Click on the links below for answers to many of your most frequently asked questions. Can't find what you're looking for? Stop by Office of Student Engagement & Leadership, located on the 2nd floor of the UC. We're open 8 a.m. to 5 p.m. Monday through Friday.
- How can I get sound equipment or a DJ?
- How do I rent a stage for my event?
- How do I rent outdoor tables, chairs, or linens?
- Are there restrictions on renting inflatables for events?
- Does my event need insurance?
- Is security required for my event?
- Do I need a sound permit for my event?
- Who can sign my contract?
- What are the food policies for events?
- What are the alcohol policies for events?
- How do I reserve a space on campus for events or meetings?
- Are there policies about publicity?
- If my event is outdoors, how do I rent sheets for seating?
- How do I make my event "green?"
- Are there restrictions for fire pits on campus?
- What are the policies for inviting minors to campus?
- How can I make sure my event is ADA accessible?
1. How can I get sound equipment or a DJ?
ASWU sound owns a sound system that can be reserved. You will be required to sign a contract of liability for any damage the system sustained during your event. If you do not give 7 to 10 days advance notice, they cannot guarantee your use of the system. Request ASWU Sound online.
2. How do I rent a stage for my event?
The ASWU stage is available to any student organization who requests it by completing an online scheduling request. Setup of the stage is coordinated by the Facilities Support department, but student volunteers are needed to assist event staff with setup and tear down.
3. How do I rent outdoor tables, chairs, or linens?
The University has a limited supply of folding tables and chairs for outdoor use. These are provided free on a first-come, first-serve basis. They may be requested at the time of reservation via the EMS. Linens can be rented from Bon Appétit by emailing email@example.com.
4. Are there restrictions on renting inflatables for events?
Students are not allowed to staff rental inflatables due to insurance purposes. Willamette University prefers you to book any inflatables through Events Unlimited. They are very respectful of students' needs and are easy to work with!
5. Does my event need insurance?
The university insurance covers most official Willamette events. Events which bring an off campus performer, speaker, or vendor may require the purchase of special event insurance. For assistance on finding out if your event needs insurance, contact the Office of Scheduling, Events & Conferences. Danita Chapin, Director of Risk Management, is available to answer any questions about our insurance requirements.
6. Is security required for my event?
Security may be required for events where alcohol is served, a significant number of off-campus guests are invited, 200 people or more are expected, or a controversial topic or speaker is planned. Security officers are arranged by the Office of Campus Safety, with a minimum cost of $114 per security officer ($28.50 per hour, 4 hour minimum).
7. Do I need a sound permit for my event?
If your event will be outside and use loud speakers or a public address system, you may need a sound permit. Contact the City of Salem or a staff member in Student Engagement & Leadership to see if your event qualifies.
8. Who can sign my contract?
Students are not eligible to enter into contracts on behalf of the University. The Office of Student Engagement & Leadership can help facilitate the signing of contracts, but only specific individuals at the university have the authority to sign a contract. For contractual obligations that exceed $10,000 or extend for more than a year, the responsible Dean or Vice President will approve the contract. To get started contact firstname.lastname@example.org or stop by the office on the 2nd floor of Putnam University Center.
9. What are the food policies for events?
Any event requiring food or beverage service held on campus will be contracted through our
- Student organization functions for students, faculty or staff of Willamette University that do not include any participation of the outside community
- Potluck celebrations for groups of less
- Student bake sales
- Ordering pizza
Please check with Bon Appétit by emailing their General Manager to see if your event qualifies for self-catering and to see how many members must be certified to handle food through Marion County Health Services.
10. What are the alcohol policies for events?
The University serves alcohol through an exclusive third party vending contract with Bon Appétit. Check out the complete University Alcohol Policy for more details. If your student organization would like to serve alcohol at an event, start the process of obtaining approval at least one month in advance as there are many details and logistics involved.
11. How do I reserve a space on campus for events or meetings?
All scheduling for student organizations is done through our online EMS. If you have any questions, contact the Office of Student Engagement & Leadership at 503-370-6463 or email@example.com for assistance. Remember you must be a registered organization to reserve space on campus.
12. Are there policies about publicity?
13. If my event is outdoors, how do I rent sheets for seating?
In order to request sheets for an event, work with your advisor to submit a Facilities service request form. There is a cleaning charge for each sheet.
14. How do I make my event "green?"
Here are a few tips to make your events "greener":
- Reduce the amounts of goods you purchase for an event. Be careful of over-purchasing. Also, borrow as many supplies as you can for events.
- Have your event catered with organic food. Use reusable place settings or purchase compostable plates and cups, as well as cutlery made out of corn or sugarcane plastic.
- Try electronic advertising and invitations to save paper. Also email agendas for meetings, rather than printing them.
- Choose sites for your events that don't need much decorating. If you do purchase decorations, consider natural decorations such as flowers or soy candles.
- Use natural light rather than electricity by having your event outdoors.
15. Are there restrictions for fire pits on campus?
Small fire pits are allowed as long as they are contained within the pit, the area is cleaned up afterward with no leftover wood lying around, and the ashes are disposed of properly. They also require a permit. Email firstname.lastname@example.org for permission to have a fire pit at your event and reserve the fire pit by emailing the Outdoor Program
16. What are the policies for inviting minors to campus?
Youth programs are a vital part of our campus community. To protect the safety and welfare of minors participating in university sponsored youth programs, the following actions must be completed before a youth program begins.
17. How can I make sure my event is ADA accessible?
Check out the resources available for accessible events on the SEAL website.