Overview
All University‑Sponsored Events (USEs) where alcohol may be served must be pre‑approved in Workday through the Alcohol Service Pre‑Approval Request.
This page explains:
- What qualifies as a University-Sponsored Event
- When alcohol service approval is required
- Who is responsible for submitting the request
- The available approval pathways
- Planning timelines and expectations
- Best practices for responsible alcohol service
All events must comply with all applicable laws and university policies related to alcohol service, safety, and expenditures — including, but not limited to:
- Expenditures Policy
- Alcohol & Other Drugs (AOD) Policy
- Relevant federal, state and/or local alcohol laws
- Any applicable unit-level guidance or supervisory expectations
Units are responsible for planning events with good judgment, appropriate oversight and an emphasis on safety.
What Is a University-Sponsored Event (USE)?
An event, function, or activity either hosted or supported by a university unit, or employees on behalf of the unit, whether on university property or not. These events utilize one or more aspects of university resources, including but not limited to:
- Use of university funds for all or part of the event
- Use of university branding, such as the Ohio State name, logo, or other identifiers, for event marketing or promotion
- Use of university facilities for business purposes
- Conducting business for or on behalf of the university
- Receiving any pricing discount or other benefit due to university affiliation
Events sponsored by students or registered student organizations that do not occur on university property are not considered university-sponsored events for the purposes of alcohol service approval.
Business meals, as defined in the Expenditures policy, are not considered university-sponsored events for the purposes of alcohol service approval so long as the following criteria are met:
- No ticket, fee, or registration is required for attendance;
- The meal is held at a licensed venue that is responsible for alcohol service; and
- The meal complies with the Expenditures policy, including allowable expenses and reimbursement guidelines.
If you are unsure whether your event qualifies as a USE, submit a request in Workday or consult the Office of Business and Finance at ASArequests@osu.edu.
When Is Alcohol Service Approval Required?
Alcohol service approval is required for any University-Sponsored Event where alcohol will be served or consumed, regardless of:
- Event location (on or off campus)
- Venue type (licensed or non-licensed venues)
Approval must be received before alcohol is purchased or service is arranged.
Who Should Submit the Alcohol Service Request?
Each University-Sponsored Event involving alcohol must have a clearly identified Internal Host.
The Internal Host is:
- The university unit or its designated employee(s) responsible for organizing or overseeing a university-sponsored event and ensuring that appropriate risk management measures are in place.
- In many cases, the Internal Host is the event organizer, program lead, or department representative coordinating the event on behalf of the unit.
The Internal Host is responsible for:
- Submitting the Alcohol Service Pre-Approval Request in Workday
- Ensuring alcohol service occurs only as authorized
- Ensuring that approved risk-management measures are implemented and followed
- Coordinating with venues, vendors, and security partners as appropriate
- Following approved storage, service, and disposal requirements
The Internal Host is not responsible for monitoring individual alcohol consumption. However, the Internal Host is responsible for ensuring that approved controls and service expectations are properly implemented through the venue, licensed provider, certified bartender(s), or event staff.
Each event must have one clearly identified Internal Host associated with the Workday request.
Approval Pathways
Ohio State uses three alcohol service approval pathways to align the level of review with the size, scope, and complexity of the event.
Two pathways — Internal Event Path 1 and Internal Event Path 2 — are designed specifically for small, internal faculty/staff events that meet all listed eligibility criteria.
Events that do not meet those criteria, or that involve additional complexity, follow Event Path 3: Comprehensive Review, which includes broader review and coordination.
Each pathway is described below, including eligibility requirements and submission expectations.
All alcohol service requests are submitted through the same Workday Alcohol Service Pre-Approval Request; the pathway determines the level of review required.
Internal Event Path 1: Licensed Service
This pathway supports small, internal faculty/staff events where alcohol is served by a licensed provider.
