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
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
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
City Wide events must be held in Hotung Café at the Mayer Campus Center
All City Wide events must end at or before 1:30am
Maximum capacity is 150
Tufts Catering is the only food provider for Hotung Café