Community

All event organizers must follow Yale’s Building Use Guidelines and Rules for Use of Classrooms. According to the building use guidelines, food is not allowed in classrooms without prior approval.

Event Setup & Cleanup Time:

Setup and cleanup times vary depending on the space. For example:

• 17HLH 3rd floor: Requires approximately one hour on each side for setup and reset, with additional time for food cleanup.
• Teal Room (100-person event, no food): No additional cleanup time needed (but adding 30 minutes before and after helps to avoid scheduling conflicts if meetings go over.)
• Teal Room (100-person event, with food): Requires 1.5–2 hours for cleanup.

Food Approval & Furniture Setup:
If your event includes food or furniture setup, a facilities request form may be required along with a COA. Once you have booked your space in 25Live, please email Didi Eichner and Jan Taschner to confirm any additional reservation time needed and to discuss event logistics.

*Facilities does not have furniture to provide for events. If the existing furniture in a room is inadequate, departments should rent additional furniture (tables, chairs) when hosting large events to ensure that they have the necessary equipment to accommodate attendees comfortably. Renting allows flexibility in selecting the appropriate furniture for the event’s size and style. If assistance is needed for arranging existing or rented furniture, departments should submit a facilities work order. This will ensure that the facilities team can manage the setup and ensure everything is in place ahead of the event. Be sure to plan ahead and specify both the furniture requirements and any setup details in the work order to avoid any last-minute issues.

For more details, see the information below.

General guidelines for events with food:

• Events with food (not from Koffee Katering): Submit a facilities request form as a “Customer” and provide the COA.
• Registrar-managed spaces: Approval is required from the Registrar’s Office.
• Yale Engineering-managed spaces: Coordinate approvals with Didi Eichner and Jan Taschner. A list of SEAS-managed spaces is provided above.
• Koffee Katering orders: No custodial request needed, but all items must be placed outside the room for pickup to prevent disruptions to the next event, meeting, or class.

Building Access Requests:

• All access requests must be submitted to seasfacilities@yale.edu. Please refer to Yale’s Building Use Guidelines for access hours, and also refer to Yale Public Safety's email from March 29, 2025.

Green Light Requests:

• Green Light requests must first be submitted to seasfacilities@yale.edu and will be reviewed on a case-by-case basis by Yale Security. 
• A staff member or student must be present in the greenlit area for the entire duration of the requested time.

Thank you for your cooperation in maintaining our shared spaces. Please email Didi Eichner or SEAS Facilities if you have any questions.