Please Note: Social Event Submission Starts on September 10th.

Hosting a Social Event

You will need to make sure you do the following to ensure that you have a successful event:

  1. Become Host Trained - Host training is an online course through the Moodle system which helps you to understand your legal responsibilities and Wesleyan policy regarding social events as well as the resources available to you to help you have a successful event. Go to Moodle on your WesPortal and take the "Social Event Host Training 2018-2019" quiz under "Other Moddle Enrollments". You may also view the host training presentation here.

  2. Reserve the space and fill out your Social Event Registration and Woodframe Registration through Room Request under the "Event Scheduling and Calendaring section of your WesPortal. Submit no later than 1 p.m. on the Monday prior to events occurring that Thursday to the following Wednesday for any event with special needs (including furniture, staging, catering, electrical set-up, AV equipment, or Event Staff, or an event with alcohol). Events with no special needs must be registered by Wednesday at 1 p.m. for events occurring that Thursday to the following Wednesday.  NOTE THAT ANY RESIDENTIAL LIFE LOCATIONS INCLUDING PROGRAM HOUSES NEED 2 WEEKS TO APPROVE YOUR REQUEST.

  3. Request any set-up needs such as reserving tables, chairs, staging and/ or electrical support if needed at least 5 business days in advance. 

  4. ANY EVENT REQUIRING A CONTRACT - i.e. off campus bands, artists, DJ's, etc. will require 6 weeks to process the contract.  Contracts cannot be processed without a room reservation and your event status must be "In Process".  Once your event is in this status your space has been guaranteed.  You will need to use the 6 digit reservation number provided to you after submitting your Room Request to submit your contract request in Org Sync.  The WSA Office processes all contracts for groups / individuals who receive funds from the WSA.  Please visit their website for more information.

Social Event Policy Overview

Social events/parties/concerts occurring in University buildings, on University grounds, or in recognized student housing must be registered with the Office of Student Activities and Leadership Development if any of the following apply to the event:

  • There will be 50 or more people in attendance for a residential or non-residential space, or there is no provision for limiting attendance to fewer than 50 people (for a residence hall, apartment building event, or non-residential space), and any of the following apply:
    • No formal program or agenda is planned.
    • Admission will be charged.
    • The event will be open to any persons who are not Wesleyan students.
  • Specifically excluded from this policy are concerts with fixed seating, lectures, art show openings, meals (unless it is an outdoor barbecue), closed organizational meetings, and events designed specifically for educational rather than social purposes.

To view the full Social Event Policy, click here.