Reserving Space for Student Events
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Academic Classrooms
Please note that all classroom scheduling before 4:00 p.m. on weekdays during the academic year is handled by the Registrars office (860-685-2738.) Events taking place in the Center for the Arts must be scheduled with Barbara Ally (860-685-2076.)
Academic Classrooms, Russell House, and Woodhead Lounge Reservations
All student events must be sponsored by a Wesleyan department, program or WSA recognized organization. Individual students cannot schedule facilities. Student groups may schedule programs in Russell House only with special approval; a faculty or staff member must be present for the duration of these events.
Events open to the public must be registered with the Student Activities and Leadership Office
Contact the Director of Student Activities and Leadership Development to reserve space at x2467 or by email at lkupo@wesleyan.edu.
Memorial Chapel
Special regulations apply for events in the Memorial Chapel.
Students should follow these guidelines:
- Contact Leilani Kupo, Director of Student Activities and Leadership Development, to discuss your event and obtain a Chapel Event Form.
- Contact Nancy Albert, University Coordinator or Mary Walsh, Assistant Coordinator, to check date availability and appropriateness of facility for event.
- Complete the Proposed Event Information Section of your Event Form. Leilani Kupo and Cari Macdermott, Wesleyan Student Assembly Director (685-2410) must sign your Event Form (at least 4 weeks prior to event).
- Make an appointment with Nancy Albert or Mary Walsh at the University Coordinators Office to discuss event details and set up. Be sure to bring your Chapel Event Form. The Coordinators Office will answer any questions you may have concerning the event, the venue, rehearsal time, set-ups and etc.
- Make an appointment with Ed Chiburis, Facility and Event Manager for the Chapel and 92 Theater to discuss technical and staffing needs for the event. Well-planned technical support is essential to a successful event. If you do not meet with Ed Chiburis at least three weeks before the event your event will not be confirmed.
- If you are planning a ticketed event, make an appointment with Kristen Olson, Box Office Manager to discuss ticketing procedures and costs.
Chapel/Pavilion Events Team
For ticketed events please contact:
Box Office
- Kristen Olson, box office manager, will work with students after the event has been approved.
IMPORTANT: Ticketing can get expensive; fees are listed below.
- Advance Ticketing
- Ticket printing: .06 cents per ticket printed (sold or complimentary)
- Box Office Surcharge: .60 cents per ticket handled. This surcharge helps defray costs of running the Box Office and entitles you to these services:
- Pre-sale at the Box Office during the semester during which the event occurs.
- Box office is open Tuesday through Saturday 10am to 4:30pm, with 24hour voice messaging.
- Posters for your event placed in the Box Office glass display cases.
- The box office accepts student charges, Master Card, Visa, American
Express and Discover Card.
- Event door ticket sales with experienced box office personnel.
- Accurate accounting of ticket sales.
- Post-performance statement.
- Direct deposit of event money into your group account.
- Day of Performance Ticketing for Free Events
- Ticket printing: .06 cents per ticket printed (up to the legal capacity of the event)
- Box Office Surcharge: .19 cents per ticket distributed. This surcharge helps defray costs of running the Box Office and entitles you to these services:
- Distribution to students who request ticket(s) on the day of each performance. (Sun and Mon performance tickets distributed on Saturday; limit is usually two per student.)
- Reminder to students that tickets distributed through the Box Office entitle them to a seat at the performance only until 5 minutes before the performance starts. (At 5 minutes to the start of the performance, your group may decide to seat students who do not hold tickets but who are standing by to see if seats become available.)
- Posters for your event placed in the Box Office glass display cases.
- Statement of distributed tickets, along with any printed tickets not distributed by the Box Office, at the end of the Box Office day.
- Fees charged directly to the group's WSA account.
Physical Education Facilities and Playing Fields
These are booked through the Physical Education Dept. (x3644). For facility hours and availability, check with the Phys. Ed. Info. Line (x2690). General hours for facilities in the Freeman Center are Monday-Friday, 7 a.m.– 9 p.m., Saturdays, 8 a.m. – 6 p.m., and Sundays, 11 a.m. – 6 p.m.For more details, see a Facilities schedule or check the Athletic Department website for more information.All facilities must be reserved at least one week prior to the date of the event. There is ice in the rink between October and March. Renting the rink is expensive. An updated facility schedule is on line at www.wesleyan.edu/athletics
Campus Center: Meeting Rooms/MPR
Contact the Campus Center Coordinator (x3559). Reservations for meetings should be made approximately two to three weeks in advance, receptions or performances four to five weeks in advance. Each of the two meeting rooms has capacity for 20 people. If you are interested in doing a party or buffet, the doors separating the rooms can be opened to provide seating for 30 to 40 people. The Multi-Purpose Room (2nd fl.) can seat 120 people for a dinner-type event. If you are having an event in which food or beverages will be served in the facilities at the Campus Center, be sure to discuss food/beverage requirements with the Food Service Director, (x3080). This is necessary because there are restrictions about what you are allowed to serve and do. For example, among other things, you are not allowed to bring in an outside caterer; you are not allowed to borrow Dining Services equipment (bowls, glasses, etc.) unless Dining Services is catering; and, if you plan to serve alcohol, Dining Services needs to be made aware of this.
Guidelines for theatrical events in the Campus Center Multi-Purpose Room:
- Performances and rehearsals must take place after 2:00 p.m.
- Any one production will be limited to a maximum of 3 performance dates.
- Rehearsals will be limited to 5 four-hour blocks of time per production. In addition, a four-hour block of time will be allowed for hanging lights, etc.
- The Campus Center will only store equipment, props, sets, etc. that can fit in limited space. Any equipment that cannot be stored must be removed daily. All equipment must be removed no later than 1 day (24 hours) after the last performance, or it will be discarded.
- Hanging lights, sets, etc. are the responsibility of the group. Equipment may not be taped, glued or nailed to existing Campus Center facilities.
- The sponsoring group is responsible for returning the room to its normal state at the end of each rehearsal or performance.
- The Campus Center has a limited amount of audio-visual equipment. Should a group have need for microphones, microphone stands, light board, extension cords, tape deck, etc., it must reserve the equipment prior to use with a Campus Center staff person. The sponsoring group is responsible for returning equipment after use. An ID card must be presented to obtain any equipment.
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