An alcohol use application form is required for all University events where alcohol is served. It is designed to help protect the University from liability related to the service of alcohol. If you are a private party holding an event on campus, you can contact UM Catering at (406) 243-4899 and they can provide you directions for filling out the DocuSign form.

Yes, there are four specific forms:

Alcohol Use Application – Public Organization/Private Party

Directions: This alcohol use form should be used by a public organization or private party to obtain appropriate approval for the sale or service of alcohol at all public or private events held on campus.

Alcohol Use Application – Student Group

Directions: This alcohol use form should be used by all student organizations (ASUM-sponsored and others, including fraternities and sororities) to obtain appropriate approval for the sale or service of alcohol at all University-related events on and off campus.

Alcohol Use Application – University Organization (at off-campus location)

Directions: This version of the alcohol use form should be used by all University departments to obtain appropriate approval for the sale or service of alcohol at all University-related events off campus.

Alcohol Use Application – University Organization

Directions: This alcohol use form should be used by all University departments to obtain appropriate approval for the sale or service of alcohol at all on-campus University-related events.

DocuSign is a program which generates a series of emails which are sent to the specific individuals who are required to sign.  When all signatures are obtained, an email will be sent to the person who initiated the form and, if the event is on campus, to UM Catering.

These emails are generated automatically and appear to be coming from Jason Sloat, Risk and Insurance Manager. Jason does not see or read the emails going back and forth unless there is a problem. If the steps outlined on the form are followed, this process works well.

1. The first required signature is that of the person filling out the form.
2. The second required signature is the “responsible person” who will attend the event and who agrees to adhere to the following requirements:
   • Reasonable amounts of food and non-alcoholic beverages must be served for the duration of the event.
   • Consumption of alcohol by persons selling or serving alcohol is not permitted.
   • At social functions where alcoholic beverages are provided by the sponsoring organization, direct access to alcohol shall be limited to designated servers. Consumption or possession of alcohol are permitted only within designated or monitored areas.
   • Service and consumption of alcohol must be the lesser of four (4) hours or the duration of the event. Service of alcohol must end thirty (30) minutes prior to the scheduled end of the event.
   • Safe transportation to and from events should be encouraged and/or provided, including a designated driver program.
   • Drinking competitions are prohibited. Activities promoting forced consumption of alcohol are not allowed.
3. The dean or director of the department is required to sign for all departmental events including those held off campus, even if the event is at an established business with a liquor license, such as a restaurant. This is true even if the department does not plan to use departmental funds.
4. Please note that UM Business Services will not allow the use of departmental funds to pay for alcohol without a completed alcohol use application form. Forms filled out after the event may be denied by one or more of the required signatories, greatly complicating reimbursement.
5. A representative of the UM Office of Risk Management must approve and sign all alcohol use application forms.
6. The UM vice president of Operations and Finance is required to approve most UM department-sponsored alcohol events.

What a great question! Here are some simple tips which will greatly increase your chance of success:

1. Start the process by filling out the form at least three weeks in advance of the date of your event. Four weeks is even better!
2. Gather the information required to complete the alcohol use application form before opening the document in DocuSign. This will ensure you can complete and sign the form, successfully starting the process. You will need the following information for most applications:
   1. The name of the organization or UM department.
   2. If you are using University funds, the appropriate index code and account number.
   3. The name of the person filling out the form. This person will be the first to sign and initiate the process.
   4. The name and contact information of the responsible person(s) attending the event (see description, above). This will include their phone, email, and Banner ID number (790), where applicable. If you are the person filling out the form and the “responsible person” listed, the system will require you to sign the document twice in two separate emails.
   5. A description of the event, including:
      1. Date
      2. Start time
      3. End time
      4. Times when alcohol service will start and end
      5. Number of attendees
      6. % of attendees under the age of 21, if any
      7. Advertising details, if any
      8. Location of the event (name of restaurant or business, if applicable) and street address
      9. If your off-campus event is not at an established business with an alcohol license, you must provide a risk management plan. Options on the form include:
         • The event will be catered by a licensed alcohol vendor.
         • TIPS-trained servers will be serving the alcohol (provide names and certifications of persons serving alcohol). This information is required only if Campus Dining servers are not serving the alcohol.
         • All attendees will be carded at the door; attendees over the age of 21 will be issued wristbands. The event coordinator will arrange for adequate staff to enforce the proper use of the age-indicating wristbands.
         • Event liability insurance has been obtained (contact the UM Office of Risk Management at 406-243-2700).
   6. The name and contact information for your department dean or director. It is always best practice to call or send this person an email if you have listed them on an alcohol use application form. The number one reason the DocuSign process may falter or fail is an email sitting unread in someone’s inbox. Often, the dean or director is unfamiliar with the DocuSign system and does not realize they are holding up the application.

If you have general questions about the form or liability questions, contact Jason Sloat at jason.sloat@mso.umt.edu or call (406) 243-2700.