The YSE Conference and Event Management Guidebook is a comprehensive resource event organizers can use to help plan their events. The guide provides information and best practices for event planning, no matter how big or small the event. The guide will walk event organizers through the event planning process from start to finish.
Events are defined by any reservation that requires services including custodial, catering, sponsorship, or ITS.
Meetings are private reservations of less than 20 people don’t require custodial or ITS support.
Once your room reservation has been confirmed:
Please reference the YSE Events Planning Spreadsheet when starting to determine speakers.
Members of the Yale School of the Environment (YSE) bring to the community varying backgrounds, attitudes and experiences with regards to the use of alcohol. Both the consumption and the non-consumption of alcohol play an important role in our school’s culture, and activities and events where alcohol is served must be attentive to all members of our community.
As a community of adults, the responsible consumption of alcohol has a place within our common life. Nevertheless, in view of the importance of promoting and encouraging the responsible use of alcohol at YSE, the liability issues connected with alcohol service and consumption, and the need for full compliance with Connecticut state law, the following policies and procedures have been adopted by YSE and are in effect.
A YSE sponsored event is any event organized at YSE where school funding is being used to supply food and drink. This includes school-funded conferences.
The goal of the YSE Alcohol Policy is to ensure the safety and security of all individuals attending conferences and events held at YSE. In those instances in which an individual appears to be intoxicated, YSE encourages members or the community to assist each other and also their guests, either by contacting the Yale Police (203-432-4400) or Yale Acute Care (203-432-0123) if the person's condition appears serious. You may also help to arrange transportation home by calling the Yale Safe Rides (203-432-6330).
Please see the information on helping an intoxicated person.
|Facilities Event Planning Checklist Items||Yes||No||N/A|
|If the event is after normal business hours (7:30am-5:30pm) has the event organizer requested open door access?||☐||☐||☐|
|If the event is during the weekend has the event organizer requested that the building be set-in ‘occupied mode’||☐||☐||☐|
|Will the event have food?||☐||☐||☐|
|Does the caterer have a Yale ID and will they need access to the Loading Dock?||☐||☐||☐|
|Will extra trash containers be needed? If ‘yes’ please note quantity in comments section.||☐||☐||☐|
|Will extra recycling bins be needed? If ‘yes’ please note quantity in comments section||☐||☐||☐|
|Will compost bags and racks be needed? If ‘yes’ please note quantity in comments section. Please be aware, that the in building compost bins in Kroon are not sufficient for events, and additional racks should be requested!||☐||☐||☐|
|Will your event need assistance with the removal of leftover food?||☐||☐||☐|
|Will your event need custodial support (pre and post-event cleaning, bathrooms cleaned and restocked) If yes, then please submit an FWR.||☐||☐||☐|
|Will the classroom/venue space need a specific set-up?||☐||☐||☐|
|Will the event need special furniture (podium, registration table, extra tables and chairs)||☐||☐||☐|
|Is the event following sustainability guidelines?||☐||☐||☐|
|Do you need to reserve YSE Vans? If yes, use this form.||☐||☐||☐|
|Are you anticipating a large audience? If yes, will you need additional support from Facilities with overflow space?||☐||☐||☐|