Guidelines to request an exception
The use of alcoholic beverages is prohibited on property and buildings owned by UT Austin unless an exception has been requested from and approved by the appropriate delegate(s) PRIOR to the event. To be approved, the event must be sponsored by the university. An event is sponsored if a budgeted office, department, or division, of the university is responsible for organizing the event, inviting attendees, and paying expenses related to the event, except when an outside entity pays for the food and beverages at the event. Meetings or events organized and presented by registered faculty, staff, or student organizations are not events sponsored by the university. See UT System Regents' Rules and Regulations, Rule 80102.
Regent's Rule 80102 does not apply to events located at non-UT Austin facilities (refer instead to HBP 9.1.1.F) or to facilities licensed under state law for the sale and service of alcoholic beverages. Such UT Austin licensed facilities include:
|Cactus Cafe||Blanton Museum Cafe||Bass Concert Hall|
|McCullough theatre||UT Club||Texas Union|
|Frank Erwin Center||AT&T Executive Education & Conference Center||Darrell K Royal Texas Memorial Stadium|
|UFCU Disch-Falk Field||Tailgating Areas: PTS Regulated RV Lots and Tailgate Guys Locations||O's Campus Cafe (ACES/POB Room 2.222)|
|Etter-Harbin Alumni Center (Ex-Student's Association)||Commons Learning Center Café (Pickle Research Campus, Building 137 S)||Lady Bird Johnson Wildflower Center|
TABC Requirements and UT Austin Recommendations
TABC requires that a licensed TABC caterer or bartender be used when there is an exchange of funds at an event or for an event. This includes tickets being charged for the event or providing a tip jar to the bartender. The vice president for legal affairs recommends that a TABC licensed caterer or bartender be used for all events as this will absolve the university of liability if someone is overserved or if a minor is served. If alcohol is served by a non-licensed individual, both the individual that served the alcohol and the university could be liable if someone is overserved or if a minor is served. University employees should not be used as servers at an event unless it is in their official job description (even if they are TABC certified).
Exceptions will be approved under the following conditions:
- The event is sponsored by a budgeted unit
- If there is an exchange of funds (see FAQ number 6) at the event, the alcohol must be served by a caterer or bartender holding a valid TABC license
- All pertinent laws, regent rules and university policies* regarding alcoholic beverages are observed, and
- The area where the alcohol is being served will be monitored to ensure that only invited guests participate in the event
The delegate(s) have authority limited only to the approval of exception requests to use alcohol on property and in buildings owned by UT Austin. All pertinent laws, regent rules and university policies regarding the use of alcoholic beverages must be observed and strictly enforced.
** Previously submitted blanket event authorizations approved without an end date are no longer valid. A new request will need to be submitted using the online form.**
- Texas Alcoholic Beverage Commission
- UT System Regents' Rules and Regulations, Rule 80102
- *UT Austin policies:
- Handbook of Operating Procedures 8-1030, Manufacture, Sale, Possession, Distribution, or Use of Alcohol or Illegal Drugs
- Division of Student Affairs - Healthy Horns
- UT Austin's Institutional Rules on Student Services and Activities, Chapter 10, Sec.10 – 302, Use of Alcoholic Beverages
- Handbook of Business Procedures, 9.1.1 Entertainment and Official Occasion Expenses
- Section C. Entertainment Expenses. Entertainment expenses, including alcohol, are not allowed on state funds (14-accounts), Available University Funds (AUF) (20-accounts), indirect cost (19-accounts), or service center funds (18-accounts).
- Section F. Serving Alcohol at Non-licensed Venues including a Private Residence
- Section H. Approval to Serve Alcohol in Campus Facilities