Policy & Procedures

University of Alberta groups planning a private indoor event for up to 299 people should review the University of Alberta guidelines (for staff events or for student group events) and then fill out the appropriate application as described below. These requirements follow the best practice guidelines set out by the Alberta Gaming & Liquor Commission for special events, as well as some rules specific to our institution. If your event will be open to the public, held outdoors, or if you expect 300 or more people, please familiarize yourself with the additional requirements for your event before completing the application and apply for approval at least three to four months before your event. If your group is not affiliated with the University of Alberta, please review the information available for external groups.

Department, faculty, & administrative unit events

Staff should fill out the online application for department, faculty or administrative unit alcohol events at least 10 business days prior to the event. Applications received within 10 business days of the event may not be processed in time and will be subject to late fees.

Please note that you must be logged in to your University of Alberta Gmail account to access the application, as it is a Google form. If you have problems with the online form, please contact us at 780-492-0253 or liquor@ualberta.ca.

Departments, faculties, and administrative units should be aware that there are restrictions on spending operating funds on employee functions (see Hospitality, Working Sessions/Meetings and University Employee Functions Procedure for more information).

Registered student group events

Student groups (including graduate student associations) wishing to organize an alcohol event need the appropriate training and approval. The first step for approval is to fill out the event application on BearsDen at least 15 business days prior to your event. Due to a high volume of student group events, applications received within 15 business days of the event may not be processed in time and will be subject to late fees. Please see the Student Group Event Planning website or contact the Student Event Risk Management Coordinator for more information.