Serving Alcohol at Registered Student Organization Events

Student organizations lead event planning and are responsible for:

• Planning ahead to meet required timelines
• Providing complete and accurate event information
• Requesting and securing event space

Student organizations should begin by working with their advisor or the university unit supporting, sponsoring or funding the event to identify the appropriate Internal Host.

For events that are considered university-sponsored, student organizations must work with their Internal Host to complete the following: 

Step 1: Prepare Your Event Details and Materials
Student organizations prepare and share all required information with their Internal Host, including:

• Event logistics (date, location, attendees, purpose)
• Planned security measures for alcohol service (see Alcohol and Other Drug policy for requirements)
• Supporting materials, (e.g., vendor contracts or venue agreements) 

Step 2: Internal Host Submits the Workday Request

• The Internal Host submits the Alcohol Service Pre-Approval Request in Workday.
• Requests route based on the Internal Host’s unit/cost center and event details
• Review includes the unit Senior Fiscal Officer and Business and Finance
• Alcohol may not be purchased or served until approval is received

 Step 3: If Approved, Prepare for Event Execution 

Student organizations coordinate next steps in alignment with the approved request:

• Coordinate with your venue, event planner and/or licensed provider(s)
• Ensure all applicable requirements are followed (e.g., safeguards, permit, etc.)

Important: 

• Reference the Pre-Approval ID in Workday (internal memo) provided by your Internal Host for related purchases.
• Use approved purchasing methods in accordance with the Expenditures Policy.

All registered student organization events follow a Comprehensive Review process. The timeline depends on event complexity and whether additional requirements (such as permits) are involved. 

The review process for events that are complex, including public events, those that involve fees or admission charges and where permits may be required, can take 6-7 weeks to review. The Department of Liquor Control requires 30 days for permit review.  

Events with less complexity, such as invitation-only with no special permits required, will take at least two weeks for approval. 

Requests submitted without adequate lead time or with incomplete information may be delayed or denied. 

These timelines apply to alcohol service approval only and do not replace venue, catering or event planning deadlines. Student organizations should begin coordinating with their venue or event planning partner (e.g., Events and Conferences, University Catering) as early as possible and pursue alcohol approval in parallel with other event planning requirements. Venue and catering partners often require earlier coordination. Planning early helps ensure all requirements – both operational and policy-related – are met. 

A Registered Student Organization is a student organization that is recognized by, or operating under, the sanction of, the university. This may include organizations affiliated with a national, international or other external organization.

Yes. For registered student organizations, events held on university property are considered University-Sponsored Events for purposes of alcohol service approval and must follow this process. 

Student organizations should work with the university employee affiliated with the primary unit supporting or funding the event to determine who should serve as the Internal Host.

No. For registered student organizations, events that do not occur on university property are not considered University-Sponsored Events for purposes of alcohol service approval. Student organizations should work directly with the venue and/or other vendor(s) as appropriate. 

Each University-Sponsored Event involving alcohol must have a clearly identified Internal Host.

For student organizations, the Internal Host is a university employee affiliated with the primary unit supporting, sponsoring or funding the event. In some cases, this may be the organization’s advisor. In others, it may be a unit partner or staff member from the primary sponsoring or funding unit.

The Internal Host is responsible for submitting the request in Workday and supporting alignment with university requirements.

In general, the Internal Host should be the university employee affiliated with the primary unit supporting, sponsoring or funding the event.

For example, if a student organization event is primarily funded or supported by an academic unit, the Internal Host would typically come from that unit, even if the organization’s advisor sits elsewhere.

Student organizations are responsible for:

• Planning and organizing the event
• Requesting an securing event space
• Preparing event details, safeguards and supporting materials
• Coordinating with venues, vendors and event partners
• Implementing all approved safeguards and service expectations
• Ensuring the event operates in accordance with approved conditions

 
The Internal Host is responsible for:

• Submitting the Alcohol Service Pre-Approval Request in Workday
• Reviewing event details and confirming requirements are met
• Confirming that required information and security measures are appropriately addressed in the request
• Supporting alignment with university policy and requirements

 The Internal Host does not plan, manage or operate the event and is not responsible for on-site operations.

A temporary liquor permit may be required depending on the event location, how alcohol will be served, whether fees or fundraising are involved and/or how the event is structured. 

Factors may include:

• Ticket sales, admission charges or registration fees
• Drink tickets or alcohol purchases with personal funds
• Food purchases connected to alcohol service
• Sponsorships, raffles, auctions, donations, or other fundraising activities
• Donated alcohol or donated alcohol service

Most student organization events held at licensed venues do not require an additional liquor permit, but the event will still require alcohol service pre-approval following the process outlined above if it is a University-Sponsored Event. 

After your Internal Host submits the Alcohol Service Pre-Approval Request, the request will be reviewed to determine whether a temporary liquor permit is required. If applicable, the Office of Business and Finance will work with the Internal Host to coordinate the next steps.

Once your Alcohol Service Pre-Approval Request is approved, student organizations are responsible for preparing and executing the event in alignment with the approved request. 

This includes:

• Coordinating with your venue, event planner and/or licensed provider to ensure all approved safeguards are in place
• Ensuring any applicable requirements are followed on the day of the event
• Using approved purchasing methods in accordance with the Expenditures Policy
• Referencing the Alcohol Service Pre-Approval ID in the Workday internal memo field for any alcohol-related transactions or event arrangement, as applicable, including alcohol purchases, venue charges that include alcohol service, or cash bar arrangements.

Changes may require additional review or submission of a new request. 

Student organizations are responsible for ensuring that event details remain consistent with what was approved.

If key event details change after approval (e.g., attendance, guest type, venue or alcohol service arrangements), contact ASArequests@osu.edu as soon as possible.

For questions about alcohol service approval or event eligibility, contact the Office of Business and Finance at ASArequests@osu.edu.
When reaching out, include basic event details such as:

• Event logistics (date, location, estimated attendance and guest makeup) 
• Alcohol service details (type of service and who is providing it, if known) 

This will help the team provide timely and accurate guidance.

• Alcohol & Other Drugs (AOD) Policy
• Alcohol Service Requirements and Best Practices
• Workday job aid
• Office of Student Life Events and Conferences