Use of Outdoor Spaces

Overview of Outdoor Space Use

Yale’s outdoor spaces are for use by Yale students, faculty, and staff members (Yale community members), in accordance with rules that preserve these spaces for use by everyone. Yale community members who want to use outdoor spaces for particular purposes (events) must request and receive permission to do so.

Requesting Permission for Use of Outdoor Space

Yale community members who wish to use an outdoor space must obtain permission from the relevant college, school, or other unit (unit) responsible for that space. Except as provided in this policy, requests may be submitted only by registered student groups and organizations in good standing and university departments. Units also have the discretion to consider requests from other entities.

Units will consider several factors in evaluating a request:

  • The number of anticipated attendees at the event;
  • The anticipated duration of the event;
  • The existence of a previously scheduled event or conflicting event requests;
  • The existing condition of the space, the likely impact of the event on the space, and anticipated weather conditions during the event;
  • Set-up and break-down requirements for any structures, equipment, or other materials related to the event;
  • Safety and security considerations relating to the event;
  • Possible impact on or disruption to operations of the university, including, but not limited to, impact on academic activities such as classes, study periods, and examinations, or on other University-sponsored events such as orientations, receptions, reunions, or commencement;
  • Potential impact on other Yale community members, including other Yale community members’ ability to access buildings, navigate campus, and enjoy a reasonably quiet academic and residential environment;
  • The nature of the campus space, for example, whether the request is for prominent and highly trafficked campus spaces such as Cross Campus (including the Women’s Table) or Hewitt Quadrangle (“Beinecke Plaza”)
  • Compliance with the below rules and other applicable Yale policies (e.g. the Postering, Chalking, Light Projection and Structures Policies)

Rules for Use of Outdoor Spaces

  • Events are limited to a reasonable duration and must occur at times consistent with the university’s academic and residential nature. All events must end by 11:00 p.m.
  • Yale does not permit sleeping in outdoor spaces overnight. Overnight is defined as 11:00 PM to 8:00 AM, Sunday through Thursday, and 1:00 AM to 8:00 AM, Friday and Saturday. During reading period and exams, ‘overnight’ is defined as 11:00 PM to 8:00 AM Monday to Sunday.
  • Campus foot traffic must not be impeded, for example, pathways and entryways, and all stairs, ramps, and entrances to buildings, must be kept clear and accessible.
  • Non-disruptive amplified sound and other elevated noise (e.g., singing, chanting, shouting, playing instruments, or using other noisemakers) must be pre-approved and occur only during permitted timeframes. Sound and noise levels may be further limited based on time of year, time of day, and location.
  • Any activity involving electricity, heating elements, open flames, or similar equipment or materials (for example, food prep or use of candles) must receive advance approval from the Fire Code Compliance Services and the Fire Marshal (203-432-9923) and the unit in charge of the space. Decisions on which electrical outlets may be used will be approved in advance by Facilities. Use of generators is prohibited.
  • No weapons may be present in violation of university regulations.
  • All animals or pets must be kept on a leash at all times.
  • Grounds must not receive more than ordinary wear and tear and must be returned to their original state, including the removal of any items brought to the outdoor space for the event (e.g. tables, chairs, or other furniture). Cross Campus is above Bass Library and therefore items such as signs, art installations, blanket stakes, etc., may not be staked into the ground. Due to risk of damage to grounds, vehicles are prohibited from any grassy areas.
  • Events must follow the university’s postering, chalking, light projection, and structures policies (e.g. with respect to tents, art installations, or placards).  
  • Events must neither promote outside commercial interests, nor involve any solicitation for or collection of money for commercial or charitable purposes.  
  • Events involving any outside media attendance must receive advance approval from the Office of Public Affairs and Communication.
  • Consumption of alcoholic beverages (which require persons to be 21 years of age or older) are only permitted at university sanctioned events served by a licensed caterer.
  • Any location-specific rules must be observed. For example, because Old Campus, Cross Campus and Hewitt Quadrangle are near the workplaces, residences, and study facilities of students, faculty, and staff, there is a particular concern about noise; hence, non-disruptive amplified sound and other elevated noise is limited to 12:00 PM – 1:00 PM and 5:30 PM - 6:30 PM during weekdays with pre-approval and may be further restricted during certain times of year.  
  • Student art presentations must be sponsored by an academic unit or a registered student group.
  • Student art presentations may require additional review and permissions.
    • Curricular art presentation applications must be submitted in conjunction with the associated faculty member.
    • Visual or other art presentations may require approval by Environmental Health and Safety, Risk Management, or other university partners.
    • Undergraduate students interested in performance projects must consult with the Undergraduate Production team before an application is submitted.
  • Student art presentations cannot be left unattended.
  • In preparation for university commencement activities, Cross Campus may not be used for any events during the month of May.

Violations

Yale reserves the discretion to disperse, without advance notice, an event involving an unregistered group, or that Yale believes to be in violation of these or any other regulations of the university. Additionally, disciplinary action and/or charges or fines may be imposed or assessed for violations, for example, if work by Facilities staff is required to return grounds to their original state. Any criminal violations will be handled by the Yale Police.

Contacts

Requests for use of particular outdoor spaces should be directed to the following offices:

  • The Heads of College for residential college spaces;
  • The Deans of Yale College and the Deans of Graduate and Professional Schools for spaces under the jurisdiction of those schools;
  • The Secretary and Vice President for University Life for Cross Campus or Hewitt Quadrangle (“Beinecke Plaza”); and
  • The relevant unit head for other university outdoor spaces that are not under the authority of the above-mentioned people.