URI Dining Services Alcohol Procedures for Catered Services
URI Dining Services will offer alcohol service to the campus community through our Catering Department within the terms and conditions outlined below.
1. Customer Base
a. Any URI organization, department, or outside group holding a catered event on campus in which students are not in attendance may request to purchase beer and wine for their guests. The catered event must include a minimum food purchase based on the number of guests and amount of alcohol requested.
b. Any URI organization, department, or outside group holding a catered event on campus in which students are not in attendance may request a cash bar service, consisting of beer and wine, in which payment for alcohol is made individually by each guest. The catered event must include a minimum food purchase based on the number of guests and amount of alcohol requested.
2. Customer Ordering Procedure
URI Alcohol Approval Request
a. All orders for alcohol will be placed through our Catering Department. Orders must be received at least 72 hours prior to the event.
b. Approval of funding source for an alcohol order must be verified forany URI organization or department. Compliance of the state of Rhode Island Account and Control Policy A‐36 will be enforced.
c. All orders for alcohol in a Ryan Center suite will be stocked in a refrigerator located in the suite. The alcoholic beverages must be served by an attendant. Client will be billed based on amount of alcohol ordered for the event. Any product not consumed would remain the property of Dining Services. In suites beer is charged by packages of six and individual wine is priced by the four‐pack. A cash bar is not available in the suite.
d. All orders for alcohol at events in which the client is paying for the alcohol or when a cash bar is utilized, beer is priced by the bottle or can and wine is priced by the glass. Clients will be billed based on the guaranteed count. Any product not consumed would remain the property of Dining Services
e. No cash bar service order can be taken for an event with less than 25 guests in attendance.
f. All orders for a cash bar service, consisting of beer and wine, will require a per person bar setup fee based on guaranteed head count and $50 per bartender at each event.
g. Pricing for beer and wine at a cash bar service will be modified to include taxes and administrative fees.
3. Procurement and Inventory of Alcohol for all events
a. All alcohol for events will be purchased by URI Dining Services at a Class A retail establishment located in the State of Rhode Island that has been authorized by the URI Purchasing Department as an authorized vendor.
b. Alcohol will be purchased on a weekly basis for events taking place within 10 days to minimize alcohol inventory on the premises. Existing inventory of alcohol will be considered before additional product is procured.
c. All alcohol purchased for the client will be secured in a locked room designed exclusively to warehouse alcohol until day of the event. Only designated catering supervisors will have access. Inventory records of all alcohol will be maintained daily by a Dining Services supervisor who is not associated with the delivery, disbursement, or receiving of leftover alcohol to the secured location. Any discrepancies will be reported to the Catering manager.
d. The catering supervisor must initiate a four‐part issue requisition when alcohol is removed from the secured inventory location for the event. The white copy remains in the secured location. The yellow copy must accompany the supervisor during the delivery. At which point the alcohol is delivered to the remote site, the catering employee responsible for the service of the alcohol (certified in the ServeSafe Alcohol program) must receive the shipment and reconcile that the inventory is accurate.
e. At the end of the event, all alcohol must be removed from the event premises. The ServeSafe certified employee conducts an ending inventory and reports results on the issue requisition notating the volume of alcohol in any opened containers, if applicable. The requisition must accompany alcohol back to the secured location by another catering employee who will approve inventory of the product.
4. Cash Handling Procedures for Cash Bars
a. Catering supervisor will sign out cash bank from safe and setup register at cash bar. Cash will be delivered in a locked deposit bag.
b. Bartender must count and verify cash bank prior to the event.
c. At the end of the event the register must be Z’d out by the catering supervisor. All funds must be counted by the bartender and the catering supervisor and reported properly on deposit slip. d. Locked deposit bag is delivered to the safe.
e. Dining Services fiscal clerk will reconcile cash deposit with alcohol inventory. Any discrepancies will be reported to the Catering manager.
5. Monitoring Service of Alcohol
a. Catering will provide an appropriate level of service employees and supervisors who are certified in Alcohol Server Training at any event where sales or service of alcohol takes place. The event will be monitored by our staff for compliance to all safe service practices and laws specific to the Rhode Island State Liquor Authority. Alcohol may only be served for no more than a five‐hour period per event and no more than two drinks may be served to an individual at one time.
b. All alcohol served during suite service, the Alumni Room, or other specified area in the Ryan Center during a football or basketball game cannot begin earlier than one hour before the game begins and service must end at the beginning of the second half of the game. Both Dining Services employees and Ryan Center Event staff will monitor all areas for compliance to all safe service practices and laws specific to the Rhode Island State Liquor Authority.