Here are some tips to make sure this does not happen at your event:
Before the event:
Be sure the host facility or caterer is licensed to sell liquor and request a copy of the license. Also, ask that you be named as additionally insured under the facility’s or caterer’s liquor liability insurance.
Specify in contracts with a caterer/hotel/restaurant that it has control of the sale and service of alcohol, and that if a problem arises, the supplier will be held responsible.
Stipulate in your contract with your facility or caterer that only personnel who have received alcohol-awareness training should serve or sell alcohol.
Coordinate with the facility on how much liquor is poured per drink (1 oz. per mixed drink, 5 oz. per glass of wine, 12 oz. per beer).
Limit alcohol distribution to trained servers -- DO NOT allow guests their own drinks -- and do not have your staff serve as bartenders.
Limit cocktail receptions before dinner to no more than one hour.
Arrange for a drive-home service.
Plan activities (dancing, raffles) so that guest do not concentrate solely on drinking.
Keep notes of the planning process.
Carry you own liquor liability insurance -- most general liability policies will cover general host liability which protects non-commercial servers of alcohol. However, agents suggest planners consider additional coverage when their event seems to encourage liquor consumption.
If you are planning a corporate or association event establish an alcohol awareness policy and disseminate it to your guests in advance.
Include in your agreement with your vendor stipulating that the vendor’s staff will not over-serve alcohol to guests or serve alcohol to minors. Also, know how you will handle someone who has overindulged.
Make sure the contract with the facility or caterer providing and serving the alcohol makes it clear that the facility or caterer will indemnify, defend, and hold harmless the event planner from and against all liability arising from alcohol-related incidents
At the event:
Do not allow the planner to drink alcohol during the event.
Do not allow minors to drink alcohol.
Serve food while alcoholic drinks are offered.
Serve passed hors d’oeuvres and encourage eating.
Ensure that only authorized persons have access to the bar or area where drinks are being served.
Do not have servers circulating around the event refilling glasses. People often accept drinks they do not really want.
Never raffle alcohol or hold contests that involve buying, drinking, or winning alcoholic drinks.
Provide non-alcoholic alternatives and encourage them.Do not announce "Last Call."
Close the bar one hour before the end of the event, and begin service of non-alcoholic beverages including coffee.
Order--do not just offer-- an attendee a ride home if he or she is not staying on site and appears disoriented.
As The Event Planner Are You Personally Liable?
Typically, someone who plans an event isn't held liable for accidents that occur as the result of alcohol consumption at the event.
“Provided the meeting planner isn't pouring the drinks, the meeting planner normally would not be at much risk of being held personally liable if she or he is an employee of the association,” says Tyra Hilliard, Esq., associate professor in the Tourism and Convention Administration Department at the University of Nevada , Las Vegas
Independent meeting planners or third-party meeting planners who are independent contractors and not employees are the exception to this rule. “In that case, the meeting planner could certainly be held liable along with the association, depending on the circumstances, because she or he is not an employee of the association,” Hilliard says. “Whether this would amount to personal liability would depend on the business entity type under which the independent meeting planner operates — sole proprietor, corporation, LLC, etc.”
