Please Note: Events will be approved beginning September 9th for the Fall 2019 Semester.

Hosting an 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 "SEHT1819" course under "Other Moddle Enrollments". You may also view the host training presentation here.  Once you've reviewed the presentation, you must complete the host training quiz . Every student needs to retake the Host Training Quiz each academic year.

  2. Reserve the space and fill out your Event Registration through Room Request under the "Event Scheduling and Calendaring section of your WesPortal.   Select the appropriate event template using the descriptions for Level 1, 2, or 3 events (see full policy for descriptions.) NOTE THAT ANY RESIDENTIAL LIFE LOCATIONS INCLUDING PROGRAM HOUSES NEED 2 WEEKS TO APPROVE YOUR REQUEST.

  3. Include in your request any set-up needs such as reserving tables, chairs, staging and / or electrical support if needed. 

  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.

Student Event Policy Overview

All student led / sponsored events must be registered with the Office of Student Activities and Leadership Development (SALD).  All requests, with the exception of Woodframe parties (see Woodframe Party Policy) must be made by a WSA recognized Student Organization or Greek Organizaion / Society.

To determine if an event is high or low risk, any combination of the following factors may be used:

High Risk:

  • There will be an estimated 150 people in attendance for a residential or non-residential space.
  • The event will be open to any persons who are not Wesleyan students.
  • The event is co-sponsored / co-hosted with an off campus organization.
  • An artist(s) / speaker with a large following and/or is considered controversial is performing.
  • Attendees may arrive to the event under the influence of alcohol and/or other drugs.
  • Attendees are expected to be lively participants of the event, no formal agenda or program is planned.

Low Risk:

  • Less than 150 people estimated to be in attendance.
  • The venue has fixed seating.
  • Closed organizational meetings, events are limited to only Wesleyan students.
  • The event is designed specifically for educational rather than social purposes.

To view the full Student Event Policy, click here.