Event Notification

Our insurance provider is requiring all chapters to notify the Grand Office of all events conducted by the chapter(s). Chapters will have two ways to satisfy this requirement.

1. Utilize the Event Tool in the One Iota App (which is connected to you Chapter Crowded Account)

Or

2. Must completed the Event Notification Form in the National database prior to promoting the event.

Please review the Event Notification Form below:

SUBMIT AT LEAST 14 CALENDAR DAYS PRIOR TO THE EVENT

STEP 1: REVIEW THE RISK MANAGEMENT POLICY FOR CHAPTERS OF IOTA PHI THETA FRATERNITY, Inc.

The Policy requirements are highlighted in italic font throughout this form and must be followed.

STEP 2: REVIEW THE RESOURCES

Contracts, Ticket Sales, etc.

STEP 3: GET YOUR QUESTIONS ANSWERED

Questions about the Risk Management Policy for Chapters of Iota Phi Theta Fraternity, Inc., contract review or event planning, contact your State/Area Director. 

STEP 4: COMPLETE THE FORM

An Event Notification Form must be submitted via this form or the Events portal in the One Iota web platform at least 14 calendar days prior to the event. 

STEP 5: SUBMIT DOCUMENTS

If applicable, submit the following with the completed Event Notification Form. 

• All contracts 
• Any event marketing/flyer
• Certificate of Insurance for co-sponsored events with organizations
• Certificate of Insurance for all Third-Party Vendors
• Certificate of Insurance for all Promotion Company/Promoter

CO-SPONSORED EVENTS

A. Alcohol

The chapter, members, and guests must comply with all federal, state, and local laws. No persons under the legal drinking age may possess, consume, provide, sell, or be provided alcoholic beverages. 

B. Third-Party Vendor Events

If a licensed and insured Third-Party vendor is used (e.g., restaurant, bar, caterer, hotel, etc.), the following criteria is required:

a) The Vendor must be properly licensed by the appropriate local and state authority. This requires both a liquor license and a temporary license to sell on the premises if the function will not be held at the Vendor’s normal place of business. (Prior to signing any contract, the Third Party Vendor must present a copy of the vendor’s license.)

b) The Vendor must carry General Liability Insurance with minimum required limits of $1,000,000 per occurrence and $2,000,000 aggregate, evidenced by a properly completed Certificate of Insurance prepared by the insurance provider. (Request a copy of the Certificate of Insurance.) The Certificate of Insurance should also show evidence that the Vendor has, as part of its coverage, “Liquor Liability coverage and Hired and Non-Owned Auto Liability coverage.” The Certificate of Insurance should name as Additional Insured (at a minimum) the local chapter hiring the Vendor as well as the Grand Chapter. 

c) The Vendor/Venue agrees to defend, indemnify and hold the Grand Chapter and the local chapter harmless for loss, damages, expenses, including reasonable attorney fees, arising out of the negligence of the Vendor, its employees, sub-contractors, and agents. 

d) The Vendor assumes in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to:

1) Check identification cards upon entry 
2) Identify those who are of legal age to consume alcohol 
3) Refrain from serving individuals who appear to be intoxicated
4) Maintain absolute control of ALL alcoholic containers present. Collect remaining alcohol at the end of a function and remove all alcohol from the premises
5) No excess alcohol – opened or unopened – is to be given, sold or furnished to the chapter

e) A chapter cannot profit from the sales of alcohol but can profit from raffles, food, etc. 

C. BYOB Events

• Common sources of alcohol, including bulk quantities, which are not being served by a licensed and insured third-party vendor, are prohibited (i.e., amounts of alcohol greater then what a reasonable person should consume over the duration of event).
• Alcoholic beverages must not be purchased with chapter funds or funds pooled by members or guests (e.g., admission fees, cover fees, collecting funds through digital apps, etc.). 
• A chapter must not co-host or cosponsor, or in any way participate in, an activity or event with another group or entity that purchases or provides alcohol, illegal drugs or controlled substances. 

D. Policy Expectations

• Attendance by non-members at any event where alcohol is present must be by invitation only, and the chapter must utilize a guest list system.
• Attendance at events with alcohol must not exceed local fire or building code capacity of the chapter premises or host venue. 
• All events with alcohol must have non-alcoholic beverages and food at the event.
• A chapter must not co-host or cosponsor an event with a bar or alcohol distributor; however, a chapter may rent a bar, restaurant, or other licensed and insured third-party vendor to host a chapter event. 
• Any event or activity related to the new member joining process (e.g. intake, rush, etc.) must be substance free. No alcohol or drugs may be present if the event or activity is related to new member activities, meetings, or initiation into the organization including but not limited to activities, and any ritual or ceremony. 
• Chapters, members, or guests must not permit, encourage, coerce, glorify, or participate in any activities involving the rapid consumption of alcohol, such as drinking games. 

E. Illegal Drugs and Controlled Substances

The chapter, members, and guests must follow all federal, state, and local laws regarding illegal drugs and controlled substances. No person may possess, use, provide, distribute, sell, and/or manufacture illegal drugs or other controlled substances while on chapter premises or at any activity or event sponsored or endorsed by the chapter. 

Prevention Ideas

Good event planning is done when chapters consider ways to create safe environments through prevention. Listed below are important steps a chapter can take to create safe events:

1. Event theme/materials are respectful and not degrading to any person or population 
2. Obtain adequate security (Public Police, Private Police, local security company, etc.)
3. Officer in charge
4. Only one entrance to the event
5. Third-party vendor stops the sale of alcohol one hour before the event ends
6. Glass bottles prohibited 
7. Event does not involve physical activity (e.g. assault and battery)
8. Music will not be disrespectful or degrading to a group of people or culture 

Vendors

All contracts should be signed and dated by both the person authorized by Iota Phi Theta Fraternity, Inc. (i.e. chapter polaris, etc.) and the vendor. The entity entering in the agreement with the vendor is, [Chapter Name] of Iota Phi Theta Fraternity, Inc. DO NOT EXECUTE ANY CONTRACT(S) UNDER THE NAME “IOTA PHI THETA FRATERNITY, INC.” YOU ARE ONLY AUTHORIZED TO ENTER INTO AGREEMENTS UNDER YOUR CHAPTER NAME.