7.3 Components of a Host Responsibility Policy

Why This Topic Matters

US 16705 Performance Criterion 3.5 requires the duty manager to demonstrate knowledge of the components of a host responsibility policy and the factors contributing to a safe drinking environment. The host responsibility policy is the operational backbone of every licensed premises: it is the written, premises-specific document that turns the Sale and Supply of Alcohol Act 2012 (SSAA) harm-minimisation duties into day-to-day practice. Examiners test the components by name, so you must be able to list and explain each one.

What a Host Responsibility Policy Is

A host responsibility policy is:

• written — not a verbal understanding;
• premises-specific — it reflects the actual layout, menu, patron base, and trading hours of this venue;
• submitted with the licence application and reviewed at renewal — DLC inspectors and Police scrutinise it;
• backed by an implementation plan — a separate document detailing how staff apply the policy in practice (who does what, when, with what tools).

The policy operationalises the statutory host-responsibility duties in ss51-54 of the SSAA 2012 — s51 non-alcoholic drinks to be available, s52 low-alcohol drinks to be available, s53 food to be available, and s54 help with and information about transport to be available. Free drinking water sits alongside them as a compulsory licence condition under s110 rather than in ss51-54. The policy is how the licence holder proves to the DLC that all of these are being met.

The Seven Components

The LCQ curriculum organises host responsibility into seven components. Every component must appear in the policy and be visible to patrons and staff.

1. Staff training

All staff who sell or serve alcohol must understand their legal obligations under the SSAA and the premises host responsibility policy. This is the umbrella component — without trained staff, the other six cannot be delivered. (See Section 7.2 for ServeWise and the training register.)

2. Preventing intoxication

The legal obligation not to allow a person to become intoxicated (s249), to refuse service to an intoxicated person (s248), and not to allow an intoxicated person to be or remain on the premises (s252). The policy sets out the SCAB signs, server intervention steps, and the refusal-and-removal procedure, with escalation to the duty manager.

3. Denying service to minors

ID checks for anyone who looks under 25, using the three approved evidence-of-age documents: a current NZ driver licence, a current passport (NZ or overseas), and a Kiwi Access Card (which replaced the 18+ Card). An overseas driver licence is not approved. The policy sets out the challenge-25 standard and the procedure for refusing a minor.

4. Responsible promotion of alcohol

The policy must commit to responsible promotions. The SSAA and the Advertising Standards Authority prohibit:

• excessive-consumption promotions — e.g. 'all you can drink for $20', 'drink 5 shots get 1 free';
• advertisements of discounts of 25% or more that are visible outside the premises (e.g. in a window, on a sandwich board, on social media);
• free alcohol as a prize or promotion (other than a free sample under a special licence);
• promotions that appeal to minors — e.g. cartoon characters, toys, or school-themed events.

5. Low-alcohol and non-alcoholic options PLUS free water

Two distinct statutory requirements sit here:

• Low-alcohol and non-alcoholic drinks — a reasonable range at reasonable prices must be stocked at all times. Low-alcohol is defined in s52 of the SSAA as not more than 2.5% ethanol by volume at 20°C; non-alcoholic is below 1.15% ABV. Providing non-alcoholic options does not remove the requirement to also provide low-alcohol options — both are required.
• Free water — every licence must state, as a compulsory condition under s110, a place or places on the premises where drinking water is freely available to customers. It must be readily available in practice; a token 'ask at the bar' policy that discourages patrons from asking is not compliant. Note that this duty comes from the licence condition, not from ss51-54.

6. Food

Section 53 requires a reasonable range of food, in portions suitable for a single customer, available at all times the premises are open for the sale and supply of alcohol — including after the kitchen formally closes. The statute does not name a number; the benchmark below comes from DLC practice and Te Whatu Ora host-responsibility guidance, and is what inspectors expect. The policy should specify:

• at least three substantial food options — main meals, pizza, pies, sandwiches, heat-and-eat meals;
• food that is actively promoted — on menus, display boards, table tents;
• food that stays similar in style to what was applied for in the licence application.

Not substantial: cheese and crackers, biltong, nuts, packets of chips, snack foods. A common exam trap is the venue that offers 'chips and nuts' and calls it food compliance — that fails the substantial-food test.

7. Transport information

Free, comprehensive, and accurate transport information must be available to patrons. This includes:

• taxi contact numbers and a phone patrons can use;
• dial-a-driver services;
• courtesy coach details where the venue operates one;
• designated-driver schemes — the designated driver receives free non-alcoholic drinks for the session.

The policy should state where the information is displayed (e.g. at the bar, in the toilets, on a notice board) and who updates it.

Factors Contributing to a Safe Drinking Environment

The policy is necessary but not sufficient. The physical and operational environment must also support safe drinking. The LCQ expects you to know these factors:

Implementation: Making the Policy Live

A policy in a binder is worthless. To work, the policy must be:

• clearly visible to patrons — food and non-alcoholic options on display, transport info on a notice board, free water available without asking;
• clearly visible to staff — printed at the bar, in the staff area, in the induction pack;
• developed with staff input — staff who help write the policy own it;
• backed by management — the duty manager models the behaviour and backs refusals;
• reviewed at renewal — and after any incident or change in the premises;
• included with the licence application — the DLC sees it before granting the licence.

Exam scenario: the 'chips and nuts' venue

A venue's host responsibility policy states that food is available 'chips and nuts at the bar, plus pizza on Friday and Saturday'. On a Wednesday, a DLC inspector visits at 9 pm. The kitchen is closed, no pizza is available, and only packets of chips are on the bar. This policy fails the substantial-food requirement on two counts: chips and nuts are not substantial food, and the food range is not available during all licensed hours. The DLC can require an amended policy and, for repeat breaches, suspend the licence.