Events with Alcohol

Key guidelines & policies

• Event hosts should review MIT Police presence, metal detectors and public safety for detailed requirements, and contact the Student Life Office early in the planning process if security support may be needed.
• It is the responsibility of the event host/s to ensure that guests who are intoxicated are not allowed to enter the event and are provided with medical attention.
• For student organization events, MIT students may not distribute alcohol. Only a third-party bartending service may handle and distribute alcohol; they are also required to check IDs.
• Alcohol may not be served to any individual under 21 years of age. Violation of this section may result in a fine of $1,000, 6 months of imprisonment, or both (M.G.L. c138 s34).
• Proof of age must be checked at all entrances to an event. Guests must wear a wristband or other non-duplicable proof of legal drinking age. Proof of age should be checked again by the bartender when alcohol is served. Event hosts are required to make sure attendees wear wristbands confirming their age at all times during the event. Sloan Student Life Office has wristbands available for Sloan Student Club events.
• If admission is charged at the door, alcohol, if provided, must be dispensed from a cash bar. Massachusetts General laws prohibit free drinks at licensed events.
• Alcohol must be attended at all times. Guests must never be able to help themselves to drinks. Servers may not consume alcohol immediately before or during the event.
• A bartender may not serve more than two drinks to one person at one time. Pitchers may not be served. Alcohol may not be served from quantity dispensing sources (e.g. kegs, punch bowls, water coolers, etc.).
• Non-alcoholic beverages and food must be available throughout the event.
• “Last call” must occur no later than 12:30 a.m. or 30 minutes before the scheduled end time, whichever is earlier.
• Advertising of events involving alcohol must focus on the event, not the alcohol. Phrases such as “Beverages Available” and “Positive ID required” are acceptable, while phrases such as “Wine & Cheese Party” and “Beer Bash” are not. Advertising may not offer free alcohol, provide details on the type or brand of alcohol to be served, or include phrases such as “All you can drink.”
• Student organizations may not use Institute funds, including “house taxes” or student activities fees to purchase alcohol, though such funds may be used to hire third-party bartenders.
• Student organizations that wish to use departmental funds for purchasing alcohol must register their program as a “Departmental Event,” not a “Student Org Event” in their Atlas registration form. The departmental cost object must be entered in the police detail field.
• Per state law and MIT policy, alcohol donations are not allowed, and no donated funds can be used to cover the cost of alcohol purchases. If a sponsor wishes to directly cover the costs of alcohol, please contact the Sloan Student Life Office.

Institute Alcohol Policies

• MIT’s alcohol and other drugs policies
• MIT’s help-seeking (Good Samaritan) amnesty policy

Cambridge alcohol license requirements

• A One-day alcohol license is required from the City of Cambridge for all events where a cash bar is present (even those operated by MIT Catering) or where there is an admission charge at the door if alcohol is available at the event. The license must be posted in a location visible to all attendees.
• All event hosts must be 21 years of age with a valid form of identification.
• All event hosts must remain present and may not consume alcohol immediately before or during the event.
• All event hosts must confirm the third-party bartending service’s Alcoholic Beverages License (ABCC).

• Criteria for One-Day Alcohol License exceptions:
• The event involving alcohol is on private property (indoor or outdoor); AND
• The event involving alcohol is closed to the public and is not advertised on social media; AND
• The event involving alcohol does not require an admission fee.

MIT Police presence, metal detectors, and public safety

To support this goal, the Student Life Office may require consultation and partnership between student organizations, MIT Police, and other public safety offices at MIT to ensure the safety and well-being of event hosts, attendees, and community members.

Upon review of an event proposal or application, the Student Life Office staff may request input from MIT Police to determine the appropriate level of security support for an event. In some cases, for example, these consultations may result in the need for metal detectors at an event’s points of entry (see below).

Once appropriate safety and security recommendations have been made for an event, The Student Life Office and MIT Police work closely with student organizations to ensure smooth implementation.