Eligibility Requirements:
- Faculty/staff only (no students, families, or external guests)
- 50 or fewer attendees
- Event held at:
- A licensed venue on- or off-campus
- A private or reserved on-campus space (i.e., meeting/conference room)
- Private homes or personal residences are not permitted
- Alcohol served by a licensed venue or contracted bartender
- Beer, wine, or liquor permitted
- No exchange of money or value tied to attendance of the event
- Alcohol service may not begin prior to 5:00 PM on weekdays.
- Paid from appropriate discretionary funds, within expenditure limits
- Storage/disposal follows venue or bartender standards
Process:
- Submit an Alcohol Service Pre-Approval Request in Workday at least three business days prior to event
- Requests route to the SFO for review and approval
- Alcohol may be purchased or arranged only after approval
- Related purchase requests must reference the Alcohol Service Pre-Approval ID in the Workday "Internal Memo" field.
Internal Event Path 2: Unit-Managed Service
This pathway supports very small, internal faculty/staff events where no licensed provider is present.
Path 2 is not available in facilities where alcohol purchase and service must occur under an existing liquor permit holder's license. See Licensed Facility Locations for additional information.
Eligibility requirements:
- Faculty/staff only (no students, families, or external guests)
- 25 or fewer attendees
- Event held at:
- A private or reserved on-campus space (i.e., meeting/conference room)
- Private homes or personal residences are not permitted
- A private or reserved on-campus space (i.e., meeting/conference room)
- Only beer and wine may be served
- No exchange of money or value tied to attendance of the event
- Alcohol service may not begin prior to 5:00 PM on weekdays.
- Paid from appropriate discretionary funds, within expenditure limits
- The event must follow the additional service and handling expectations listed below
Process:
- Submit an Alcohol Service Pre-Approval Request in Workday at least three business days prior to event
- Requests route to the SFO for review and approval
- Alcohol may be purchased or arranged only after approval
- Related purchase requests must reference the Alcohol Service Pre-Approval ID in the Workday "Internal Memo" field.
Additional Service and Handling Expectations
These expectations apply only to events approved under Internal Event Path 2 and are in addition to the general Alcohol Service Best Practices outlined below.
- Safe Handling and Transport
- Alcohol should be transported, set up, and disposed of by two unit staff members whenever possible for accountability and safety.
- If temporary storage is needed, alcohol must be locked and secure
- Event hosts should consult with their supervisor or SFO when temporary storage is needed
- Service Controls
- Alcohol may be
- Self-served only in a supervised area, or
- Poured or portioned by the event host(s).
- Units are encouraged to limit the amount of alcohol displayed at one time and replenish gradually as needed.
- Alcohol may be
- Storage and Disposal at Event Conclusion
- Opened alcohol is expected to be discarded at the conclusion of the event.
- Unopened beer or wine may only be stored in a locked, secure location for future internal events.
- Storage plans should be discussed with a supervisor or SFO when needed
- Alcohol may not be taken off campus.
- Units should use reasonable judgment when purchasing to avoid unnecessary leftovers.
Can I host an Internal Event Path 2: Unit-Managed Service event in a licensed facility?
No. Internal Event Path 2: Unit-Managed Service is not available in facilities where alcohol purchase and service are governed by an existing liquor permit holder.
In these locations:
- Units may not independently purchase alcohol for the event.
- Units may not provide unit-managed or self-service alcohol.
- Outside alcohol may not be brought into the facility.
- Alcohol must be purchased and served under the applicable permit holder’s license.
Depending on the location, alcohol service may need to be coordinated through Levy Premium Foodservice, University Catering, or another applicable permit holder.
See Licensed Facility Locations for additional information. This list is subject to change.
Licensed Facility Locations
The following locations operate under an existing liquor permit holder. Alcohol purchase and service within these locations must occur under the applicable permit holder’s license.
