Alcohol Request Form Process

Owned by Sue Kukurugya
Last updated: Apr 26, 2022
2 min read
  1. The submitter reserves the event space in EMS, prior to submitting the Alcohol Request Form. 
    1. Note: The reservation number is required on the form.
  2. The submitter completes and submits the form, which can be found on the dining/Parkhurst’s website.
    1. The submitter will receive a copy of the submitted form via email. 
  3. The building supervisor receives an email notification that a form has been submitted and needs their approval. 
    1. The building supervisor will click on the “View Entry” link to the form in MachForms. 
    2. They will review the information, add any notes in the optional space and click on “Approve” or “Deny”. 
      1. Note: If a request is denied at any point of the approval process, it does not move forward at all. 
        1. The submitter will receive email notification of the denied request. 
      2. If the request is approved, it will move on to Parkhurst for approval. 
  4. Parkhurst receives an email notification that a form has been submitted and needs their approval. 
    1. The catering manager will click on the “View Entry” link to the form in MachForms.
    2. If it is necessary to add a sketch of the event layout
      1. Click “Edit” on the right side of the page.
      2. Scroll down to the bottom and select, “Upload a file”.
      3. Browse and upload the document.
      4. Click “Save” to attach it to the form. 
    3. They will review the information, add any notes in the optional space and click on “Approve” or “Deny”. 
      1. Note: If a request is denied at any point of the approval process, it does not move forward at all. 
        1. The submitter will receive email notification of the denied request. 
      2. If the request is approved, it will move on to General Counsel for approval. 
  5. General Counsel receives an email notification that a form has been submitted and needs their approval. 
    1. General Counsel will click on the “View Entry” link to the form in MachForms. 
    2. They will review the information, add any notes in the optional space and click on “Approve” or “Deny”. 
  6. The VP for Finance & Chief Financial Officer receives an email notification that a form has been submitted and needs their approval.
    1. Finance VP will click on the “View Entry” link to the form in MachForms. 
    2. They will review the information, add any notes in the optional space and click on “Approve” or “Deny”. 
    3. This is the final approval stage for the form. 
  7. All of the following will be notified that a form has been approved or denied.
    1. Submitter - Approved or denied
    2. Building Supervisor - Approved or denied
    3. Parkhurst/catering - Approved or denied
    4. General Counsel - Approved or denied
    5. Events Manager - Approved or denied
    6. VUPD - Approval