Business Meetings and Events with Alcohol

Key terms within this section are Business Meeting, University Event, and Valid Business Reason. Please refer to the Key Terms and Definitions page.

The University discourages the purchase of alcohol using University funds, but recognizes that, at times, there is a valid business reason for purchasing alcohol. For a purchase of alcohol to be allowable, it must meet the following requirements: 

• There is a valid business reason 
• The expense is reasonable 
• The purchase adheres to this standard, the purchase of alcoholic beverages may be allowable 
• Prior approval has been obtained 

• The purchase of alcoholic beverages is highly discouraged; however, there may be a Valid Business Reason to purchase alcoholic beverages. The purchase of alcoholic beverages may be allowable if:
  • There is a Valid Business Reason
  • The expense is reasonable
  • The purchase adheres to this standard
  • Prior approval is required for the purchase of alcoholic beverages for University events.

When the above requirements are met and a purchase of alcohol is allowable, there are still a number of requirements for serving alcohol at a University event. 

• The expenditure and the circumstances for the consumption of alcoholic beverages must not jeopardize the University’s reputation, or the health and welfare of those involved.
• The sale, service, possession, and consumption of alcoholic beverages at University Events or Business Meetings are regulated by federal, state, and local laws.
• Alcoholic beverages at University Events or Business Meetings must be provided by a licensed and insured vendor.
• Food and non-alcoholic beverages must be provided at all events that include alcoholic beverages. Alcohol and food must be provided by the same licensed and insured vendor to ensure that there is an appropriate balance of food and alcohol served.
• Certain campuses require that alcoholic beverages and food served at meetings on campus or on property owned or controlled by the University be provided by campus Dining Services. Please refer to the resources page for links to campus dining services for additional details.
• Alcoholic beverages at University Events cannot be purchased or served by University staff or volunteers who are not under the employment of the vendor providing alcoholic beverages.
• Regularly scheduled meetings or functions at which alcoholic beverages are served to attendees may obtain an annual blanket approval for such meetings or functions.

• The purchase of alcoholic beverages is an allowable expense when there is a Valid Business Reason for the purchase during a Business Meeting/meal, at on-campus University Events, or at off-campus University Events.  
• The purchase of alcoholic beverages during a Business Meeting/meal must be reasonable and be served in conjunction with food and non-alcoholic beverages; reasonable cost is defined as 25% or less of the total bill (or a single beverage per person that is reasonably priced as determined by the department). Exceptions may be granted.

• The purchase of alcoholic beverages at events or meetings that do not have a Valid Business Reason to provide alcohol.
• The purchase of alcoholic beverages made without prior approval for events or approval for business meals.
• The purchase of alcoholic beverages that exceed reasonable cost unless an exception is granted; reasonable cost is defined as 25% or less of the total bill (or a single beverage per person that is reasonably priced as determined by the department).
• The purchase of alcoholic beverages without the purchase of food.
• The purchase of alcoholic beverages through any source other than a licensed vendor.
• The purchase of alcoholic beverages with “to-go” meals for consumption at a location other than the event or meeting.
• The purchase of alcoholic beverages is not allowed with any state appropriated funds, federal or state grants or contracts.
• The purchase of alcoholic beverages using sponsored research funding unless prior approval is provided by the sponsor and the University.

The approval requirements for alcohol expenses are outlined on the Approvals, Documentation Requirements, and Exceptions page.

Exceptions can be requested per the guidelines outlined on the Approvals, Documentation Requirements, and Exceptions.