To better serve your role as Chapter Social Chairman, this document is to serve as a guide for you along the way. Look to this for any questions you may have, if there is not an answer to your question simply refer to your chapters Chapter Services Consultant for an answer.
Job Description
The Social Chairman will work to plan, organize, and implement social and brotherhood events for the chapter that follow all policies and promote Phi Kappa Tau in a positive light.
Tips For Success
•Learn About your Role. Take the time to review this manual. This will allow you to have a clear understanding of the role and what you will be working on during the year. It is also important to understand Health & Safety Policy that is in place and important your events abide by them.
•Plan Ahead. Failing to stay organized and not planning ahead is the biggest cause for challenges. Take the time to review the “Semester To-Do List” items in your manual and map out what you need to accomplish your goals for the semester. This will allow you to be successful in your role while creating different levels of change within your chapter.
•Ask for help. Reach out to your BOG, Chapter Services Consultant, and past officers if you are struggling. Being a chapter officer is hard work and you aren’t expected to do it alone. Utilize this manual as a resource but if you need additional support, don’t be afraid to reach out for help.
•Form a Committee. Your role requires a lot of time, a committee can be a useful tool to help you manage your workload and complete tasks.
•Model the Way. Holding a position in your chapter means you are a role model for your chapter brothers. You are expected to model the way for your brothers, and they will mirror the behavior you model. At times, you have to make difficult decisions that might not be popular. Serving in this role means your brothers have trusted you to make those decisions for the chapter. Don’t be afraid to make hard decisions and to challenge your brothers to be better.
•Set Expectations. As a leader, make sure your chapter has very clear expectations for membership. This will allow your chapter to thrive and allow you to be able to better support your brothers who are not meeting these expectations.
•Think outside the box. Don’t be afraid to try different ideas or items that you or your committee feel could benefit your chapter. If the new idea does not work look at it as an opportunity to learn.
Semester To-Do list Items
Prior to the Semester Starting
Meet with Outgoing Officer.
Message any fellow Social chairs from other Fraternities/sororities as an introduction.
January
Start planning your social events for the semester and put them on the chapter calendar. Work with the chapter Treasurer to make sure you are staying on budget for the semester.
Once your events are planned for the semester, share the dates with your chapter, BOG, and campus if they require it.
Send out reminders to your chapter and BOG about upcoming events.
Send out any “thank yous” to anyone who helped complete events this month.
February
Send out reminders to your chapter and BOG about upcoming events.
Send out any “thank yous” to anyone who helped complete events this month.
March
As you get closer to midterm exams, be mindful of planning events that might interfere with brother’s ability to study.
Send out reminders to your chapter and BOG about upcoming events.
Send out any “thank yous” to anyone who helped complete events this month.
April
As you get closer to final exams, be mindful of planning events that might interfere with brothers being able to study.
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
May
Host an event for your graduating seniors, for example, a senior sendoff.
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
August
Start planning your social events for the semester and put them on the chapter calendar. Remember to work with the chapter Treasurer to make sure you are staying on budget for the semester.
Once your events are planned for the semester, share the dates with your chapter, BOG, and campus if they require it.
Using the social event planning guide, complete any items for your upcoming social events for this month
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
September
As you get closer to midterm exams, be mindful of planning events that might interfere with brothers being able to study.
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
October
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
November
As you get closer to final exams, be mindful of planning events that might interfere with brothers being able to study.
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
December
Work with the other officers and chairs to plan a transition retreat for the incoming officers and chairs. Make sure you have notes and tips to pass on to the incoming social chair and that you attend any transitions retreats. If your chapter does not have a formal retreat, make sure you take the time to meet with the incoming social chair.
Consider hosting an event for your seniors who are graduating like a senior send off
Send out reminders to your chapter and BOG about upcoming events
Send out any “thank yous” to anyone who helped complete events this month.
Specific Officer Information
“Thank You” notes- Make sure you are sending out “Thank Yous” to brothers, venues, alumni, etc. who help you plan and put on social events. This is a great way to maintain strong relationships with the individuals you work with.
Working with the Prevention and Wellness Chair- Make sure you are working with the chapter risk manager and BOG chapter advisor when planning events. This way you can ensure you are following Phi Kappa Tau policies and you have added support to help you.
Items to Consider
Never agree to sign a contract that has a “guarantee” (i.e. your chapter guarantees $500 in bar sales or you make up the difference with chapter funds)
The venue must be empty when you come, and they should not allow anyone into the building except people who appear on the chapter’s guest list.
All risk management policies must be followed, and the chapter must have members that agree to remain substance free for the evening.
Though having an event at a 3rd Party Vendor greatly reduces your liability, it does not relieve you of liability. As always, your insurance covers you only when you are following policies
The Borradaile Challenge is the fundamental way that chapters have their performance evaluated over the course of a calendar year. Encapsulating 10 categories, chapters can fall into one of three standings for each: Meets Expectations, Exceeds Expectations, or Outstanding.
You can access more information on the Borradaile Challenge here: àhttps://www.phikappatau.org/borradailechallenge
Limit the Risk Involved
Much like everything, it is important to understand the Risk involved with Social events, That is why it is important to adhere to the Risk Management Policy put in place by Phi Kappa Tau, and you can take the follow steps to ensure that you are being proactive with Risk Management
Tips on reducing the risk at social events:
·Doors, windows and the perimeters of the event should be controlled
·There must be a preprinted and valid guest list at the entrance
·Someone must be checking IDs carefully to confirm a person is on the guest list
·The social event should not be advertised by posters, leaflets, etc... that would invite people other than those on the guest list
·No type of admission (cover charge, "donations,” purchasing a T-shirt, poster, etc.) should be required to enter the social event
·Provide non-alcoholic beverages and non-salty foods
·Do not allow intoxicated persons to enter the event
·Do not allow intoxicated persons to continue to consume alcohol
·Do not allow persons to leave the premises with open containers of alcoholic beverages
·Restrict guests to bringing a reasonable amount of alcohol to consume
·Do not allow guests to bring hard liquor
·Have active members (at least three or four) acting as event monitors to ensure control of the event
·Turn music and other noise down as it gets later at night
Third Party Vendors
What is a Third Party Vendor?
Third party vendors are for profit business that are licensed and insured and not associated with the chapter in any way that are responsible for identification checks and distribution of beer and alcohol. Third party vendors can also be used for Security purposes.
Third Party Vendors Must:
1.Be properly licensed by the appropriate local and state authority. This may involve both a liquor license and a temporary license to sell on the premises where the function is to be held.
2. Be properly insured with a minimum of $1,000,000 of general liability insurance, evidenced by a properly completed Certificate of Insurance prepared by the insurance provider.
The above “Certificate of Insurance” must also show evidence that the vendor has, as part of his insurance coverage, “off premise liquor liability coverage and non-owned and hired auto coverage.”
The Additional Insured included on the Certificate of Insurance MUST as a minimum, include:
The______________ chapter of Phi Kappa Tau
The name of your house corporation
The Phi Kappa Tau Fraternity, Inc.
The Phi Kappa Tau Foundation
3. Agree in writing to cash sales only, collected by the vendor, during the function.
4. Assume in writing all the responsibilities that any other purveyor of alcoholic beverages would assume in the normal course of business, including but not limited to:
Checking identification cards upon entry
Not serving minors
Not serving individuals that appear to be intoxicated
Maintaining absolute control of ALL alcoholic containers present
Collecting all remaining alcohol at the end of a function (no excess alcohol—opened or unopened—is to be given, sold or furnished to the chapter). Vendor MUST remove all alcohol from the premises
Require alcohol not be served one hour before closing.