Hosting an Event

 

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 training found on WesNest 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 WesNest (www.wesnest.wesleyan.edu) and review the host training presentation under the document tab in the Student Involvement Branch. You can also view the presentation here. Once you've reviewed the presentation, you must complete the host training quiz, located under the forms tab in WesNest . Every student needs to retake the Host Training Quiz each academic year.

Reserve the space through WesNest  Book your room and 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, please follow the steps below.

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 Sophie Chang (schang@wesleyan.edu) as soon as possible to have this fixed. 

Step 2: 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 3: Click "Create Event" in the top right corner, and follow the steps for your event submission. You will see a tab under time and date that says "Add Reservation Request" this is how you will book your room. See the picture below for reference.

WesNest-Room-Res.jpg

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.
  • If you need additional sound services, you can contact Sound Co-op. Visit the Sound Co-op website for more details

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. The Office of Student Involvement 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 Involvement.  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:

  • Fewer 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.