Frequently Asked Questions

  1. Why are we making this change?
  2. What does this change mean for departments?
  3. When can I request an event?
  4. How do I know my event will happen?
  5. What do I do differently?

1. Why are we making this change?

Two long time WU employees in Scheduling Conferences & Events left for other opportunities and University Services used these vacancies to meet part of the budget cut. This caused us to rework our scheduling processes in University Services to absorb these duties in other areas and also gave us an opportunity to improve our service delivery to the WU community.


2. What does this change mean for departments?

It means that departments are being asked to identify their needs for an event prior to inputting a request for space in EMS. We have several resources to help guide departments through determining those needs. This advanced planning will help our service providers evaluate the event and determine if we can meet your needs, and offer alternatives if we cannot.


3. When can I request an event?

In the past we have run into event conflicts because the institution did not have a way to determine which events take priority. Through this new process we are establishing a prioritization of events. The first priority are academic classes (i.e. classes for credit), then marquee events including orientation, commencement,  board of trustees and alumni weekend. Second priority are events that further the mission of the institution and use significant resources and are determined by the Willamette Scheduling Committee in six month intervals. Third priority are all the other events that relate directly to the operation of WU. Last priority is given to external organizations. Depending on where your event falls in the priority will determine when it can be scheduled.


4. How do I know my event will happen?

All services will be requested through EMS. This will enable us to send a confirmation to the requester via EMS. You can review the confirmation for all aspects of the event and edit any that need adjusting.


5. What do I do differently?

Enter everything in EMS early enough to give our service providers time to evaluate and respond. We have resources available to guide you through the process, and we are happy to visit and work with you through this transition. The Service Center is available to help.