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.

The Events and Scheduling Office staff is here to guide you through all your scheduling needs and be a resource to support your event planning. All activities must comply with current Wellesley College guidelines for gatherings.  All use of space and resources must be registered in 25Live for indoors, outdoors, and virtual events.  Please do not publicise your activity until you have been notified that your reservation is confirmed.

Recent updates

  • Campus parking facilities and buildings are mostly on swipe access only so please have a plan for your gathering to ensure your guests have access to parking facilities and your meeting location.  Please work with your scheduler for the best plan.
  • Food is now allowed at gatherings. Please visit the scheduling FAQ's for guidance on serving food and alcohol.
  • Plan carefully for your Invited guests, vendors servicing your event, and other visitors. All visitors to the College must be vaccinated. Individuals, departments, or offices inviting guests and members of the general public to the campus are responsible for communicating the College’s vaccination requirement to them.
  • We recommend holding large gatherings outdoors where possible. There are two tents on campus that may be reserved for gatherings. They are viewable in 25Live by searching "tent" for location.

Publicizing your event.  Event sponsors may update their publicity in 25Live and select the appropriate calendar category. Please use caution when announcing your event publicly to ensure that your description is clear with information about who may attend in person, how to register, and how to participate if you are from outside of our community in the testing protocol.

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


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