Hosting an event can be a significant undertaking for any organization, especially when alcohol is involved. For nonprofits in San Diego County, understanding the legal obligations and requirements is crucial to ensure a smooth and compliant event. Here’s a comprehensive guide based on a recent inquiry about the necessary steps and considerations.
1. Obtaining a Daily License
If your nonprofit is planning to host an event in San Diego County and serve alcohol, you must obtain a daily license for each day of the event. This license is secured by filing Form ABC-221 with the Department of Alcoholic Beverage Control (ABC).
2. Responsible Beverage Service (RBS) Requirements
In addition to the daily license, any nonprofit applying for this license must have a certified Responsible Beverage Service (RBS) server onsite. The server must be present within the area where alcohol is being served. It’s essential to include the following information on the ABC-221 form:
• Name of the RBS server
• Server ID
• Certification expiration date
• Contact phone number
3. Event Layout and Additional Documentation
If your event is held outdoors, you may need to provide a detailed diagram of the event layout using Form ABC-253. This ensures the authorities understand how and where alcohol will be served and consumed.
4. Types of Licenses and Fees
There are two types of daily licenses you can apply for:
• General License: Allows serving more than just beer and wine. The filing fee is $75.00 per day, and the organization must have been in existence for at least 5 years.
• Server ID: Limited to serving beer and wine only. The filing fee is $50.00 per day.
5. Additional Approval from Law Enforcement
Certain conditions may require you to obtain approval from the local police department. This is necessary if:
• A large number of people are attending
• The event is held on a public street or in a public area, such as a parking lot
• It is the first time an event is being held at the location
• The event is a “casino night”
• Other circumstances at the discretion of the Department of Alcoholic Beverage Control
Approval can be secured via a letter from the local law enforcement agency or by having an official sign the Form ABC-221 directly.
6. Timeline for Application Submission
The application for a daily license must be received at least ten (10) days before the event but should not be submitted more than thirty (30) days in advance. Timely submission ensures all necessary approvals and preparations are in place.
7. Ensuring Safety and Compliance
Beyond obtaining the necessary licenses, there are several additional considerations for nonprofits to ensure a successful and compliant fundraising event:
Adequate Insurance Policies
Having a general liability insurance policy is crucial to protect against potential claims and liabilities. This coverage should include specific provisions for events serving alcohol to address any incidents that may arise from overserving or alcohol-related accidents.
Registering Raffles with the Attorney General
If your event includes raffles, ensure they are registered with the Attorney General’s office. This registration is often required to comply with state regulations and to legally conduct raffles as part of your fundraising activities. Check the specific requirements and registration process for your state.
Practices to Avoid Overserving
Implementing practices to prevent overserving attendees is essential for safety and compliance. Consider the following strategies:
• Drink Tickets: Limit guests to a certain number of drinks by providing drink tickets. This helps control alcohol consumption and reduces the risk of overserving.
• Trained Staff: Ensure that all staff and volunteers serving alcohol are trained to recognize signs of intoxication and know how to handle situations where a guest has had too much to drink.
• Non-Alcoholic Options: Provide plenty of non-alcoholic beverage options to give guests alternatives and encourage responsible drinking.
• Cut-Off Times: Establish and enforce cut-off times for serving alcohol, ideally well before the event ends, to allow guests time to sober up before leaving.
8. Conclusion
Navigating the requirements for hosting an event with alcohol can be complex, but by following these guidelines and additional considerations, your nonprofit can ensure a successful and compliant event.