Levy Premium Foodservice
- Bill Davis Stadium
- Buckeye Field
- Drake Performance & Event Center
- French Field House
- Ice Rink
- Jesse Owens Memorial Stadium
- Ohio Stadium
- Schottenstein Center
- St. John Arena
University Catering
- 4-H Center
- Animal Science Building
- Biological Sciences Building – College of Pharmacy
- Curl Hall
- Frank Stanton Veterinary Spectrum of Care Clinic
- Hamilton Hall & Patio
- Kottman Hall
- McCorkle Aquatic Pavilion Lobby
- Newton and Heminger Halls
- Ohio Union
- Parker Hall
- Pomerene Hall
- RPAC
- Sullivant Hall
- Thompson Library
- Timashev Family Music Building
- Veterinary Medical Center & Equine Arena
- Veterinary Medicine Academic Building
- Women's Field House
Note: While we strive to maintain an accurate and current list of licensed facility locations. If you have questions regarding a specific location, contact Business & Finance at ASArequests@osu.edu
Event Path 3: Comprehensive Review
The Comprehensive Review Pathway applies to events that do not meet Internal Event Path criteria or involve additional complexity.
Planning Note: Events requiring Comprehensive Review often involve additional planning, coordination, or regulatory requirements; therefore, requests under this pathway should be submitted well in advance.
This pathway applies when one or more of the following are true:
- Attendance exceeds Internal Event Pathway limits
- Students, families, donors, alumni, or external guests are present
- Any exchange of money or value (e.g., registration fee, raffle, donated alcohol)
- The event is open to the public or broadly advertised
- Event is co-hosted with external partner(s)
- A liquor permit may be required
Process:
- Submit an Alcohol Service Pre-Approval Request in Workday well in advance of the event
- Requests route to the SFO and the Office of Business and Finance (B&F) for review and approval
- Additional coordination, documentation, or permitting may be required depending on event characteristics
- Final authorization must be provided before alcohol may be purchased or served
- Reference the Alcohol Service Pre-Approval ID in the Workday "Internal Memo" field for related purchases.
Recommended submission timelines based on event characteristics are outlined in the Planning Timelines section below.
Event Planning Timeline
Alcohol service requests should be submitted as early as possible. Required lead times depend on the approval pathway and event characteristics.
| Approval Pathway | Minimum Lead Time |
|---|---|
| Internal Event Path 1 or 2 | 3 business days |
| Comprehensive Review – licensed venue, private invitation-only, no exchange of money or value | 2 weeks |
| Comprehensive Review – public events, exchange of value, external co-hosts, or liquor permit required | 6 – 7 weeks *Note the Department of Liquor Control requires 30 days for permit review |
Requests submitted without adequate lead time or with incomplete information may be delayed or denied.
Liquor Permit Requirements (When Applicable)
Certain events require a temporary liquor permit from the Ohio Division of Liquor Control in addition to university approval.
A liquor permit may be required when:
- Alcohol will be served at a non-licensed venue and there is any exchange of money or value (e.g., registration fee, meal charge, fundraising activity, auction, raffle, or similar transaction); or
- Alcohol-related activities occur outside a licensed venue’s existing permit (e.g., donated alcohol, wine pulls, silent auctions, or other alcohol-based fundraising activities).
If a liquor permit is required: What to Do Next
If your event requires a temporary liquor permit from the Ohio Division of Liquor Control, the Internal Host should:
- Complete the appropriate temporary (event) permit application;
- Attach the completed application to the Alcohol Service Pre-Approval Request in Workday; and
- Submit the request early enough to allow for state review (typically 30 days).
The Office of Business and Finance will review the materials and assist with coordination, including security review and final preparation prior to submission to the state. Alcohol may not be purchased until both university approval and the approved liquor permit are obtained.
For more information about the types of liquor privileges that may be available, please consult the Ohio Division of Liquor Control's website.
After Your Event Is Approved: What’s Next?
Once your Alcohol Service Pre-Approval Request has been approved:
- Coordinate with your venue, event planner, licensed provider, and other stakeholders to ensure that all approved safety and risk-management measures are in place.
