Guidelines for the sale and service of alcoholic beverages across campus

Warwick University has a number of areas that provide a provision for the sale, service and consumption of alcohol and designated licensable Activity

1. Rootes Building
2. Rootes Grocery Store (main campus)
3. Warwick Arts Centre
4. Warwick Conference Centres (Scarman, Radcliffe and The Slate)
5. Fields Licence, (this coves specified outdoor areas inc the Piazza)
6. Cryfield Centre / Sports Pavilion
7. Students Union – Operates independently.

From the above licences under Rootes Building (1) and Rootes Grocery Store (2) we are able to provide a full provision and service for the sale, service and consumption of alcohol and provide the licensing to all academic and external areas required for licensed events under the following business areas:

• Warwick Conference’s – Central Campus venues (CCV)
• Warwick Retail (Rootes Grocery Store)

The Licensing Act of 2003 (Law in 2005) states that the Premises Licence Holders (PLH) on campus have the following responsibilities in promoting the licensing objectives, which are:

• Prevention of crime and disorder
• Public safety
• Public nuisance
• Prevention and protection of children from harm

Failure to comply & meet the objectives, may lead to criminal prosecution and imprisonment, severe financial penalties and loss of licence to the Holder and all other University Licences.

The Act states that the sale & provision of alcohol should be authorised by a Designated Premises Supervisor” (DPS) a condition of all Premises Licences. Failure to ensure that the provision of alcoholic beverages for consumption on or off the premises (University campus) is undertaken in a professional and responsible manner with high standard’s of due diligence, will reflect adversely on the University itself and the commercial viability of internal services.

Therefore, in the interests of safety for students, faculty, contractors, staff and members of the public, the sale and consumption of all alcohol within the University should only be purchased from outlets managed by Warwick University.

You can order alcohol from;

• Warwick Food & Drink – Ext 23789
• Warwick Retail / Rootes Grocery Store – Ext 23892

Other areas

• Students Union - Alcohol purchased in the Students Union, may only be consumed on the Union Premises unless for a private event off campus

How it works & how to manage your event

Anyone organising an event on campus which involves the provision and consumption of alcohol, or licensable activity, will need to take steps to ensure that all participants act appropriately, in line with the licensing objectives detailed above.

Warwick Conference’s CCV & Warwick Retail are the provider of trained and qualified staff that meet the licensing requirement for campus activities involving alcohol.

Alternatively, if staffing is not required for an event, support and guidance can be given at the time of booking as to how this needs to be managed. A guideline to what is required can be provided once details have been taken via the above points of contact.

Should staff not be required, all organisers making bookings must ensure that a responsible adult (who is over 18) signs the licensing obligation form, which sets out the acceptance of certain responsibilities, mainly the management of the consumption of alcohol at the event.

Options

1. Customers / Clients buy alcohol through Warwick Food & Drink or Rootes Grocery Store, who will then advise on the requirements, staffing, licensable activity for their event.
   
   To support licensing compliance and to ensure the smooth running of events, it is recommended that events with 100 guests or more should be supervised /staffed. A member of staff will be provided free of charge providing sufficient notice is given (minimum 5 working days).
2. Customers / Client buys alcohol from Rootes Grocery Store and Warwick Food & Drink then support managing the service/licensable activity/delivery. Find out about placing Rootes grocery store orders.
3. Client buys alcohol through Warwick Food & Drink or Rootes Grocery Store initially. Customers then agree to sign responsibility for the service and control of alcohol and to adhere to the licensing objectives, as in the alcohol policy . Please note that any alcohol served in an open public or bookable event space must be staffed, regardless of number of attendees.

NB - Alcohol purchased from Rootes Grocery Store cannot be consumed in any of the other University Licensed areas as listed above.

Staffing Costs for alcohol purchased via Warwick Conferences/Food & Drink

• Events 100 plus - Free of charge
• Event less than 100, £75 per staff member (3 hrs, inc set up service time 1hr, clear down)

All events in an open public space that do not qualify for free staffing - £75.00 as above.

The staff costs cover for one member of staff for a 3hour shift – (inc the setup, service and clear down of the event and will support approximately 1 – 1.5 hrs service time maximum, additional hours will be charged at £25.00 per hour

Outdoor events

Should your be looking to host a formal event outdoors and have licensable activity (this includes entertainment) we request that as well as booking a outdoor event space with the University as above, that you talk to one of the team ref the need for a formal outdoor licence:

1. Book one of the areas covered under the current “Fields Licence” (areas outside currently licensed) applied for via Warwick Conference Park and Events with a licence application.
2. Apply for a Temporary Event Notice (TEN’s) via Warwick Conference Park and Events.

These would be dependent on location, size and nature of event. Depending on the location both of the above may be required and further costs will be incurred.