Criteria for MIT Police presence

MIT Police presence may be required at an event in, but not limited to, the following scenarios:

• When a sponsoring student organization requests police presence.
• When MIT Police, in collaboration with SOLE and the sponsoring organization, determine that police presence is necessary based on information submitted during an event’s proposal and approval process. Events with certain characteristics typically require additional security measures, including:
• Alcohol service
• On-site sales and cash handling
• The use of metal detectors (see below)
• Attendance by dignitaries, VIPs, or special guests
• Anticipated attendance of 250 or more attendees, or a significant likelihood of that number
• Anticipated attendance of significant numbers of people who are not affiliated with MIT
• Live music, DJs, or other amplified entertainment
• Other risk factors as determined by MIT Police or the Student Life Office (e.g., VIP guests, prior incidents, or security intelligence)

• MIT Police, as well as other law enforcement and public safety officials, may be required to respond to unplanned incidents such as medical emergencies, disruptions, or potential security threats at any campus event, regardless of any prior planning.

Metal detectors

The use of metal detectors at student-led, in-person events held on MIT’s campus is determined jointly by MIT Police and Student Life staff. When a determination is made that metal detectors are required, event organizers will be informed directly, and MIT Police will work with them to ensure a safe and respectful screening process.

Criteria for metal detector use:
Metal detectors are required for student group events held on campus that meet all of the following criteria:

• Anticipated attendance of 250 or more attendees, or if MIT Police determine there is a significant likelihood of reaching that number
• The event includes non-MIT attendees
• The event features one or more of the following:
• Alcohol service
• Live music, a DJ, or other amplified entertainment
• Other elevated-risk factors as determined by MIT Police (e.g., VIP guests, past incidents, or relevant security intelligence)

Screening procedures

MIT Police will manage and conduct all screening processes. Procedures include:

• All attendees must pass through a walk-through metal detector upon entry.
• If the detector is triggered, attendees will be asked to remove personal items (e.g., keys, jewelry) and walk through again.
• If the alarm is triggered a second time, MIT Police will screen the individual with a handheld device.
• Guests with medical devices or accessibility needs may request alternate screening, such as a same-gender pat-down or other reasonable accommodations.
• Attendees who are unable or unwilling to complete the screening process may not be permitted to enter.
• If a guest is denied entry and refuses to leave, MIT Police and DSL staff will assist with de-escalation and removal if necessary.

Signage

All events requiring metal detectors require clear signage at each point of entry. Signs must include the following statements:

• “Metal detectors in use for safety”
• “No bags and no cameras”
• Any additional screening expectations or notifications determined by MIT Police, Student Life, CAC, or event organizers

Venue staff (e.g., CAC Manager) will ensure that signage is posted at all entrances and screening areas.

Attendee communication

For events requiring metal detectors, all promotional materials and tickets must include information for all registered guests and potential attendees notifying them that screening will be occurring, and informing them of screening expectations. This information can be provided via email, social media, RSVP confirmations, or event websites to minimize confusion and delays at entry.

Event scheduling and venue use

Because of the additional burden metal detectors impose on staff and spaces, only one event requiring metal detectors may be scheduled per night in a CAC space. Some venues (e.g., Building 50) may not be suitable due to layout or access concerns. Student Life staff and CAC staff will work with student organizers during planning to manage scheduling and space concerns.

Accessibility and special accommodations

MIT is committed to inclusive and respectful screening practices. Attendees with disabilities or medical conditions that may affect screening are encouraged to notify event staff in advance. MIT Police will provide reasonable accommodations, including handheld screening or same-gender pat-downs.

After action

After the event, Student Life, CAC, and/or MIT Police may conduct a debrief to evaluate how the screening process was implemented and to identify opportunities for improvement.

Cost

Sloan Student Life Office covers all costs associated with metal detector services required for Sloan student organization events.

Pre-event planning for police presence and/or metal detectors

When MIT Police and Student Life determine there is a need for police presence and/or metal detectors at an event, Student Life coordinates a pre-event planning meeting with key stakeholders. This meeting is typically scheduled at least 10 working days prior to the event. Participants include:

• MIT Police
• Event hosts and/or leaders from student organization/s
• Student Life advisors
• Venue managers (e.g., CAC staff)
• Additional stakeholders as needed (e.g., E33, DSL staff, organization advisors)

Topics covered in the planning meeting will include:

• Rationale for MIT Police presence and/or metal detector use
• Roles and responsibilities of involved parties
• Event timeline and logistics
• Entry, exit, and re-entry procedures
• Emergency planning and EMS coordination
• Communication plans for attendees and staff
• Coordination and preparation of volunteers and staff, ensuring they understand their roles in guest flow, safety, and communication.
• Designation of a primary point of contact for the venue manager and MIT Police before and during the event.
• Scheduling a pre-event huddle to review final logistics and safety procedures.