- If your event required a liquor permit, ensure all permit conditions and required postings are followed on the day of the event.
- Reference the Alcohol Service Pre-Approval ID number in the Workday internal memo field for related alcohol purchases.
- Use approved purchasing methods (e.g., PCard, requisition, or venue contract) consistent with the Expenditures Policy.
Alcohol Service Best Practices
(Applies to all University-Sponsored Events involving alcohol)
These best practices apply regardless of approval pathway.
Additional service and handling expectations apply to events approved under Internal Event Path 2: Unit-Managed Service and are outlined in that section.
Event Oversight
- Assign a designated Internal Host who remains present and attentive throughout the event.
- Ensure roles and responsibilities are clear among event staff, venue personnel, licensed providers, or event partners.
Service Timing
- Alcohol service may not begin before 5:00 PM on weekdays.
- End alcohol service at least 30 minutes prior to the agreed reservation end time.
Responsible Service Practices
For events using a licensed venue or bartender, age verification and service controls are managed by the provider. The Internal Host is responsible for coordinating with those providers and ensuring approved expectations are in place — not for monitoring individual consumption.
- Provide food and non-alcoholic beverage options.
- Ensure alcohol service areas are appropriately managed.
- Limit access to alcohol to intended attendees.
- Confirm that age and/or ID verification practices (i.e., wristbands or other identifiers) are implemented where required.
- Avoid practices that encourage excessive consumption.
- Use purchasing methods consistent with the Expenditures Policy
Responsible Space Use
- Maintain a safe, clean, and orderly environment.
- Follow facility or venue requirements regarding alcohol service.
- Coordinate with venue, unit or facility staff, as applicable, to ensure the space is properly secured and reset following the event.
Frequently Asked Questions (FAQ)
What is a University-Sponsored Event (USE)?
An event, function, or activity either hosted or supported by a university unit, or employees on behalf of the unit, whether on university property or not. These events utilize one or more aspects of university resources, including but not limited to:
- Use of university funds for all or part of the event
- Use of university branding, such as the Ohio State name, logo, or other identifiers, for event marketing or promotion
- Use of university facilities for business purposes
- Conducting business for or on behalf of the university
- Receiving any pricing discount or other benefit due to university affiliation
Events sponsored by students or registered student organizations that do not occur on university property are not considered university-sponsored events for the purposes of alcohol service approval.
If you are unsure whether your event qualifies as a University-Sponsored Event, submit an Alcohol Service Pre-Approval Request in Workday or contact the Office of Business and Finance at ASArequests@osu.edu for guidance.
What are Not considered to be University-Sponsored Events for alcohol approval purposes?
- Business meals covered solely under the Expenditures Policy
- Events sponsored by students or registered student organizations that do not occur on university property
- Private or personal gatherings that are not sponsored, funded, promoted, or organized by a university unit and do not involve the use of university resources
- Events hosted entirely by external organizations where OSU is not an organizer or co-host
If you are unsure whether your event qualifies as a USE, submit a request in Workday or consult the Office of Business and Finance at ASArequests@osu.edu.
Do business meals require an Alcohol Service Pre-Approval Request?
No. Business meals, as defined in the Expenditures policy, are not considered university-sponsored events for the purposes of alcohol service approval so long as the following criteria are met:
- No ticket, fee, or registration is required for attendance;
- The meal is held at a licensed venue that is responsible for alcohol service; and the meal complies with the Expenditures policy, including allowable expenses and reimbursement guidelines.
Who should submit the Alcohol Service Pre-Approval Request?
The request must be submitted by the Internal Host or by an employee submitting on behalf of the Internal Host.
The Internal Host is the university unit or designated university employee responsible for sponsoring, supporting, organizing, coordinating, or overseeing the University-Sponsored Event and ensuring appropriate risk-management measures are in place.
