Scheduling, Events and Conferences

General Policy

Philosophical Statement

Willamette University's facilities and grounds are primarily designed and reserved for supporting the educational mission of the institution. Secondarily, Willamette space is used to facilitate related activities of significant interest to the University. The facilities and grounds also may be made available to other users for approved purposes (activities directly related to Willamette's mission) if space and staff support is available after meeting all other needs.

Procedures

To reserve space on campus individuals or groups should submit an electronic request by using the "Willamette Event Scheduling Request" form. Off campus users should contact the Office of Scheduling, Events, and Conferences at (503) 375-5442. The Office of Scheduling, Events, and Conferences is responsible for scheduling all space on campus.

Categories of Use, Scheduling Privileges and Fee Schedule

The following chart indicates who is eligible to reserve facilities, when they have access to do so and what the cost associated with the rental will be during the academic year (August 15 through the day following graduation).

A: Official Willamette University Event
Event entirely organized by a registered student organization or official Willamette University department. Attendance is designed for the Willamette University community with no direct or indirect cost to attend. Any charges (catering, speaker fees, special order equipment, unusual clean up, etc.) are paid with a university account number. Standard facility fees are waived.

B. Invited/Sponsored Guests or Organizations
Event is scheduled and organized by a registered student organization or official Willamette University department. The Willamette University host must be present at the event and fulfill the “Responsibilities of an Organizer or Host.*" Attendance includes non Willamette guests as well as Willamette University staff, faculty or students. An Event Classification Form must be completed and submitted to the University Facilities and Events Committee (UFEC). Unless otherwise determined by the UFEC, the non Willamette guest organization will be required to provide a certificate of insurance and sign a letter of agreement with the university. In some circumstances the standard facility fees may be partially waived depending upon the type of event and its requirements.

C: Official Willamette University Event
Event hosted* by a Willamette University staff or faculty member as a result of their membership in a professional organization directly related to your position at the University. An Event Classification Form must be completed and submitted to the UFEC. Unless otherwise determined, the non-Willamette guest organization will be required to provide a certificate of insurance and sign a letter of agreement with the university. In some circumstances the standard facility fees my be partially or fully waived.

D. Off Campus
Not directly sponsored through an official Willamette University department or a registered student organization. Attendance primarily is not made up of Willamette University community. A single point of contact is required. The organization will be required to sign a Letter of Agreement and provide a Certificate of Insurance. Standard facility fees will be applied.

Any questions concerning a group's status or request for waivers or reclassification of category should be directed to the University Facilities and Events Committee. Forms are available from the Office of Scheduling, Events and Conferences.

*Responsibilities of a University Organizer or Host - Whenever a Willamette University individual, department or campus organization invites non Willamette University guests to an event on campus, the University commits space and staff time that may impact other scheduled activities. Therefore, the host and organizer must be an employee of the University. Further, they must bear specific responsibility to the event including but not limited to the following:

- Must be present at all times during the event and respond to any problems or complications which may arise.

- Must be the primary contact for making reservations and arrangements with the Office of Scheduling, Events and Conferences for all spaces.

- Must schedule the facility, support and equipment services. No other member of the group may make reservations or arrangements.

- Must work with all appropriate University departments.

University Policies

All users of Willamette University facilities and grounds are subject to the University's general policies. This includes Willamette's no-smoking policy, alcohol policy, non-discrimination policy, and sexual harassment policy. Copies of these policies are available from the Office of Scheduling, Events and Conferences.

Event Planning Policies and Guidelines for Non-Residence Space

The purpose of the following guidelines and policies is to ensure that a group planning an event has the information and resources it needs to facilitate the process. Special events can be an important component of our mission and our connection to the community. Through our assessment process we have become aware that even simple, well thought out, and planned events are labor intensive. Special events require time currently designated for other tasks and responsibilities, which in the long run may instill goodwill, while proving to be costly to Willamette University. To help alleviate this problem the following policies are being implemented.

In order to coordinate and contribute to the success of planned events, it is essential for individuals, groups and organizations using campus facilities to discuss plans with the Office of Scheduling, Events, and Conferences. Communication increases the likelihood for a successful event.

