Major Events

Overview

Yale is host to a wide range of conferences and events, many of which are hosted by registered undergraduate organizations. To avoid conflicts in the scheduling of University facilities and as a way to ensure a successful and enjoyable experience for event planners and participants, we introduced a separate registration system to help major events run smoothly and get the support they need. 

As part of the system, student organizations who plan to host a major event must select a faculty or staff advisor for their event and register their event with the YCDO Student Affairs Office at least three (3) months in advance of the event date. Each major event will then have a YCDO graduate assistant assigned to help with the group navigate logistics, planning, and compliance.

Registering an Event

Application Deadlines: 

Major Event registration for the 2026-2027 academic year will open May 1, 2026.

Fall 2026 events:    

  • Deadline: Sunday, September 13, 2026   

Spring 2027 events: 

  • Deadline: Tuesday, December 22, 2026

Click here to register your event: (form currently closed)

*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.

What Qualifies as a Major Event? 

The hosting of an on-campus event that will include 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.

**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. 
Guidelines and Requirements
  • Registration must be submitted at minimum, 3 months prior to the event date. 
  • Confirmation of a staff/faculty event advisor is required to register your event.
  • A tentative budget illustrating anticipated expenses and funding sources, as well as a tentative event agenda will be required when registering an event. 
  • 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.