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 ServiceFood 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

EquipmentPlease 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