Student Event Policy

This policy covers student-sponsored events. All student led/student sponsored events must be registered with the Office of Student Activities and Leadership Development. All requests, with the exception of Woodframe parties (see Woodframe party policy), must be through a WSA recognized Student Organization or Greek Organization /Society. 

Specifically excluded from this policy are meetings and rehearsals, organized by student groups and limited to Wesleyan students.  Students may make reservations for meetings and rehearsals in Room Request (EMS) at least three business days in advance.

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

High Risk:

  • 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.
  • There is an expectation for attendees to be lively participants of the event, no formal agenda or program planned.

Low Risk:

  • Less than 150 people estimated for attendance in a residential or non-residential space.
  • The venue has fixed seating.
  • Closed organizational meetings, events are limited to only Wesleyan students.
  • The intention of the event is for educational, rather than social, purposes. 

Events Levels: 

All events fall under one of the three templates outlined below. 

Level 1: 

Level 1 events are defined as small-scale, low risk, campus events where less than 150 Wesleyan students will be present and no outside guests are permitted. The student group hosting the event must submit and register the event through Room Request (EMS) no less than 14 business days in advance Examples of small-scale events are lectures, movies, or coffee houses. 

Level 2: 

Level 2 events are defined as medium-scale, higher risk, campus events at which 150 people or less will be in attendance. These events may or may not have guests and security may be required. Examples of level 2 events are after parties or a dance showcase/performance. The student group hosting the event must submit and register the event through Room Request (EMS) no less than 14 business days in advance. 

Level 3: 

Level 3 events are defined as large-scale, very high risk, campus wide events where 150 or more attendees are expected to be in attendance. Depending on the event, guests may, or may not, be permitted. These events typically require security presence. Examples of level 3 events are parties in collaboration with an outside organization or a concert with an artist who has a large following. The student group hosting the event, must register and submit the event through Room Request (EMS) and meet with a professional staff member in SALD to discuss logistics no less than 30 days prior to the event date. Certain events will require the use of wristbands, which the SALD office can supply. If the event is open to other colleges, SALD will need to approve prior to advertising the event on other campuses. 

Events happen in the following spaces: 

Program Houses/Residential spaces including WestCo Courtyard and the Butterfields Courtyard (this does not include Woodframes or lounges) with approval from the HM and/or AC.  The student group hosting the event must submit and register the event through Room Request (EMS) no less than 14 business days in advance for all spaces within residential areas.

Classrooms (ex. Fisk, PAC, Exley)

Usdan (includes Huss Courtyard and Lawn)

Fayerweather (Beckham Hall and practice rooms)

Russell House

Allbritton

Foss Hill

Memorial Chapel

Zelnick Pavilion

CFA (Please note, the CFA has a separate request and approval process. For more information, please contact the CFA). 

General Guidelines: 

This policy is in effect throughout the year. 

Student events must be sponsored by a WSA recognized Student Organization. Event hosts must complete host training prior to the event. Wesleyan Public Safety has the discretion to return any event to its permitted capacity or end events when they are out of compliance or after receiving two complaints about noise or unsafe behavior.  The group is responsible for cleaning up after the event.  Failure to adhere to the guidelines in the policy may result in judicial referrals or fines. 

Guest Policy 

In addition to the Guest Policy posted in the Student Handbook, guests must arrive to events with their Wesleyan host and carry with them picture identification.  Event hosts will collect the guest’s ID along with the Wesleyan host’s Wes ID and will hold these while they are attending the event.  

Quiet Hours

It is expected that all students respect the rights of others. Quiet hours are as follows:

Sunday-Thursday quiet hours are 11pm-8am. In residential spaces, events must conclude by 11pm. In non-residential spaces, events must conclude by 1:30am.

Friday-Saturday quiets hours are 2am-10am. Therefore, all events must conclude by 2am. However, in consideration of Middletown residents who live in the area, all noise and guests must be contained to inside the residential facility by 1am. 

Students are expected to observe courtesy hours at all times and be mindful to ensure that the noise levels do not interfere with or negatively impact other students or the community. Courtesy hours are 24-hours a day, 7-days a week. If another person asks you to control the noise level, you are required to comply with the request. 

During reading and final exam periods, quiet hours are in effect 24-hours a day. The 24 hour quiet hour period begins on the last day of classes at 11:59pm until the last day of finals. Spring Fling is the final event of the year.  Level 2, 3, & 4 events will not be approved after Spring Fling. 

Sound Guidelines for Outdoor Events: 

Amplified sound before 5pm is not allowed Monday-Friday, or prior to 11am on Saturday & Sunday.

Any amplified sound that is approved Sunday-Thursday in the center of campus may be approved until 10pm, on the periphery of campus it may be approved until 9pm barring any noise complaints which could result in an earlier end time.

Any amplified sound that is approved Friday and Saturday anywhere on campus may not continue later than 11pm in the center of campus and 10pm on the periphery of campus barring any noise complaints. 

Orientation:

Due to the numerous events provided to encourage a shared experience during New Student Orientation, events may not take place prior to the start of class. Level 1 events can take place after classes begin.  Level 2-4 events will not be approved until the following Monday after the first day of classes begin.   

Host Training: 

All events require that the event organizer is host trained. The host training course must be completed EACH YEAR. The course can be accessed through your WesPortal in Moodle under “other Moodle Enrollments”. All questions about host training may be directed to stuact@wesleyan.edu. 

Registering an event: 

All events must be registered through Room Request (EMS). Please refer to the event levels for deadlines for submission.  Events that involve any external artist or a paid vendor (ex. band or inflatable) must follow the specific WSA contract guidelines

Alcohol at Events: 

When events are registered as alcohol-free, hosts will be responsible for ensuring that no alcohol is present.

If alcohol is to be part of the event, the event host will be responsible for ensuring that any alcohol at the event is legally procured, dispensed, and consumed.

Having alcohol at student organization sponsored events is up to the discretion of the University. If an event with alcohol is approved, students must follow the alcohol guidelines below:

  • A state liquor permit is required anytime a recognized student group is selling or distributing (serving) alcohol.
  • Event host(s) must be at least 21 years old.
  • In compliance with Connecticut State Law, alcohol may only be served to event attendees who are of legal drinking age and present a valid government or state ID. Organizers should have a well-designed plan to manage control of the alcohol.
  • Organizers should plan to have an appropriate amount of alcohol based upon the number of attendees of legal drinking age. As a guideline, responsible consumption is one standard drink per hour; a standard drink is 12 fl. oz. of regular beer, 5 fl. oz. of table wine, or 1.5 fl. oz. of hard liquor.
  • Whenever alcohol is served, the hosts must provide ample snacks and non-alcoholic beverages.
  • Designated event hosts, door monitors, bartenders, and event staff cannot consume alcohol during the event. 

Advertising Guidelines: 

Any form of off campus advertising is prohibited without the approval of the Office of Student Activities and Leadership Development. This includes radio, internet, television, public social media pages, and newspaper advertisements. All advertising should clearly indicate the name of the host organization(s), date of the event, starting and ending times, location, name of the event, maximum capacity of the event location, and entrance fee/ID requirements. Alcohol may not, in any context, be the central focus of any event and should not be advertised as such.

Updated April 2019