Student Events

This policy covers student-sponsored events. All student-led/student-sponsored events must be registered with the Office of Student Involvement via WesNest. All requests, with the exception of wood frame parties (see Hosting a Wood Frame Party), 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), via your WesPortal, 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:

  1. High Risk:
    • An estimated 150 people in attendance for a residential or non-residential space.
    • Event will be open to persons who are not Wesleyan students.
    • The event is cosponsored/cohosted with an off-campus organization.
    • An artist/speaker(s) with a large following and/or who 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.
  2. Low Risk:
    • Fewer than 150 people estimated for attendance in a residential or non-residential space.
    • The venue has fixed seating.
    • Closed organizational meetings and events that are limited to only Wesleyan students.
    • The intention of the event is for educational, rather than social, purposes.

Event Levels

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

Level 1
Level 1 events are defined as small-scale, low risk, campus events where fewer 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 WesNest no less than 7 business days (14 business days, depending on the space) in advance.  Examples of small-scale events are lectures, movies, or coffeehouses. 

Level 2
Level 2 events are defined as medium-scale, higher risk, campus events at which 150 people or fewer 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 WesNest no less than 7 business days (14 business days, depending on the space) 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 WesNest and meet with a professional staff member in Student Involvement to discuss logistics no less than 30 days prior to the event date. Certain events will require the use of wristbands, which Student Involvement can supply. If the event is open to other colleges, Student Involvement will need to approve prior to advertising the event on other campuses.

Event Spaces

Events may happen in the following spaces:

  1. Program Houses/Residential Spaces including WestCo Courtyard and the Butterfields Courtyard (this does not include wood frames or lounges) with approval from the Area Coordinator. The student group hosting the event must submit and register the event through WesNest no less than 14 business days in advance for all spaces within residential areas. NOTE: Program House spaces can only be reserved by residents of the respective house. 
  2. Classrooms (e.g., Fisk, PAC, Exley)
  3. Usdan (includes Huss Courtyard and Lawn) - No less than 14 business days in advance.
  4. Fayerweather (Beckham Hall and practice rooms) - No less than 14 business days in advance. 
  5. Russell House
  6. Allbritton
  7. Foss Hill
  8. Memorial Chapel - No less than 14 business days in advance
  9. Zelnick Pavilion - No less than 14 business days in advance
  10. CFA (Please note, the CFA has a separate request and approval process. For more information, please contact the Associate Director of Student Involvement).

General Guidelines

This Policy is In Effect Throughout the Year

Student events must be sponsored by a WSA-recognized student organization. Event hosts must adhere to event guidelines and policies when booking the space.  An acknowledgement will be required when registering the event on WesNest. Wesleyan Public Safety has the discretion to return any event to its permitted capacity or end events when they are out of compliance, unsafe, or after receiving two complaints about noise or disruptive 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, if an event is approved to permit guests, 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

The right of residents to study and sleep takes precedence over the right to make noise that disturbs others. When “Quiet Hours” are in effect, all noise should be kept at a minimal level and not be heard outside the room, unit, or building. All students are expected to respect the rights of others.

Quiet Hours are uniform throughout campus:
Sunday– Thursday:          11 p.m. – 8 a.m.
Friday– Saturday:            1 a.m. – 10 a.m.

At all other times, students are expected to observe “Courtesy Hours” and be mindful to ensure that noise levels do not interfere with or negatively impact other students or the surrounding community. Courtesy hours are 24 hours a day, 7 days a week. If another person asks you to control the noise level, regardless of the time of day, you are expected to comply with the request.

During reading period and final exam periods “Quiet Hours” are in effect 24-hours. Beginning at 11:59 P.M. on the last day of classes through the last day of finals, twenty-four hour “Quiet Hours” are in effect in all residences. The last day to hold an event is the last day of classes each semester, the event must end by 11:59pm. Events will not be approved during break periods.

Sound Guidelines for Outdoor Events

  • Amplified sound before 5 p.m. is not allowed Monday through Friday, or prior to 11 a.m. on Saturday and Sunday.
  • Any amplified sound that is approved Sunday through Thursday in the center of campus may be approved until 10 p.m.; on the periphery of campus it may be approved until 9 p.m. 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 11 p.m. in the center of campus and 10 p.m. on the periphery of campus barring any noise complaints.

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, unless approved by the Office of Student Involvement. Level 1 events can take place after classes begin. Level 2 and 3 events will not be approved until the following Monday after the first day of classes begins.

Registering an Event
All events must be registered through WesNest. Please refer to the Event Levels and Event Spaces sections for deadlines for submission. Events that involve any external artist, speakers or performers, paid or unpaid, or a paid vendor (e.g., band or inflatable) must follow the guidelines set forth in the Contract Request Policy.

No Alcohol or Drugs at Events

All student clubs and organizations' events are alcohol-free.  No alcohol or drugs are to be present in any student group hosted event. 

Advertising Guidelines
Any form of off-campus advertising is prohibited without the approval of Student Involvement. 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.