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 is closed to the public and we will only process reservations that are meeting the guidelines.

Limit gatherings:  Social gatherings, meetings and events are limited to 10 people indoors and 25 people outside, with masks and physical distancingRequests for programming that exceeds 10 people will route for additional approvals. Virtual meetings and programs are encouraged.  No food is allowed at any gatherings at this time. 

Location and resource considerations:  The ability to clean spaces before and after use is a scheduling consideration.  When possible, use of the Lulu as a preferred location for meetings and events should be considered because it has custodial resources seven days/week.  In addition, service providers have been staffed to support classroom and remote learning and will not be able to accommodate all requests for meeting support.  Please plan your activity with minimal needs for additional equipment or resources.  

If you are requesting an in person reservation for Fall 2020, please note that the new Physical Distancing Capacities for spaces are programmed in 25Live.  When you search a location, view the details of that location and you will see layout options.  The current capacity guideline in place overrides the default capacity for all locations.  Also, as set forth above, additional approval is required for events over 10 people (with indoor events limited to 10 people and outdoor events limited to 25 people), even if the particular space could accommodate larger numbers of people with physical distancing.

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

If you need to schedule a NEW virtual reservation, please select "virtual" for your location.  

Helpful resources:

Current guidelines

25Live Scheduling

Reservation checklist
Community Calendar or Public Calendar
Academic Calendar for 2020-21.
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 for most users, approvers, and schedulers.  Replaced the classic view in November 2019.
25Live Scheduling the simplest scheduling tool for basic needs (also mobile version) 
KEY DATES is a reference tool to view the major events scheduled on campus.  Please review this form to ensure you are not conflicting with another major event before finalizing your date. 
Scheduling FAQ's for more information related to scheduling space and resources on campus.
Contact your scheduling office for any scheduling questions.

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.  Please check back in early 2021 for an update on reopening.

For non-college sponsored events and/or space inquiries, please contact Anthony Pires by email or by phone at 781-283-2875.

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

Donna Barnes, Scheduler
Physical Plant, 1st floor
dbarnes@wellesley.edu
781.283.2875

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

Lynne Payson, Director of Events Management, Director of Wang Campus Center
Campus Center, Suite 301        
lpayson@wellesley.edu    
781.283.2208

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