1. Define Your Event and Your Goals
What kind of event is it? What is your goal? It might be as simple as providing a space for group members to hang out, or it could be a fundraiser, a performance, a dinner, a workshop, or a large public gathering. It’s important to think about what you want before you think about how to achieve it. Events hosted by RSOs should be carefully planned such that all officers understand the goals for the event and the strategies for achieving them. That discussion should include an assessment of the costs and university regulations.
2. Know Your Audience
Think about who you’re inviting or hoping to attract. Is this open to the public or invite-only? Will attendees bring guests? Is it geared toward a specific group (e.g., first-years, alumni, the broader community)? Understanding your audience shapes everything from the size of your space to the type of food, activities, and promotion you’ll need.
3. Consider the Space
How big is your space, and how will it be used? Will there be dancing, seating, a stage, and tables for vendors? Are there adequate areas for conversation, and if there are more isolated spaces, figure out who will remain aware of what’s happening in those spaces during the event. Thinking this through early will help you determine setup, capacity, and how much food or other supplies to purchase.
4. Plan Your Promotion
How will people find out about your event? Consider flyers, social media, email lists, or campus calendars. Make sure your promotional materials clearly communicate the date, time, location, and any requirements (RSVP, cost, age restrictions, etc.), and that they accurately represent what the event will be.
5. Food and Distribution
If you’re serving food, think through quantities, dietary needs, and safe handling and storage. Please review the policies on Food Distribution and Safety.
6. Working with Vendors
If your event involves outside vendors (caterers, performers, rental companies, etc.), confirm details in writing well in advance — services provided, cost, setup/breakdown times, and cancellation terms. Vendors may also require insurance information or a signed agreement. Please review the Vendors and Contracts, and refer to the Policies on Outside Sponsors and Partners.
7. Fundraising and Budget
If your event involves fundraising, ticket sales, or a budget, plan ahead: track expected income and expenses, know who is authorized to handle money, and keep records of transactions. If you’re raising funds for a cause, make sure attendees understand where the money is going. Please also review the general fundraising policies.
8. Contracts and Forms
Many events require paperwork, including space reservations, vendor contracts, waivers, or insurance forms. Identify what’s required for your specific event as early as possible, since some approvals take time. Keep copies of all signed agreements.
9. Working with Minors
If your event includes attendees under 18 (e.g., a youth outreach program or community event), additional precautions and university policies may apply, including background checks, supervision ratios, and parental consent forms. Please review Yale Programs for Children and Youth and make sure your group and the event are in compliance.
10. Special Activities and Performances
If your event includes performances, demonstrations, games, or other special activities, plan logistics in advance: equipment needs, rehearsal or setup time, safety considerations, and any permissions or licensing required (for music, choreography, or performance content). Make sure performers and participants know what’s expected of them.
11. Register Your Event
All events need to be registered in Yale Connect, even if you are not using it to reserve spaces. If you are hosting an event in a residential space on campus and there will be more than 20 people, it needs to be registered with your Head of College. If you are hosting an event off campus, AODHRI provides programs, training, and guidance for safe hosting practices. These are available to all students.
12. Keep an Eye on Your Attendees and Get Help If Needed
- Be alert to the possibility that someone needs help. Does anyone look uncomfortable or unwell? Make yourself visible as a host, and offer help when it might be useful.
- Be aware of alcohol safety and alcohol policies.
- Be alert to the possibility that someone is causing trouble. Are there signs of pressure, coercion, disrespect, or general shadiness? Intervene. Don’t wait for things to get out of control. The best interventions come early and are often barely perceptible. Redirect situations well before they reach a danger point. Speak up. Distract. Disrupt.
- If you can’t fix a situation on your own, get help. If that doesn’t work, call the Yale Police at 203-432-4400. Be willing to overreact to protect someone. (Be sure to read what to do if you’re unsure whether or when to call if someone may need medical attention.)
13. Clean Up
Please clean up after all events, and be aware of custodial charges that may apply to certain Yale classroom spaces during certain times.