Service alcohol during a social event procedure

1. Preamble

Vanier College supports social events that enhance a spirit of community across our campus and promote the mission of the College. On occasion, some events may involve the serving of alcohol, which triggers legal requirements relating to the consumption of alcohol. To facilitate these events, comply with legal obligations, and ensure adequate controls to manage risks, the following procedures have been established by the Management Executive Committee. These procedures must be adhered to at all events where alcohol is served.

2. Definition of ‘event’

Any planned academic or non-academic gathering and/or social occasion, which is initiated, sanctioned and/or supervised by the College. Events may occur on any of the College’s campuses or elsewhere.

3. Event planning form

In parallel with this procedure relating to serving alcohol, the Event Organizer must complete the Event Planning Form and obtain all necessary approvals BEFORE the Event.

4. Internal approval for serving alcohol

If an event involves serving alcohol, the Event Organizer must obtain the written permission of the Director of Communications and Corporate Affairs at least 30 days prior to the event¹ by completing and submitting ANNEX 1.

5. Obtaining a permit

As a general rule, government-issued permits are mandatory in order to produce, distribute, deliver, store and sell alcoholic beverages in Quebec. La Régie des alcools des courses et des jeux (RACJ) is responsible for issuing liquor permits authorizing the sale or service of alcoholic beverages to the public.

There are certain events that do not require obtaining a permit from RACJ (see article 7 below). In all other cases, the Event Organizer may proceed to apply for a permit de réunion to sell or serve alcohol from the RACJ only once the Director of Communications and Corporate Affairs approves ANNEX 1. The application form is available on the RACJ website: www.racj.gouv.qc.ca

The Event Organizer is responsible for submitting all required documents and fees to the RACJ in connection with the application for the reunion permit.

The Event Organizer must forward a copy of the reunion permit to the Office of Communications and Corporate Affairs as soon as it has been obtained from RACJ.

6. Permit types

There are two types of permis de réunion, one to sell alcohol and the other to serve alcohol. Each one carries different permissions and restrictions.

Permis de réunion pour vendre

• Applies to events where alcohol is sold or an entry fee is charged to participants
• All alcohol must be purchased by the Event Organizer
• Participants are not permitted to bring or consume their own alcohol
• Profits realized from the Event must benefit a not-for-profit organization

Permis de réunion pour servir

• Applies to events where alcohol is offered free of charge to participants and no entry fee is charged to participants
• Alcohol may not be sold
• No entrance fee may be charged
• All alcohol served to participants must be purchased by the Event Organizer
• Participants are not permitted to bring or consume their own alcohol

If the Event is planned on a location other than one of the College campuses, the Event Organizer should check with the site owner if a liquor license is already available.

7. Exception to the permit de réunion pour servir for private activities at Vanier College

In certain limited circumstances, the RACJ does not require a permit de réunion pour servir if and only if ALL of the following conditions are met:

If the Event occurs at one of the College campuses

1. The Event is a private activity:
   • It is an occasional or special activity (not regular or recurring)
   • Only pre-identified and persons known by the organizer are invited
   • The event is not advertised; information about the event is provided only to the invited persons
   • The event is not open to the public
2. A liquor license has not been previously issued for the location where the Event takes place.

If any of the conditions cannot be met, a permit MUST be obtained by the Event Organizer. To ensure that the Event retains its private activity nature, the Event Organizer must:

• Maintain a list of those participants invited to attend
• Monitor attendance against the list of invitees
• Monitor the number of participants
• Refuse entry to anyone not on the list

8. Purchasing alcohol for the event

The Event Organizer, or a delegate, is responsible to purchase all alcohol to be served or sold (as applicable) at the Event, in accordance with the RACJ requirements, from:

• The Société des Alcools du Québec (SAQ)
• A holder of an artisanal production permit
• A holder of a cider seller’s permit
• A licensed re-sale establishment (convenience or grocery store) as established by the Loi sur la société des alcools du Québec

9. At the event

• The Event Organizer, or a delegate, must be present and sober throughout the entire event.
• The permis de réunion (or in the event of a private activity exempted from the permit requirements, a copy of Annex 1 with the approval of the Director of Communications and Corporate Affairs) must be prominently displayed throughout the duration of the activity.
• It is strictly prohibited for participants to bring their own alcohol.
• It is strictly prohibited to serve alcohol to anyone under the age of 18.
• Minors may be present at events where alcohol is being served but in no circumstance may they be permitted to consume alcohol.
• It is strictly prohibited to serve alcohol to anyone who is intoxicated.
• It is strictly prohibited to consume alcohol outside the designated place of the event.
• Glass and glass bottles must not be distributed to individuals. Canned drinks must be opened before served.
• The Event Organizer, or a delegate, must contact security or other appropriate intervention immediately, if there is a threat to the safety and security of any parti cipant or to College property.

The College reserves the right to intervene, end any event and request all occupants to leave the premises if this procedure or any College policies are not complied with.

10. Easy-reference table

Non-compliance with the regulations of la Régie des alcools, des courses et des jeux can result in the College receiving major fines and losing its right to organize such future activities. Event organizers are responsible for any damages caused to College property.

Annex 1 Alcohol service request form 

view form in the offcial PDF