Student Events

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 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) 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.

The Title IX Officer WillLevel 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 Room Request (EMS) no less than 14 business days in advance. Examples of small-scale events are lectures, movies, or coffeehouses. The Title IX Officer Will

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 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.

Event Spaces

Events 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 House Manager and/or Area Coordinator. 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.

  2. Classrooms (e.g., Fisk, PAC, Exley)

  3. Usdan (includes Huss Courtyard and Lawn)

  4. Fayerweather (Beckham Hall and practice rooms)

  5. Russell House

  6. Allbritton

  7. Foss Hill

  8. Memorial Chapel

  9. Zelnick Pavilion

  10. 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, 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, 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 11 p.m. to 8 a.m. In residential spaces, events must conclude by 11 p.m. In non-residential spaces, events must conclude by 1:30 a.m.

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

  • 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/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 11:59 p.m. until the last day of finals. Spring Fling is the final event of the year. Level 2, 3, and 4 events will not be approved after Spring Fling.

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.

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 and 3 events will not be approved until the following Monday after the first day of classes begins.

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 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 (e.g., 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 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 any time 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 . oz. of regular beer, 5 . 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.

  • Events with alcohol will be considered level 3 events. 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.

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.

Hosting a Wood Frame party

  1. Registration allows you to have party attendees both inside and in the backyard of your residence, as long as the number inside the house does not exceed the posted re code capacity. Unregistered parties with any violations of the guidelines below, or with attendees outside the house, may be shut down without an opportunity to make corrections.

  2. All students seeking to register a party must first complete host training. 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 “Host Training” quiz under “Other Moodle Enrollments.” Host training must be completed each academic year.

  3. Fill out the Wood Frame Registration through the link on the Residential Life web page. Submit no later than 1 p.m. on the Thursday prior to events occurring Friday through the following Thursday. A co-hosting request may be submitted by two adjacent houses.

  4. Registration requests are reviewed by Residential Life and approval is not guaranteed. Houses on quiet streets may not host parties, as per their Quiet Street Agreement.

  5. You will receive notification regarding whether your party was approved or not on Thursday afternoon. Your request may not be approved if your house has pending judicial charges, or within a month after being found responsible for violations. The number of parties in any given block/area may be limited at the discretion of Residential Life. Parties are prohibited prior to the start of fall classes. Residential Life reserves the right to not approve requests from houses that have a history of multiple violations.

  6. On the day of the party, a Community Advisor will stop by to review the party policies and share tips for hosting a successful party.

  7. This Policy is in Effect Throughout the Year, Regardless of Whether or Not Classes are In Session.

General Guidelines

  • Alcohol is allowed under established guidelines below.

  • Hosts are required to clean up any trash left on University property, inside a residential space, or outside. Failure to do so

    may result in a judicial referral or fines.

  • Wesleyan Public Safety has the discretion to return any party to its permitted capacity or end parties when they are deemed to be out of compliance, unsafe, or after receiving two complaints about noise or disruptive behavior.

  • Amplified sound is not permitted in the wood frame areas. Therefore, speakers may not be placed in doors or windows, on porches, or outside the houses.

  • Students hosting a party should always consult with their neighbors when planning the event. Hosts must take an active role in ensuring that the event does not disturb the neighbors.

  • One of the hosts must be at the door to monitor who is entering, whether they are of age (and hand stamp or wristband them), and how much alcohol they are bringing in. Anyone who appears to be under the influence should not be admitted. All attendees must have a valid Wesleyan picture ID or must be the guest of a Wesleyan student and have a valid state or college ID.

  • One of the hosts must monitor the distribution and consumption of alcohol to be sure minors are not served or consuming.

Quiet Hours

  • When Quiet Hours are in effect (Sunday through Thursday, 11 p.m.-8 a.m.; Friday and Saturday, 2 a.m.-10 a.m.), all noise

    should be kept at a minimal level and not be heard outside the unit. All parties must end by the time quiet hours begin. In consideration of Middletown residents who live in the area, all noise and guests must be contained to inside the residential facility by 1 a.m. on weekends.

  • 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 community. Courtesy Hours are 24 hours a day, 7 days a week. If another person asks you to control the noise level in and around your residence, you are expected to comply with the request.

  • Reading and final exam periods: Beginning at 12 a.m. (midnight) on the last day of classes through the last day of finals, 24-hour Quiet Hours are in effect in all residences.

Alcohol Guidelines

  • If the event is registered as an alcohol-free event, hosts will be responsible for ensuring that no alcohol is present at the

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

  • Alcohol may not be sold without a state liquor permit.

  • Host(s) of parties where alcohol is present 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 ID.

  • Hosts should plan to have no more than 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 . oz. of regular beer, 5 . oz. of table wine, or 1.5 . oz. of hard liquor.

  • The source of the alcohol must be contained within the house. Individuals who are 21 or older are permitted to have an open container in the backyard of the house hosting the party, but not in the front yard or in the street.

  • Whenever alcohol is to be served, the hosts must provide ample snacks and non-alcoholic beverages.