comply with your policy regarding waivers, driver forms, etc.
Walking to venues may be allowed if they are close enough to campus.
You must still do an organized check in prior to the venue to check members and guests in and then walk as a group.
ACTIVITY TIME!
PRIVATE EVENTS
Section E: “Events must be private and not open to the public, be an event for which tickets have been sold, or invitation from a member is required.”
Chapters must submit a guest list and invitation to demonstrate that this event is closed.
A draft guest list should be submitted when you register the event.
Final guest lists are due 48 hours in advance.
Invitation can include:
Chapter minutes where information was shared
Email sent to members
PowerPoint slide used in meeting
PRESIDENT REVIEWER FORMS
PRESIDENT REVIEWER FORM
Submit at least ONE WEEK prior to the event.
Chapter presidents from co-sponsoring chapters involved in an event must submit a reviewer form.
Be sure to enter an accurate email address for any and all chapter presidents!
Form is found at bit.ly/PresidentReviewer
CO-SPONSORSHIP AGREEMENT
CO-SPONSORSHIP AGREEMENT
Complete at least 1 week prior to the event to review:
Due Dates
Event Size
Event Monitors
Buses
Check In Plans
Venue & Payment
Follow Up
IFC and Panhellenic reviews and approves the Co-Sponsorship Agreement and can deny your event if you don’t submit it
ACTIVITY TIME!
RISK REDUCTION MEETINGS
RISK REDUCTION MEETINGS
You need to sign up for a risk reduction meeting at www.Calendly.com/ukygreek after you submit your event on BBNvolved.
A representative will need to meet with a member of the Fraternity & Sorority Life staff prior to your event to review your plans.
The representative should be the social chair, risk manager, or chapter president
They must know about the event and be able to make decisions about set up for the event
If you are having a co-sponsored event, representatives from both chapters must be present during the meeting
If you are unable to attend one of the times listed, email [email protected] to schedule an alternate meeting time.
ACTIVITY TIME!
TOP 5 RISK REDUCTION STRATEGIES
TIP 1: SET CLEAR EXPECTATIONS
Members don’t know what to do if you haven’t told them.
Expectations should be presented in advance and with time for members to ask questions.
Be sure to include:
Logistics – where, when, how?
Behavior
Accountability if expectations not met
Hold firm and follow through with accountability.
TIP 2: COMMUNICATE! COMMUNICATE! COMMUNICATE!
Ask for help from FSL if you need it
Communicate with your risk team, event monitors, co-sponsors, HQ, advisors, etc.
Be clear!
TIP 3: SET YOURSELF UP TO SUCCEED
Meet with monitors in advance
Have a clear crisis management plan
Feed people before you go to the venue
TIP 4: WORK AHEAD
Don’t procrastinate!
Work ahead so that you’re ready to meet the deadlines and aren’t having to stress about getting things turned in.
Help us say approved and not denied by being on time.
TIP 5: FOLLOW UP
Schedule that meeting and actually have it with your chapter and any co-sponsors.
Debrief to cover everything from planning to hosting.
Make sure you address any thing that went poorly so that everyone can improve next time.
Don’t be bitter, be better.
RESOURCES
ACTIVITY TIME!
ON-CAMPUS RESOURCES
Community Of Concern
Counseling Center
Violence Intervention and Prevention (VIP) Center
UKPD
Chapter Coach
Office of Student Conduct
EVENT RESOURCES
Chapter Officer Resources Page on www.uky.edu/Greek
Includes links to policies, event registration tutorial, and who to contact
University Events Office: http://meetatbigblue.uky.edu/
Oversees almost all event reservations on campus
Resources for security, on-campus events with alcohol, and more
DO THE EVALUATION: http://bit.ly/EWATEval
