What is a Major Event?

What Qualifies As a Major Event?

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. Occuring over mutiple days
  5. Reserving of multiple rooms
  • 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. 

Standard Event - An organized gathering, such as a meeting, workshop, conference, rehearsal, speaker, or social event that does not meet any of the Major Event criteria. 

Travel -  Includes any and all travel outside of New Haven in which your group will be acting in your capacity as a Yale College Registered Student Organization. 

 

Major Event Updates for 2025-2026

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 have been asked to select a faculty or staff advisor for their event. Each major event will also have a graduate student assigned to help with logistics and track the planning progress. 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. 

Important Major Events Deadlines for 2025-2026

  • March 24th 2025: Registration OPENS for major events occuring in the 2025-2026 academic year
  • April 30th 2025: Registration CLOSES for general events occuring in the 2024-2025 academic year

**** Summer Recess***

  • August 22nd 2025: Registration OPENS for general events occuring in the 2025-2026 academic year

Important Major Events Guidlines

  • 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 registration must be submitted in Yale Connect at least six weeks prior to the event. 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. 

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 conference planners and participants, a number of precautionary measures should be taken in advance of these events. 

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