For registered student organization events that qualify as University-Sponsored Events, the Internal Host is typically a university employee affiliated with the unit sponsoring, supporting, funding, or otherwise responsible for the event. Registered student organizations should work with their advisor or sponsoring/supporting unit to identify the appropriate Internal Host.
See the Who Should Submit the Alcohol Service Request? section for additional Guidance.
What is the difference between the Internal Event Paths 1 and 2 and Event Path 3: Comprehensive Review?
Internal Event Path 1: Licensed Service and Internal Event Path 2: Unit-Managed Service are available for smaller faculty/staff-only events that meet specific eligibility criteria.
However, some internal events may still require Event Path 3: Comprehensive Review if they exceed attendance thresholds or do not meet all eligibility requirements for the Internal Event Path 1 or 2.
Events that involve any of the following typically require Event Path 3: Comprehensive Review:
- Student or external guest attendance
- Attendance exceeding established thresholds
- Alcohol-related fundraising or exchange of money or value
- A liquor permit requirement
- Other operational or risk considerations
The Workday Alcohol Service Pre-Approval Request form will help determine which pathway applies based on the event details provided.
When should I submit the Alcohol Service Pre-Approval Request?
Requests must be submitted before alcohol service is arranged or alcohol is purchased.
Required lead time depends on the approval pathway and/or event characteristics. Events that qualify for Internal Event Path 1: Licensed Service or Internal Event Path 2: Unit-Managed Service may be submitted at least three business days before the event.
Events requiring Event Path 3: Comprehensive Review should be submitted earlier because they may require additional coordination, documentation, insurance review, security review, or permitting.
For recommended submission timelines by event type, see Event Planning Timeline section.
Note: The Ohio Division of Liquor Control requires a minimum of 30 days to review liquor permit applications.
Units are encouraged to begin planning earlier when possible to ensure sufficient time for approvals, vendor coordination, and event logistics.
What should I do after submitting the Alcohol Service Pre-Approval Request?
After submitting the Alcohol Service Pre-Approval Request, monitor the request in Workday and respond to any follow-up questions or requests for additional information. Once approved, work directly with your venue, event planner, caterer, fiscal team, and other relevant stakeholders to ensure the approved alcohol service plan and related safety and risk-management measures are followed.
- If your event requires a liquor permit, ensure all permit conditions and posting/display requirements are followed on the day of the event.
- For related purchases, reimbursements, requisitions, or other fiscal transactions, include the Alcohol Service Pre-Approval Request ID in the Workday Internal Memo field when applicable.
How does alcohol approval align with Events and Conferences, University Catering, or other venue/vendor timelines?
Alcohol service approval is one part of the overall event planning process and does not replace venue, catering, or vendor timelines.
Units and/or student organizations should begin coordinating with their venue or event planning partner — such as Student Life Events and Conferences, University Catering, or an external venue/vendor — as early as possible, as these teams may have earlier planning deadlines.
In many cases:
- Menus, space reservations, service details, contracts, or vendor arrangements may be due several weeks in advance.
- Alcohol service approval should be pursued in parallel with event planning, not after other arrangements are finalized.
- Additional review may be needed depending on the event location, audience, alcohol service model, external co-host involvement, or permit requirements.
Planning early helps ensure all requirements — both operational and policy-related — are met before alcohol is purchased, arranged, or served.
When can I purchase alcohol or arrange alcohol service?
Alcohol may not be purchased, ordered, or arranged until the Alcohol Service Pre-Approval Request has been approved.
Once approval is received, the Internal Host may proceed with event arrangements and purchasing in accordance with the approved request and applicable university policies.
See After Your Event is Approved: What's Next? for additional guidance.
Can I serve alcohol at an event with Graduate students?
Yes, but events involving graduate students are not eligible for Internal Event Path 1: Licensed Service or Internal Event Path 2: Unit-Managed Service. Those pathways are only available for internal faculty/staff events that meet the applicable eligibility requirements. See the Approval Pathways section for more information.
