General Guidelines and Policies
- Any use of Yale SOM operated or managed facilities for the purpose of an event, program, meeting, or similar activity requires that the client using the space go through the established reservation process1.
- Clients must follow all policies and procedures listed in this document, which is available on the SOM Portal. The document can also be requested by emailing somevents@yale.edu.
- Yale SOM faculty, students, and staff receive first priority for space scheduling2. Functions managed by Yale SOM departments and registered student clubs generally receive a 100% discount3 for room rentals and many services4.
- Media support fees are required for all non-course events outside of standard business hours (M-F 8-5).
- SOM Affiliates receive second priority for space scheduling. SOM affiliated generally receive a 100% discount for room rentals. Media services and custodial fees are assessed as needed.
- Non-SOM departments at Yale receive next priority for space scheduling2. All non-SOM departments at Yale pay the Yale rate for room rentals and services3.
- At this time, Evans Hall is not available for rental by External (Non-Yale) clients.
- The department listed as the “client” must be the actual department hosting and managing the event. Fronting is the practice of having a recognized client reserve facilities or services for another group to gain access to facilities or rates they may not otherwise have access to. Clients found in violation of this guideline may be subject to fees and/or loss of reservation privileges.
- Faculty hosting events as a part of non-SOM association involvement are provided a discount for 50% of the space costs. These fees cover event manager support, facilities set up and custodial clean up.
- The individual listed as the “primary contact” must be present and available during the event. This person will serve as the contact for the SOM Events Office during the event.
- All events scheduled in the Courtyard and outdoor spaces will only be confirmed if a suitable indoor option is available.
- Evans Hall is an academic building and is to be used as such. Athletic programs, dance classes and the like are not the intended use of the space and it is now set up to be able to support such activities.
- The SOM Events department reserves the right to determine space availability. Certain events do not allow for other programming to take place in the building. These include but are not limited to Commencement, Orientation, Reunion and Exams.
- Rooms in Evans Hall are designated as classrooms, function rooms, auditorium, public spaces, conference rooms, breakout rooms and interview rooms. Each category is aligned with different policies.
- Classrooms are primarily for academic instruction. Courses take priority in these spaces followed by other mission driven school activities. Departments and student clubs are permitted to book classrooms once classes are finalized. Please note that individuals (students, staff, faculty, guests) are not permitted to use classroom space. All events must be hosted by a registered club or department.
- Function spaces are very limited in Evans Hall. These are intended for flexible programming. When alternate lecture space is available, it is to be used for lectures and function spaces can only be used for lecture style seating should another option not be available. Should a group be small enough to fit in a flexible classroom for a function, the use of the classroom is to be the first choice for the event.
- The Beinecke Terrace room is reserved for Executive Education programming. It is not available to be reserved by other groups until 6 weeks before the event date.
- Breakout rooms are reserved for STUDENT use. Students can book these on EMS and check in to the space is required. If check in is missed, the room becomes available for others to book. It it the responsibility of the user to remember to follow the check in process. Staff are only permitted to book breakout rooms should a conference room not be available AND only within 7 days of the reservation.
- Students are permitted to book 1 breakout room per day for a maximum of 2 hours. Stacking reservations together either by one person or a group of people is expressly prohibited.
- Conference rooms are reserved for staff and faculty use during business hours. Students are only permitted to book conference rooms outside of business hours.
- Interview rooms are intended primarily for recruiting activities.
- All expectations described within the sub-pages of this site are considered official school policies. Failure to adhere to building policies can result in the loss of building use privileges.
1 See the Reservation Request/Confirmation Procedures
2 See the Reservation Priority Timeline
3 See Space and Service Rates
4 SOM Hospitality is not included in the discounted services.
EVANS HALL
The policies in this section pertain to the use of Evans Hall only. These policies pertain to all spaces in Evans Hall, unless listed under the Special Spaces portion of this section.