Event Registration
When hosting an event on campus, the first thing you'll need is a space. You can request a space using Swat Central, Swarthmore's space reservation system. Space requests must be submitted 48 hours prior to the event.
If you are hosting an event with alcohol, you'll also need to request an alcohol permit. Any time individual students or student organizations are hosting an event you are required to have a space reserved. Alcohol permits must be submitted by Wednesday at 12:00 p.m. on the week of the event.
Please note: Any event where alcohol is served in a campus space with more than 10 people in attendance requires an alcohol permit. You can request an alcohol permit before you have a space confirmed.
Host Responsibilities
- CLEAN UP
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All event hosts are expected to clean up and return the space to the way it was found before the event. We ask for set up time and automatically add an hour for clean up to each event registered. If you need additional clean up time please let us know. The College will impose a monetary fine, ranging from a minimum of $50 to several thousand dollars (depending on the scope of the damage) for failure to comply with agreements regarding space cleanup and/or destruction to College property (including Swaudio).
- EQUIPMENT AND SUPPORT
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You can request facilities support like extra trash cans, tables, and chairs for your event. You can also request full audio support from Swaudio, or just ask to borrow a speaker. OSE had lots of different games and sporting equipment available for check out in the OSE office. Finally, if you plan to show a movie, you should we'll put you in contact with the movie committee to ensure you have the correct rights and equipment!
- PUBLICITY
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Read about the policies for advertising an event using campus resources Students are also permitted to hang flyers and banners on campus. Please review the expectations for banners, flyers, and chalkings in the Student Handbook. Events with alcohol aren't allowed to reference the availability of alcohol in print or graphics.
Alcohol Permit Host Expectations
There are a number of policies and expectations related to hosting an event with alcohol. If you are applying for an alcohol permit (which you do through the event registration form). Hosts are expected to read and agree to these terms, attend an alcohol permit training, and understand the full policy outlined in the student handbook.
- A.R.E. hosts will check all ID's at the designated entrance. All attendees must possess a student id (or valid drivers license, for guests).
- Alternative food and beverages must be provided during the event.
- Alcoholic beverages must be poured individually and served to each guests. Hosts are prohibited from lining up drinks.
- Hosts will not serve anyone under the age of 21 or any student who is visibly intoxicated, regardless of age.
- Party permits must be displayed at the entrance to the event. Additionally, a sign must be posted at each serving station stating "You must be 21 years of age to possess or consume alcoholic beverages in the Commonwealth of Pennsylvania".
- Hosts are responsible for staffing and setting up the designated area where alcoholic beverages will be served. Only wine (boxes or bottles) or beer (kegs, cans, or bottles) is permitted at social events.
- At least one host must be 21. All hosts must remain at the party for the duration of the event and all hosts must remain sober.
Remember - Public Safety and the Office of Student Engagement reserve the right to cancel or end early an event if there are concerns related to health, safety, or community before or during the event. Issues that could cause problems during an event include (but aren't limited to):
- Overcrowding or crowd control difficulties
- Repeated or excessive noise violations
- Multiple calls for assistance
- Unsafe drinking behaviors, including binge drinking or drinking games
- Violence of any kind
- The presence of drugs or hard alcohol
