Hosting an Event

Amended Event Policy Fall 2020

This policy covers student-sponsored events taking place during the COVID-19 pandemic.  All student led/student sponsored events must be registered with the Office of Student Activities and Leadership Development via WesNest. All event requests must be made through a WSA recognized Student Organization or Greek Organization/Society. 

With the exception of live events scheduled on the stage on the base of Foss Hill, ALL events must take place through a virtual platform (ex. Zoom, google hangout, teams). Student groups or individual students interested in hosting a live event, must submit a proposal through the Live Event Submission form on WesNest. Please note, there are limited time slots available for live events, and there is no guarantee that a submission will be approved. 

Social events/parties with others outside of your family unit are prohibited. 

No campus visitors (speakers, performers, vendors, artists, etc.) are permitted through the remainder of the pandemic, with the exception of those granted permission through Student Affairs by submitting a proposal through the Live Event Submission process. Personal visitors/guests are also prohibited from campus. 

Event requests involving travel will not be approved. 

Students/student groups hosting events, must adhere to the guidelines set forth by the Code of Conduct and the COVID agreement. 

 

PRE-COVID INFORMATION:

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

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 Moodle Enrollments". 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.

Reserve the space through Room Request under the "Event Scheduling and Calendaring section of your WesPortal.   Complete your Event Registration in WesNest (see below). NOTE THAT ANY RESIDENTIAL LIFE LOCATIONS INCLUDING PROGRAM HOUSES NEED 2 WEEKS TO APPROVE YOUR REQUEST.

When registering a student group-sponsored event on campus, for which you need to use EMS room booking, please follow these 5 steps.

Step 1: Log into WesNest, and make sure you are either a) your organization's primary contact or b) have been assigned the position of "Events Coordinator" by your organization's primary contact. If you and everyone else in your group are unable to access these administrative roles, get in touch with WSA CoCo Chair Emily McEvoy (emcevoy@wesleyan.edu) as soon as possible to have this fixed. 

Step 2: Log onto EMS, or access it through your WesPortal. Click "Create a Reservation" on the left sidebar, and follow the instructions to book your event space.

Step 3: In WesNest, go to your organization's page. Click "manage organization" in the top right corner. Once in manage view, visit the menu in the top left corner of the screen (under the WesNest logo), and from that menu, select "Events." See screenshot below for reference. 
wesnest screenshot

Step 4: Click "Create Event" in the top right corner, and follow the steps for your event submission. Pay attention to:

  • The privacy settings of your event: Is it a closed rehearsal that should only be visible to members of your group? Is it open to the whole campus community? Is it open to the general public?
  • The RSVP functionality: should people RSVP and answer any questions when they do so?
  • The photo upload: Don't let your event look boring! Upload a photo to make it look nice on the WesNest homepage.
  • Include any set-up needs such as reserving tables, chairs, staging and / or electrical support if needed. 

Step 5: You will receive an email when your event is approved or denied.

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 WesNest.  The WSA Office processes all contracts for groups / individuals who receive funds from the WSA.  Please visit the page on how to bring outside performers, speakers, and other guests 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 Organization / 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.
View complete Student Event Policy.
Wood Frame Policy and How to Register a Wood Frame party.