Events
Introduction
There are two kinds of events at the Riverside Boathouse that require prior approval:
Large Events Not Involving Alcohol; and
Riverside-Sponsored Events Involving Alcohol.
See below for requirements that apply to each kind of event and how to request approval.
Routine business meetings not involving alcohol organized by Riverside’s recognized committees, teams and programs do not require prior approval. However, booking the required space on iCrew, if possible, and notifying membership by email if conflicts are anticipated is encouraged.
Large Events Not Involving Alcohol
Events at the boathouse that do not involve alcohol require approval if they involve 15 or more people AND any of the following apply:
the events will occur during high-volume workout times or midday on the weekends;
children will be present;
a substantial amount of RBC equipment will moved; OR
a substantial amount of decorations will be set up.
To obtain approval for such events, fill in the REQUEST FORM FOR EVENTS NOT INVOLVING ALCOHOL at least SEVEN days prior to the requested event. To fill in the form you will need to provide
The identity of the event organizers (must be a recognized Riverside team, committee or program or a Riverside member in good standing age 18 or over);
The identity and contact information of the event point of contact (must be a Riverside member in good standing);
Date, time, and location of proposed event as well as a description of its general nature.
The President or his or her designee will approve or deny the request. If you do not hear back within three business days, you may assume you have approval for events that do not involve alcohol.
The Event POC is responsible for booking any necessary space on iCrew if the space can be reserved on iCrew and for notifying membership at least three days in advance by email if conflicts can reasonably be anticipated. The Event Organizers and Event POC are responsible for the good order of the event and ensuring the Boathouse is left in the same condition or better after the event.
Riverside-Sponsored Events involving Alcohol
Riverside’s policy regarding the use of alcohol is found here POLICY FOR THE USE OF ALCOHOLIC BEVERAGES (“Alcohol Policy”). The Alcohol Policy has been approved by the Board of Directors of Riverside and applies to all Riverside members and their guests at all times and will be strictly enforced.
Pursuant to the Alcohol Policy, Riverside-sponsored events (“Riverside-Sponsored Events”) involving alcohol require prior approval. Riverside-Sponsored Events involving alcohol include:
Events at the Boathouse at which alcohol owned by Riverside or any of its teams, committees or programs (collectively, “Riverside”), or purchased with Riverside funds, is consumed, and/or
Riverside events at the boathouse involving more than 10 persons at which alcohol is generally made available.
To obtain approval for Riverside-Sponsored Events involving alcohol, read and become familiar with the contents of the Alcohol Policy. Then, at least FOURTEEN days prior to the requested event, fill in the REQUEST FORM FOR RIVERSIDE-SPONSORED EVENTS INVOLVING ALCOHOL.
Pursuant to the Alcohol Policy, the President or his or her designee will approve or deny the request. You must await approval before holding the event. All Riverside-Sponsored Events involving alcohol will require either a caterer licensed under M.G.L. c. 138, sec. 12C to serve alcohol or a one-day alcohol license from the City of Cambridge. The City typically requires a fourteen day lead time to provide a one-day license. See https://www.cambridgema.gov/services/onedaylicenses.
If a Riverside-Sponsored Event involving Alcohol is approved, the Event Organizers, Event Point of Contact and Drinks Monitors, as described in the Alcohol Policy, will be strictly responsible ensuring that the requirements of the Policy are adhered to at the event.
