Scheduling, Events and Conferences

Event Planning Guide

  • Define your event
    • What is your expected audience?
    • Is it a club meeting or study group?
    • Planning a dance?
    • Are you showing a video or film?
    • What is the nature of the event, and is it compatible with the university?
  • Remember to make reservations as soon as possible, because space is limited.
  • Information needed to reserve facilities:
    • Name of your event.
    • Date and time of the event (include both start and finish time).
    • Access and post-access times (for set-up and clean-up).
    • Estimated audience attendance.
    • Who is the contact person for your group?
    • What is the address, phone number, and e-mail address of your contact person?
    • Alternative locations and/or dates.

Event Planning Guidelines

  • Classrooms are available during the day, however, academic classes have first priority.
  • Cat Cavern is offline during the week until 4 p.m. due to dining services. Possibly later than 3 p.m. if the event requires special set-up.
  • Is your event compatible with other events that are occurring on campus at the same time?
  • Will you need security, wheelchair access, or parking arrangements?
  • If you are planning on serving alcohol, you will need to complete an alcohol request form with the Office of Scheduling, Events, and Conferences. The University Facilities and Events Committee will then review your request.
  • Keep in mind some events require insurance.
  • Remember to inform the Office of Scheduling, Events, and Conferences of any changes in location or other logistics.
  • Click here to access the online scheduling form

Event Services

  • Bon Appetit Food Service - Bon Appetit does all of the catering for events scheduled on the Willamette campus. Their catering services range from coffee and snacks to more elaborate meals. The Bon Appetit web site has a full list of available catered menu choices.
  • Campus Safety - Campus safety is responsible for making sure all facilities are unlocked and locked for scheduled events. They can also assist with parking and security matters.
  • Copy Center - The copy center can print programs, invitations, tickets, and other promotional items. Remember to contact them in advance, particularly for large printing orders.
  • Disabilities and Learning Services - Sign language interpreters are available upon request. They can also provide information about wheelchair access on the Willamette campus.
  • Facility Support/Stage Services - Provides support for special set-up and equipment needs. The Office of Scheduling, Events, and Conferences can assist you with contacting these services.
  • Willamette Integrated Technology Services (WITS) - WITS can assist you with computer, audio/visual equipment, microphones, and other technology needs.

Event Planning

  • Decide on a planning timeline
    • Budget
    • Guest list with approximate attendance total
    • Select/reserve facility that meets your needs
    • Confirm speakers/MCs
    • Get all administration approval
    • Plan promotion and publicity
    • Print invitations and distribute
    • Decide on a menu and contact the caterer (if you will be providing food service)
    • Plan decorations
    • Get insurance if needed
    • Fill out an alcohol request form if you are planning on serving alcohol at your event
    • Arrange for security if needed
  • Room Set-Up
    • Number/size of room(s) needed
    • Arrangement of tables
    • Display table
    • Podium
    • Signs outside the room
    • Decide what will be needed in the facility (white board, map, etc...)
    • Facilities w/ Set-up and Room Capacity Info
  • Publicity (contact the Office of Student Activities for all items below)
    • Mail box stuffers
    • Signs in the University Center
    • Publicize online on the Events Calendar
    • Campus posters - please consider contacting WITS for help in design
  • Decorations
    • What will be needed? (flowers, ceremonial items, streamers, balloons, tablecloths, etc...)
    • Remember to verify decorating policies for the facility you are interested in
  • Registration
    • Where will registration for the event be taking place?
    • Reservations can be made using the online scheduling form for tables in Goudy Commons or the University Center.
    • What supplies will be needed for registration? (tables, table cloth, Willamette apparel, etc...)
    • Will name tags be needed?
    • Will you need signs posted indicating the location of your event?