Major vs. Large Event - Which are you hosting?

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, a number of precautionary measures should be taken in advance of these events.


This year we introduced a major events 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 YDCO Student Affairs Office using the below form. Each major event will then have a YCDO graduate assistant assigned to help with logistics, planning, and compliance. 




Registration period for Major Events occuring in the 2025-2026 academic year:   




Opens: Monday, March 24, 2025   






Closes: Wednesday, December 17, 2025   






Click here to register your event: Major Event Registration Form. 

The registration deadline for major events being held in Spring 2025 was January 31, 2025. 




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. 

  2. 200 or more non-Yale attendees
    3. 

  3. Hosting of overnight guests (on/off campus)
    4. 

  4. Occuring over mutiple days
    5. 

  5. Reserving of multiple rooms
    6. 



    

  • Exception: If your event is a performance, please review below.
    • 



Performance -  Staging or presenting a play, concert, or other form of entertainment. Includes dramatic, musical, dance, operatic, and comedy productions performed before an audience. 




Major EventGuidelines




    

  • Registration must be submitted at least 3 months prior to the event date. 
    • 

  • A staff/faculty event advisor is required to register your event.
    • 

  • Meetings with your assigned graduate assistant are required and are not optional. 
    • 





Standard Conferences and Large Events




If your group is planning a conference or large event that does not meet the criteria of a major event, your event must be registered in Yale Connect at least six weeks prior to the event date. Large events of this type are often planned months in advance. The sooner you get started, the easier it will be to reserve space, get things printed for a reasonable amount, etc. The Yale College Dean’s Office can help you think through the steps you will need to take to make your event successful and can put you in contact with outside resources if it becomes necessary.


All undergraduate organizations hosting conferences and major events on the Yale campus must seek approval from the Office of Student Affairs.