Event Planning

LWC Tishman Dinner Layout

Welcome to the Events and Scheduling Office.  Please read the message below about carefully planning for your upcoming activities.

We are monitoring the Wellesley College guidelines for gatherings and community events.  At this time, the campus buildings remains closed to the public but the community may access the grounds. We are processing reservations in 25Live that are meeting the guidelines. If you are planning an event, please submit your request in 25Live for indoors or outdoors and we will assist you with any approvals necessary to ensure the guidelines are met.

Indoor gatherings for community members require a mask for everyone.  No food is allowed at indoor events.  Indoor gatherings are for community members only.  See visitor policy information below. All reservations must adhere to the location capacities viewable in 25Live.

Outdoor gatherings for community members are encouraged over indoor gatherings.  All activities must be scheduled.  Events up to 50 people will permit food with adherence to vendor policies.  Events over 50 people must wear a mask and adhere to the location capacities viewable in 25Live. No food for over 50 people outdoors, but water bottles are allowed.

 

Speakers, guest lecturers, and outside vendors:  Must complete the campus visitor form  before coming on campus. On the day of arrival, all visitors must complete the symptom checker, as well.   All presentations conducted indoors must wear masks.  

 

The largest venues have been reduced by 60% capacity.   For Tishman and the Ballroom, capacity depends on the layout selected.  Your scheduler can assist you in determining the best location for your event. Default capacities are programmed in 25Live.

 

All gatherings must be registered in 25Live for indoors or outdoors.  Your reservation will be reviewed carefully to meet all safety guidelines and may also need approval from a committee working to ensure all guidelines are met.  Your scheduler will work closely with you and alert you if your event will be sent to the committee for additional approvals.

 

All events should record who is in attendance to meet the safety protocols and for contact tracing purposes.

If you need to modify an existing reservation, please email your scheduling office. 

Helpful resources:
Event Planning Checklist for Lectures, Performances, Large Scale Events

Scheduling FAQ's and tips

25Live Scheduling site

Reservation checklist
Community Calendar or Public Calendar
Academic Calendars
KEY DATES 

Questions?  Contact your schedulers at:

Department-sponsored: eventsoffice@wellesley.edu
Student organization-sponsored: studentinvolvement@wellesley.edu
Athletics: athletics@wellesley.edu
Curricular activities:  registrar@wellesley.edu

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Our goal is to provide faculty and staff with tools and information to plan and schedule a successful meeting, program or event.

Scheduling tools on the web

25Live Pro is the recognized college tool for all reservations.
Express Scheduling for your virtual meetings is located on the dashboard of 25LivePro

Scheduling a College-Sponsored Meeting, Program, or Event

Basic meetings require a minimum of three business days to process. Events requesting the use of departmentally managed space may take longer to generate all approvals necessary.  25Live will notify approvers in a timely manner.  Events that require resources (such as sound, AV, videographers, special set-ups) require a minimum of 7 days notice.

The Wellesley College Scheduling System is the site you want to visit to check availability, find a space that meets your needs, request space and services on campus, and view all of your scheduled activities. Access to request the use of space and resources and view user preferences is only available after logging into the system with your Domain Wellesley College username and password.

25Live

The only acceptable and recognized method for scheduling events on campus is 25Live. It is the system of record on campus and is used by all requestors, schedulers, service providers, help desk personnel, and dispatchers. It is the only recognized tool for obtaining services, reserving space, publicizing events, obtain space utilization data, and for safety and security purposes.

Scheduling a Non-College Sponsored Meeting, Program, or Event

During the academic year when classes are in session, non-college events are not scheduled on campus with the exception of the Wellesley College Club*.  If you are looking for space for a non-college event during this time frame you can contact the The Wellesley College Club* at 781.283.2700 or visit: www.wellesleycollegeclub.com.  
*Please note that the College Club is currently closed. 

For non-college sponsored events and/or space inquiries, please contact eventsoffice@wellesley.edu

Weddings, Commitments, Memorials, Baptisms

For inquiries about holding your wedding, commitment, memorial or baptism ceremony at Wellesley College, please first visit the Office of Religious and Spiritual Life website or the Ceremonies at Wellesley College website or contact the Chapel Coordinator at 781-283-2615.

Meet Our Staff

Terri Flutie, Scheduling Manager
Physical Plant, Suite 130  
tflutie@wellesley.edu
781.283.2372    

Sarah Willis, Event Manager and Scheduling System Administrator
Physical Plant, Suite 128      
swillis@wellesley.edu   
781.283.2974

Have a General Question and Not Sure Who to Ask?

Email:   EventsOffice@wellesley.edu