Major Events

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 

*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 on the Event Registration page. 

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.