Willamette University

Scheduling, Events and Conferences

Event Request Form: Off Campus

This form represents a scheduling request ONLY. Upon submission, you will receive confirmation that your request has been sent to the Office of Scheduling, Events and Conferences (Open M-F 8:00am-5:00pm). Please allow 24 hours for confirmation that your request has been granted (note: requests submitted on Friday may not be seen until Monday). Confirmations will be e-mailed to the address you list below.

Note: Field Names in Red are Required.

Customer Information

Requesting Party
Responsible Party*
Responsible Party E-mail Address*
Phone*
Organization Name*

Meeting/Event Information

Please consider the following when filling out the form:

  • Any highly utilized meeting space in the UC will only be scheduled for weekly occurrences on a month to month basis. A new request must be submitted at the beginning of each month to check for availability.
  • Cat Cavern is unavailable from 8 a.m. to 4:00 p.m., Monday through Friday.
  • Please specify times in 12-hour format and designate a.m. or p.m.
Event Title*
Short Description*
Event RecurrenceOne Time
Daily
Weekly
Monthly
Expected Number in Attendance*
Event Start Date*
Event End Date*
Access Time*
Event Start Time*
Event End Time*
Post Access Needed Until (Time)*
Location Preference 1* (Please list locations in order of preference.)
Location Preference 2
Location Preference 3
Location Preference 4

Arrangement Options

Please choose one of the following options for how you would like the room(s) to be arranged.
Room Arrangement Open Space — Stack of tables/chairs upon request
Theater
classroom
Classroom
classroom
Banquet
classroom
Conference
classroom
Hollow Square
classroom
U-Shape
classroom
Reception — Open Space, food serving tables only
Other — Contact Facilities Setup x6549

Food and Beverage

Note: If you plan on serving alcohol, you must complete the Alcohol Request Form, in addition to this one.
Food/Beverage Service* Food and Beverage
Food Only
Beverage Only
None
What will be served?Snacks/Beverages
Buffet
Served Meal
Box Lunches
Beverage only
Snacks only
Room(s) for Food Service(List the rooms in which food will be served.)
Are you requesting to serve alcohol?* (If Yes, remember to fill out the Alcohol Request Form)
Yes
No
Room(s) for Alcohol Service(List the rooms in which alcohol will be served.)

Audio Visual and/or Technical Equipment

Equipment* Please select one
I am interested in utilizing University equipment
No audio visual or technical equipment needed.
Supplying my own equipment.

Group/Organization Information

Is group affiliated with the University?* Yes
No
What is the purpose or primary mission of Event/Organization
Is this a non-profit organization?Yes
No
Is this organization part of the State of Oregon?

General Questions

Advertising to General Public?* (Are you advertising to and/or is the general public invited or attending?)
Yes
No
Collecting Money?* (e.g., admission/registration fee, donations, conducting a fundraiser, etc.)
Yes
No
Kind of Decorations(Does your event include decorations? If so, what kind?)
Music and Sound for SpeakersPA system
Will involve music, singing, or amplified sound
Published Author?* Yes
No
Additional Comments or Instructions