Student Event Planning Resources

Student Involvement will be your primary resource when planning a student event. We can advise you on how to reserve space and who you need to talk to to get a contract.  

OSI exclusively works with registered student groups and organizations. For other events, please contact Events & Conferences.

The following are some things to consider if you are planning an event on campus for the first time. As long as you plan well in advance (4-6 weeks), event planning at Wes can be an easy, fun and exciting experience.

• Venue Reservations

  Only Primary Contacts and Event Coordinator(s) have access to request event spaces through WesNest. Use the following guide to learn how to book a space in WesNest.

  Any approved student club or organization will not need to request funding for Wesleyan facilities fees, including Athletics facilities, set-up/breakdown/furniture fees by Physical Plant or Usdan Auxiliary Services, custodial service, and basic IMS A/V support. These services need to be requested through the event request on WesNest, and will be coordinated by the Associate Director of Student Involvement on the group’s behalf.

  See list of approved Event Spaces here.

• Event Planning Accessibility Guidelines
  Accessibility should be something your group considers before every event you plan. The Office of Student Involvement recommends assessing your events accessibility using the “Guide for Planning Accessible Events for Wes Clubs and Organizations” created by Accessibility Services.
• Audio Visual Services Request

  If you need access to A/V equipment, such as microphones, microphone stands, access to the house sound system, access to the space’s projector, etc., you will need to include these requests when submitting your event request in WesNest. The Associate Director of Student Involvement will coordinate the services with Instructional Media Services (IMS) or Usdan Auxiliary Services on your group’s behalf. 

• Sound Co-Op

  The Wesleyan Sound Cooperative (WSC) was founded in order to facilitate musical events on campus that would otherwise be impossible to fund using professional audio companies. Since its founding, the WSC has expanded to execute a wide range of events that would be impossible to put on without the use of state-of-the-art sound equipment and a trained sound technician both on and near Wesleyan’s campus.

  For more information and to request Sound Co-op at your event, please visit the Sound Co-Op website.
• Volunteers, Alumni, and Community Members
  Student events are first and foremost for current Wesleyan students, faculty, and staff. If your group is planning to have an event that is open to the public, it should be noted in the event request. Under certain circumstances, additional safeguards may need to be implemented for the event.
• Guest Policy
  In addition to the Guest Policy posted in the Student Handbook, if an event is approved to permit guests, guests must arrive to events with their Wesleyan host and carry with them picture identification. Event hosts will document who the guest is and who the Wesleyan host is. Guests need to be over the age of 18 and have some form of identification.
• Advertising On Campus
  Any form of off-campus advertising is prohibited without the approval of the Office of Student Involvement. This includes radio, internet, television, public social media pages, and newspaper advertisements. All advertising should clearly indicate the name of the host organization(s), date of the event, starting and ending times, location, name of the event, maximum capacity of the event location, and entrance fee/ID requirements. Alcohol and/or drugs may not, in any context, be the central focus of any event and should not be advertised as such.