  • Reservations for facilities are made through the Office of Scheduling, Events, and Conferences at (503) 375-5442 or via online request form. Requests by members of the Willamette University community should be made by completing the Willamette Event Scheduling Request form located on the Willamette University Web page. Off campus users may utilize an online request form as well or can call the Office of Scheduling, Events and Conferences at (503) 370-6162. Requests must include all equipment, sound, set up, catering, and decorating requirements. The request will be confirmed when it has been determined that the space is available and that the event can be supported.
  • A deposit will be required to hold any and all reservations from off campus organizations.
  • In order to have facilities use fees waived or to schedule a sponsored event more than 35 days prior to the event the organization must complete a "Request for a Waiver" stating why they want to hold their event at Willamette University and how Willamette University's mission statement fits into their program goals and expectations. They must understand that if the University waives facility fees as an "in-kind" donation, service fees may still be charged. The University Facilities and Events Committee will review the request and determine whether a waiver will be granted. Forms may be requested from the Office of Scheduling, Events and Conferences.
  • If your department is sponsoring or hosting an event for an outside organization your department will be billed for the labor and security provided for the event. A contract for facilities use will be given to the organization. The sponsoring department will sign this contract with an account number to bill as well as the individual responsible for the organization holding the event. The sponsoring department must abide by the "Responsibilities of Sponsors."
  • If an event is scheduled to have over 50 people in attendance and/or have alcohol use additional security staff may be required. The number of security personnel is based on the anticipated attendance and agreement between the event planner and Campus Safety. The cost for a security staff person is $18.00 per hour with a four-(4)hour minimum per staff person needed. This will be billed to the department or organization sponsoring the event. The security staff person will be designated for your event and will assist with security, parking and other tasks and requests as required and within reason.
  • Events scheduled in the Mary Stuart Rogers Music Center or Smith Auditorium require the services of the Stage Manger. The Stage Manager keeps a flexible schedule to accommodate evening and weekend performances within a 40-hour week, an event that requires work over that will be billed overtime at $25.00 per hour. In the event that the Stage Manager is not available to work overtime, Cascade Sound may be hired at their standard rates. Bands and musical groups must communicate directly with the Stage Manager to be made aware of their responsibilities in the event planning process.
  • Decoration policies are available online and all groups are required to abide by them.
  • With the exception of individually prepared sack lunches, no food or beverages may be brought onto the Willamette University campus. All food vending, per University contract, must be catered or waived by contract food service, with some exceptions for ethnic dinners and catering in fraternities. Arrangements for catered meals or refreshments are the responsibility of and must be made by the sponsoring group. Bon Appetit Food Service, (503) 370-6711, is the exclusive caterer for Willamette University. Any event involving alcohol must abide by the Willamette University Alcohol Policy.
  • Requests for changes in normal arrangements of furniture and equipment must received by the Office of Scheduling, Events, and Conferences at least four working days prior to the event. When an event requires a custom set-up or needs adjustments and modifications during the event the department or organization requesting the set-up will be billed $20.00 per hour.
  • Changes in work orders require at least a 24-hour notice. While we will make every attempt to accommodate last minute requests or changes, we may not be able to provide the equipment or service requested.
  • Room capacities must not be exceeded and all room arrangements/decorations must meet fire code.
  • Cancellation of reservations for building rental space must be made at least two business days prior to the day of the event to avoid rental charges. If no cancellation is received, full rent will be charged. Category A groups who do not cancel reservations may have future requests denied by the Director of Scheduling, Events, and Conferences.
  • Willful or careless damage to University property or equipment will result in assessment of cleaning, repair or replacement costs. The University staff reserves the right to exclude from the building individuals whose actions constitute a threat to the safety of others or the well-being of the building.
  • Faculty, staff, and administrative organizations may reserve rooms for weekly or regularly scheduled meeting for up to one semester in duration.  Student organizations for one month in duration.
  • Due to a high demand for a limited amount of space, certain facilities are not available to be reserved on a continual basis.  These facilities may not be reserved for weekly or monthly meetings/events or for academic classes.  These facilities include: Cat Cavern and/or the Dining Rooms, Alumni Lounge, Montag Den and the Smith Auditorium.

Cat Cavern

Cat Cavern is dedicated to use as a food service facility until 2:00 pm each weekday. We do not close the Cat Cavern during these 6 operating hours each day. Closure causes a difficult financial loss to the University. Closure increases the congestion in the lunch traffic at Goudy Commons causing great inconvenience to our community. Cat Cavern will only be made available for up to 15 events per academic year based on campus priority and Dean approval. The full Cat Cavern closure policy can be found online.

The Goudy Commons is open Monday through Friday from 7 a.m. to 7:30 p.m. with the exception of 3-4:30 p.m. Continental breakfast on Saturday and Sunday 8-10 a.m.; brunch 10 a.m.-1 p.m.; dinner 4:30-7 p.m.

The primary purpose of the Goudy Commons is to provide daily food services for the campus community during the academic year and for conference use during the summer. All guidelines for use of the facility are based on this assumption. Although the facility may be used occasionally during the academic year for other purposes, it is not designated as a catering or programming space. The primary campus catering space is the Putnam University Center. Catered events in the reservable spaces of Goudy Commons, when approved, may not disrupt daily service.

The Jason Lee Room, the Chloe Willson and Gustavas Hines Dining Rooms are available on a reservation only basis for group functions at which the participants will use food, either from the servery or through catering. The rooms may not be reserved for regularly scheduled activities. Priority will be given to Willamette University groups and departments.

When the needs of the campus community demand it, the Willson and Hines rooms will not be available to be reserved during the lunch period.

While various seating configurations are possible in Willson and Hines dining rooms, all tables and chairs must remain in the room and round tables are not available. Custom set ups will be billed to a University department account number.

To reserve space in Goudy Commons campus individuals or groups should submit an electronic request by using the "Willamette Event Scheduling Request" form.

The Jason Lee Room, seating capacity 14, is available on a reservation only basis. It may be reserved for small group functions at which the participants will use food, either from the servery or through catering.

The Chloe Clarke Willson Room and the Gustavas Hines Dining Rooms, have a maximum capacities of 36 and 54 respectively depending on room setup. The rooms may be reserved, when not needed for daily food service, for functions at which the participants will use food.

Summer Scheduling

While the institution does not provide academic coursework during the "summer" period (the day following graduation through August 14), its facilities remain available for use by off-campus organizations. Rates and availability will be negotiated between potential users and the Office of Scheduling, Events, and Conferences.

Requests for Waivers/Exceptions

Few waivers or exceptions will be granted to these policy guidelines. However, requests for a waiver, exception, or determination of User Category can be submitted to the University Facilities and Events Committee. Forms are available from the Office of Scheduling, Events and Conferences.

Changes to Scheduling Policies

Changes to scheduling policies will be recommended by the Director of Scheduling, Events, and Conferences. Changes in individual facility policies may be made by the appropriate manager or advisory board. Significant policy changes will be approved by the Administrative Council.

Check room capacities and rental rates with the Office of Scheduling, Events, and Conferences.