Program & Event Types

General Events on Campus

Most student organization sponsored programs and events will take place on campus for Tufts students only within a one to four hour block of time. Student organizations should follow all event registration guidelines listed in this Roadmap and on the Office for Campus Life website in planning and executing their events.
NOTE:  Special Guidelines for Food Trucks at student organization events.

Off Campus Event

Student organizations may be interested in hosting a Tufts University sponsored event at an off campus location. These events are often social events held at a hotel, club or conference facility. While these events are generally allowed there are a few guidelines and policies that must be followed. Any student organization looking to host an event at an off campus location must contact the Office for Campus Life prior to any planning. These events usually require contract negotiation (please refer to Contracts for Goods and Services on Page 5). All other policies stated in this Roadmap, including guest policy, ticket policy, alcohol policy etc. apply to off campus events.

Multi-Day/Full Weekend Events on Campus

Some student organizations will request permission for multi-day or full weekend events. These include conferences, competitions or meetings.   Often these types of events also include significant numbers of participants from off campus. While we welcome these types of events and their participants to Tufts University, they often use significant campus resources and take extra planning and coordination. All other regular scheduled campus functions and events will take priority over these types of events and based on timing, numbers of participants and available resources a specific program of this nature may not be approved. Student organizations seeking to host a multi-day event must get prior approval from the Office for Campus Life before any planning of the event can begin. Note: Depending on the type of event and spaces being used the guest policy guidelines may be waived for a multi-day event. Please contact the Office for Campus Life for details.

City Wide Event Planning

Student organizations may request to host a “City Wide” event that hosts both Tufts students and students from other universities/colleges. City Wide dates must be approved 4 weeks in advance to ensure proper staffing and ticket sales. Please contact the OCL@tufts.edu when you start planning your event.

City Wide Event Requirements

Dates/Planning

• Must be requested 4 weeks prior to event date, late requests are subject to approval based on staffing and the student organization may be asked to move the event date
• City Wide events must occur on a Friday or Saturday evening
  • 9pm – 12:30am or 10pm – 1:30am
  • All City Wide events must end at 1:30am to allow for proper breakdown and reset of the space
• 3 City Wide events are allowed per semester, no more than one City Wide per student organization is allowed per semester
• Ticket Contracts should be submitted at least 5 business days prior to ticket sales date
  • All contract information must be approved by OCL before publishing on flyers or social media
• Attend an Event Registration Meeting

Space

• City Wide events must be held in Hotung Café at the Mayer Campus Center with event entrance from the main level Hotung Game Room.
• All City Wide events must end at or before 1:30am for a 10 pm start or 12:3o am for a 9 pm start.
• Doors will be advertised to close at 11 pm for a 10 pm start and 10 pm for a 9 pm start.  Campus Life Staff will work with student organization representatives following doors close to allow additional students and guests in based on capacity numbers. This procedure will vary by event depending on tickets sold and capacity numbers at the time.
• Nobody will be allowed in past 12 am for a 10 pm start and 11 pm for a 9 pm start.
• Maximum capacity is 150
• Tufts Catering is the only food provider for Hotung Café

Ticketing

• All tickets must be sold at TuftsTickets.com
  • Use of Eventbrite or other site is not allowed
  • Use of bulk tickets to sell via Venmo/CashApp/etc. is not allowed
• Tickets (150) will be sold online and at the Information Booth prior to the event date
• Complimentary tickets, including for staff, executive boards or performers must be included in the 150 capacity.  A comp. guest list must be provided to OCL at least 24 hours prior to event.  Comp. guests will also be required to show ID and get wristbands.
• Tickets will not be sold at the door in any circumstance
• If tickets do not sell out prior to the event day at 5pm, any remaining will be sold ONLINE ONLY, up until doors close
• We require at least 50% of ticket sales to occur at least 24 hours prior to event start.  Event subject to cancellation or ticket fee increases if this minimum is not met
• There are two ticketing options for City Wide Events that the student organization host may choose from:
  • Option 1) Tickets are available for purchase by TUFTS STUDENTS ONLY with up to 3 guest tickets available for purchase
  • Option 2) Tickets are available for purchase by Tufts Students (Online & Booth until day of) and General Public (ONLINE ONLY)

Staffing

• At time of event registration student organization host must identify two student leaders from the group to serve as event contacts during the event planning phase.
• Student organization host must identify two student leaders to serve as contacts during the event.  These two student leaders will be required to arrive half hour before doors open and remain until end of the event once all guests have departed.  They will be available to OCL staff as needed throughout the event.
• OCL Event Staff and TUPD detail officers are required and will be scheduled by the OCL following the Event Registration Meeting confirming the event.
  • Student Organizations must pay the Event Staff fee, but are not required to pay for TUPD.  Event staff fee will be based on direct hours paid for event.

Other/Behavior

• All attendees must adhere to all Tufts University policies and standards of behavior as detailed in the Code of Conduct
  • Visibly intoxicated students or guests will not be permitted into the event
  • Students/guests found to be disruptive or in violation of any laws or University policies will be immediately removed and subject to disciplinary action
  • Tufts students are responsible for guests
• Tufts attendees must:
  • Present valid Tufts ID for entry
  • Be responsible for any guests
• All NON-Tufts attendees must be:
  • Current Massachusetts college/university students with college/university ID present
  • 18+ years of age with valid Government Issued ID
    • Both forms of Identification are needed for entry, regardless of ticket purchase
    • Tickets are non-refundable at any time
      • Tickets will not be refunded if attendee cannot present both IDs at the door
    • OCL will provide wristbands.  Water must be provided by the Student Organization host.  OCL can assist with ordering water.
    • Events with performances must be approved by the OCL 4 weeks in advance
      • Performers will not have access to a green room or alternate space and must remain in the event at all times until their departure. Performers and any assistants must also have their IDs checked and have wristbands prior to the start of the event