Major Events

Overview

Yale hosts a wide range of conferences and events, many of which are organized by registered undergraduate organizations. To help avoid scheduling conflicts, support smooth event planning, and ensure a successful experience for both planners and participants, Yale has a separate registration process for major events.

An on-campus event qualifies as a major event if it includes one or more of the following:

  1. A budget of over $10,000
  2. 200 or more non-Yale attendees **
  3. Hosting of overnight guests (on/off campus)
  4. Occurring over multiple days
  5. Held in multiple rooms/locations.

If your event meets the criteria above, please register your event 3 months in advance of the planned event date. 

Registering an Event

Information needed to register:
  • Name of Lead Coordinators for the event (2 minimum)
  • Name of Event Advisor
    • Email reflecting the advisor’s agreement to serve as the event advisor in this capacity
  • Tentative Title of event 
    • Short description of your event 
      • Event History, if applicable
  • Tentative Date(s)
  • Tentative Budget
    • Funding sources
    • Anticipated expenses 
  • Tentative location(s)
Application Deadlines: 

Major Event registration for the 2026-2027 academic year opened on May 1, 2026. It can be completed here or by going to Yale Connect.

Fall 2026 events:    

  • Deadline: Sunday, September 13, 2026   

Spring 2027 events: 

  • Deadline: Tuesday, December 22, 2026

*NOTE: On-campus events cannot be held during recess periods. Submissions received will be automatically denied. This includes October and November recess, Winter recess, and Spring recess. Groups wishing to host an event during Summer recess must work with Yale Conferences & Events.

**Potential exception: If an event is solely a routine performance that will feature only members of the group, a major event registration is not required.  

  • Performances are the staging or presenting of a play, concert, or other form of entertainment. Includes dramatic, musical, dance, operatic, and comedy productions performed before an audience. 
Process

  1. Registration must be submitted at minimum, 3 months prior to the event date. 

    (a) Confirmation of a staff/faculty event advisor is required to register your event.

    (b) A tentative budget illustrating anticipated expenses and funding sources, as well as a tentative event agenda will be required when registering an event. 

    (c) Planning must be lead by at least two (2) event coordinators or a committee.

  2. In mid-July, our office will begin assigning graduate assistants to groups who have registered a major event for the 2026-2027 academic year.

    (a) Working under the Yale College Dean’s Office, your GA will serve as a liaison between Yale College Student Affairs and your organization. While their primary responsibility will be ensuring your event is in compliance with all university policies and regulations, they will also monitor the more critical pieces of your group’s planning and budget.

    (b) Please note that while the GA‘s role is not to take over any major planning responsibilities, they will be available to provide guidance on logistics, coordination, and insight to university resources.

  3. The lead event coordinator(s) will have a mandatory meeting once a month with the GA in the lead-up to your event. 

    (a) Graduate assistants also have access to submit room requests on a group’s behalf, directly in 25Live. 

    (b) In August, GAs will have the ability to submit requests ahead of the room booking feature opening in Yale Connect for all registered groups. This will guarantee requests will be processed before other RSOs once the add/drop period concludes.

  4. During the initial meeting with the GAs, the two event coordinators or RSO committee must register their major event using the typical Yale Connect event registration process. Instructions can be found here. 

  5. Then, at six weeks prior to the event, these meetings will become weekly check-ins at the GA’s discretion. Finally, 1-2 weeks before the event, the GA will coordinate and host a stakeholder meeting with the offices in the Yale Connect event registration workflow.
Requirements
  • Registration at minimum, 3 months prior to the event date. 
  • Planning must be lead by at least two (2) event coordinators or a committee.
  • Mandatory check-in meetings with your assigned graduate assistant are not optional.

Standard Conferences and Large Events

If a group is planning a conference or large event that does not meet the criteria of a major event, the event should be registered in Yale Connect at least six weeks prior to the event date. 

Large events of this type often require approval from several offices in the Yale Connect event registration workflow. The sooner an event is registered, the greater likelihood there is of reserving a preferred space or venue, and having your event approved in a timely manner. Groups wishing to use Yale Connect for registration purposes should especially take this into account. 

Facility Use Fees

Groups hosting a large or major event where participants or attendees will largely be from outside the Yale community, may be subject to a cleaning or maintenance fee. Click here to submit a Facilities Work Request. Note: Yale login is required and the group’s COA.

For spaces not managed by the Registrar’s Office, an additional non-refundable reservation fee of $75 may also be required for such events. If you cancel your event, cancellation fees may vary based on date.

Please see here for more details and a room-specific fee chart. If you have any questions, reach out to classrooms@yale.edu.