Events involving graduate students require Event Path 3: Comprehensive Review.
What do I need to do if a fee is involved for my event that includes alcohol?
If any fee is involved, an Ohio liquor permit may be required and the Event Path 3: Comprehensive Review section must be completed. This may include registration fees, ticket sales, event fees, sponsorships, fundraising, auctions, donations, or other alcohol-related transactions.
If you already know which permit is needed, include that information in the request. B&F and Risk will review the event details and help confirm applicable permit, approval, signature, and posting/display requirements. This may include coordinating the receipt of required signatures before the permit application is submitted or finalized.
When is a liquor permit required?
A temporary liquor permit from the Ohio Division of Liquor Control may be required in the following situations:
- Alcohol is served at a non-licensed venue and there is any exchange of money or value, such as event registration fees, ticket sales, fundraising activities, auctions, or similar transactions.
- Alcohol-related fundraising activities occur outside a licensed venue’s existing permit, such as wine pulls, raffles, auctions, or donated alcohol service.
The Office of Business and Finance will assist units in determining whether a permit is required and will help coordinate the permit application process when necessary.
Do events held off campus or at non-university facilities still require alcohol service approval?
Yes, if the event is a University-Sponsored Event.
Alcohol service approval is required for any University-Sponsored Event where alcohol will be served or consumed, regardless of whether the event occurs on or off university property.
For purposes of alcohol service approval, events sponsored by students or registered student organizations that do not occur on university property are not considered University-Sponsored Events.
For University-Sponsored Events held at external venues, additional documentation may be required, such as:
- Venue contracts
- Insurance verification
- Liquor permit documentation
The Office of Business and Finance will review these materials as part of the approval process and advise whether additional documentation is needed.
Who is responsible for checking IDs?
For events using a licensed venue or bartender, the provider is responsible for age verification and responsible alcohol service.
The Internal Host is responsible for coordinating with the venue or vendor to ensure approved controls are implemented but is not responsible for personally monitoring alcohol consumption.
For Internal Event Path 2: Unit-Managed Service, the Internal Host must ensure alcohol service follows the additional service and handling expectations.
Are wristbands required for events where alcohol is served?
Not necessarily.
Events must implement appropriate controls to prevent underage drinking and support responsible alcohol service. Depending on the event, these controls may include:
- Identification checks by trained bartenders
- Wristbands or other identifiers for attendees of legal drinking age
- Controlled alcohol service areas
- Other reasonable safety measures
Additional measures may be required during the approval process depending on the characteristics of the event.
What if my event details change after approval?
If key event details change after approval (for example attendance increases, external guests are added, alcohol service arrangements change, or venue changes occur), contact ASArequests@osu.edu as soon as possible.
Changes may require additional review or a new Alcohol Service Pre-Approval Request.
Can leftover alcohol be stored for future use?
For events approved under Internal Event Path 2: Unit-Managed Service:
- Unopened beer or wine may be stored in a locked, secure location for future internal events.
- Opened alcohol must be discarded at the conclusion of the event.
- Refer to the additional service and handling expectations for specific guidance.
For events using licensed venues or bartenders, follow the venue’s service and disposal policies
What happens if alcohol is purchased before approval?
Alcohol may not be purchased or arranged until university approval is received.
Failure to obtain prior authorization may result in fiscal or disciplinary consequences as outlined in the Alcohol and Other Drugs policy.
Are private residences allowed for University-Sponsored Events involving alcohol?
Private residences do not qualify for Internal Event Path 1: Licensed Service or Internal Event Path 2: Unit-Managed Service and require review under Event Path 3: Comprehensive Review.
Additional risk review and verification of homeowner insurance may be required.
Who should I contact if I have questions about the process?
For questions about the alcohol service approval process or event eligibility, contact the Office of Business and Finance at: ASArequests@osu.edu
When possible, include basic details about the event (location, estimated attendance, and type of alcohol service) to help the team provide guidance.