There is nothing better than catching up with an old friend over a beer. When attending a military reunion, this is one of the things many attendees enjoy. Grabbing a beer (or wine) and having a relaxing conversation is a fundamental part of the reunion.
There are a few things to keep in mind if alcohol is going to available.
Alcohol Rules for Hotel Public Space vs Private Space
The difference between public and private spaces in a hotel is based on accessibility and usage:
Public Spaces:
These are areas accessible to all guests and visitors. They serve common functions and social interactions. ie the lobby, exercise room, restaurant, lounge, and meeting space. Hospitality Space in a meeting room where the hotel sets tables and chairs based on your instructions is considered public space and falls under specific rules. The hotel might HAVE TO supply and serve the alcohol based on state, county, city, and/or ownership policies. The alcohol cannot leave the room. (No wandering the lobby with your red solo cup.) There may be specific hours when hospitality space alcohol is available. The hotel may require a liquor or banquet permit from your reunion if alcohol is present.
Private Spaces:
These are restricted areas meant for specific guests, staff, or management. They require authorization for entry. ie employee break rooms, storage rooms, and administrative offices. Kitchen and banquet pre areas. VIP & Exclusive areas such as club level lounges with limited access. And finally, Guest Rooms reserved for paying guests only. What you do in your private guest room falls under a different set of rules. You can bring alcohol into your guest room without a permit. You can consume it without restriction of quantity or time of day. You can share it with visitors to your room provided they are of legal drinking age.
The majority of Military Reunions utilize meeting space for their hospitality and will be required to follow the policies in place for public space.
Hotel Supplies it Or Reunion Supplies it?
There are pros and cons to either scenario. If reunions supply it, there may be less cost but more issues and potential liability. If the hotel supplies it, the cost may be higher but less headache in dealing with supply issues.
If the reunion supplies it, someone must go purchase it and haul it back to the hospitality space. The purchaser needs to determine the type and quantity of alcohol to buy. How many bottles of white wine vs red? Light Beer. Domestic? Imported? IPA? If mixed drinks are included, will the hotel provide mixers and ice? What about wine openers if needed? What happens if you run out? What happens with the leftovers after the reunion? How do you secure it? WHAT ABOUT LIABILITY? What happens if someone is overserved and is injured or injures someone else?
If the hotel supplies it, the cost of hospitality space alcohol can go on the reunion master bill to be paid at the event conclusion. There may be room to negotiate drink service times, and overall cost, as well as paying for what is stocked at the reunion drink station versus what is consumed or opened. If the hotel stocks 5 bottles of red wine, with two consumed and a third being opened with a portion gone, negotiate to pay for just the three. The hotel can take the unopened bottles and resell them at another event. If you pay for what is stocked, all 5 bottles are yours regardless of whether they were opened or not.
Hospitality Space Usage Conversation and Negotiation
The time to discuss the needs of your reunion hospitality space is during the initial hotel proposal process. It is a great idea to include what the hospitality space will be specifically used for in your request for proposal. Typically, fellowship, reunion memorabilia, reunion store, snacks, beverages, and alcohol are a part of the use description. If your reunion dates are flexible, have the hotel suggest dates when they need business. In return, ask for alcohol required for your hospitality space to be purchased at cost or cost plus one dollar.
If the hotel has a “no outside alcohol” policy, work with them on possible alternatives for attendees interested in having a drink during the reunion. Get creative. Perhaps discounted pricing at the hotel bar would be a workable alternative.
Many reunion planners have regretted taking a “Deal Breaker” approach when it comes to being able to bring in their own alcohol. It ends up wasting time and effort. If you find the perfect reunion hotel, negotiate a workable solution for the hospitality space and move forward.
