Major Events

Major Event Proposal Requirements

• Two (2) Lead Coordinators, both Yale College students
• An Event Advisor, must be current Yale faculty or staff
  • An email reflecting the advisor’s agreement to serve in this capacity will be requested.
• 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 Overview:

• Submission of a Major Event Proposal
  Submitting this form notifies YCDO of your group’s intent to host a major event, helps determine the level of support your group may need, and overall feasibility.
• Application review and decision
  Submissions are reviewed and either accepted or rejected. Decisions are communicated through Yale Connect. If there are significant concerns, the submitter may be contacted to provide additional information.
  • Acceptance of your proposal does not mean your event is APPROVED. Your event must still be registered in Yale Connect, as any other event, and go through the proper channels of review and approval.**
• Graduate Assistant (GA) assignment and introduction - Begins in August**
  If accepted, a GA is assigned and an introductory email will be sent to: the two lead coordinators, all listed group officers, the event advisor, the assigned GA, and the designated SOC. This ensures group leadership is informed and invited into planning from the outset. 
• Initial planning meeting and follow-up actions
  The lead coordinators and the GA schedule an initial meeting within one week of the introduction email. In this meeting, the event is discussed in detail. The GA confirms the information submitted in the initial proposal, notes any updates, identifies potential concerns early, and anticipates which campus stakeholders will need to review or approve elements of the event.
  After the meeting:
  • The GA submits room requests through 25Live, as applicable.
  • The lead coordinators submit an event registration in Yale Connect.**
• Required check-in meetings
  Recurring check-ins between the lead coordinators and the GA are required:
  • Monthly until six weeks before the event.
  • Beginning six weeks out, the GA may require weekly meetings based on event complexity and planning progress.
• Follow-up emails
  After each check-in meeting, the GA will send a follow-up email to the same recipients as the introductory email (the two lead coordinators, all listed officers, the event advisor, and the designated SOC).
  • The email will summarize topics discussed, highlight any concerns raised, list action items, and confirm the date of the next meeting to support transparency and coordinated planning.
• Stakeholders’ Meeting
  Two weeks prior to the event, the lead coordinators present final logistics at a Stakeholders’ Meeting coordinated by the GA with relevant Yale offices. This meeting provides an opportunity to confirm readiness, address remaining concerns, and resolve outstanding questions.
• Close-Out Email
  The day prior to the event, the GA will send a Close-Out email to the same recipients as the introductory email. This message will recap any remaining tasks or reminders raised during the Stakeholders’ Meeting and will include day-of contact information in case support is needed.