Final answer:
The crucial step when planning an event with alcohol is to contact legal counsel to understand potential liabilities and ensure compliance with laws. This legal grounding guides the organization in acquiring licenses and implementing responsible serving practices.
Step-by-step explanation:
The most important step for an association to take when planning a function where alcohol will be served is to contact legal counsel regarding potential liability. This is important to ensure that the organization fully understands the laws and regulations related to serving alcohol, and to protect itself from any potential legal implications that might arise from the event. While contacting the state liquor commission is also necessary to obtain the appropriate licenses or permits, seeking legal advice is crucial as it may influence the overall planning of the event, including the need for such permits.
Moreover, staying informed on legal matters can help in establishing protocols such as checking identification to avoid serving alcohol to minors, providing training for servers to recognize signs of intoxication, and measures to prevent over-serving guests.
Though obtaining a drink menu and asking members what they like to drink are parts of the planning process, they are not as critically linked to the legal and safety responsibilities that come with serving alcohol as consulting with legal counsel. Hence, the emphasis on legal advice ensures a proactive approach towards hosting a responsible event.