Facility Use Policy

Purpose:

Willamette University’s highest priority for its campus space, including its buildings and grounds, is in support of the overall academic mission. This policy is intended to facilitate the safe, efficient, and responsible use of the University's campus in an approach consistent with the overall operations and to communicate the responsibilities that are required for such use.

Definitions Related to this Policy:

Campus means the grounds and buildings of Willamette University.

EMS means Event Management System which is the program used to create reservations for Willamette and PNCA facility use.

Master Calendar Events means large footprint, multi-service, or space events, considered of highest importance to that area, program, unit, or University as a whole. These are often events that require advance planning and coordination and are generally recurring on an annual or bi-annual basis.

Policy:

Reserving University Space
1. Internal reservation requests will be submitted via our Event Management System (EMS) and are subject to review by the Office of Scheduling and Conferences (Scheduling) before a confirmation will be distributed to the requesting party. EMS is the sole record keeping mechanism for event requests and details; Scheduling uses the provided information to execute all aspects of an event. Reservations and events held on University property are subject to the protocols and considerations outlined below and in the miscellaneous provisions section of this document.
2. Depending on the nature of the event and the required materials or labor in order to support it, there may be additional fees or rental costs for both internal and external users. Internal users having internal events are not required to pay for space but may be subject to other fees. External clients will be required to pay the rental fee for space(s) in use, along with other associated fees. The University has designated space, both indoors and outdoors, that can be reserved by a variety of individuals or groups as indicated below:
  Student Organizations or Clubs
  • Willamette University Departments
  • Closely Related Entities
  • External Customers
  • External Customers - Special Exceptions
  • External Customers - University Sponsorship
Student Organizations and Clubs Reservations -These are officially recognized student body organizations or clubs. Only the President(s) or designee(s) of the organization or club will have scheduling privileges. Student Organizations and Clubs seeking to reserve University facilities must do so through EMS. If necessary, Scheduling may consult with the Office of Student Engagement and Leadership as part of the review process. A confirmation for the reservation will be returned to the event requester after Scheduling receives the request and has reviewed and confirmed they have all the necessary information they need to execute.
Tabling on Campus - Tabling is limited to events and initiatives by recognized student organizations, external organizations sponsored by a university organization, or university departments. Other individuals and groups (such as individual employees, individual students, or unsponsored external groups) are not allowed to table on campus. Tabling requests must be approved by Scheduling.
Willamette Department Reservations by Faculty and Staff - These are officially recognized administrative or academic units. Both the department’s staff and faculty members will have scheduling privileges for their respective departments. Staff and Faculty of Willamette seeking to reserve University facilities must do so through EMS. A confirmation for the reservation will be returned to the event requester after Scheduling receives the submission and has reviewed and confirmed they have all the necessary information they need to execute.
External Customer Reservations
1. These are outside organizations looking to rent space from Willamette University. Requests for use of University facilities must be approved by Scheduling. Groups seeking to use facilities can submit their requests via this online form or by sending an email to schedule-info@willamette.edu. A reservation to use University facilities is not confirmed until a Facility Use Agreement has been executed with appropriate proof of insurance and both have been supplied to Scheduling. The agreement will specify all the rental costs and necessary provisions for the reservations.
2. A request by a Willamette University community member to reserve University facilities for personal or non-University business will be processed as an external customer request, including the need for an agreement and necessary insurance. It will not be permitted for internal groups, like student organizations or WU departments, to make space reservations on behalf of an external group in order to secure free or discounted space or services for that organization.
3. Willamette University reserves the right to refuse rental of University facilities to an external organization if the event is inconsistent with the University Mission. Scheduling will be responsible for determining which events are allowed, in consultation with University Leadership.
4. Any exceptions to this policy, including changes to material rental terms, must be approved by the CFO or President.
External Customers - University Sponsorship - There are some instances where it might be necessary or beneficial for the University to host external groups on Campus and act as their host or sponsor. These are reviewed on a case by case basis, in consultation with University Leadership. In some cases, this may mean that rental rates or fees may be waived or discounted in some way as a benefit for the group being on Campus. Examples of events that fall into this category are:
• High School groups or programs that are of a key demographic for recruitment opportunities.
• Annual professional or academic conferences that Willamette participates in.
• Faculty Professional Development events - these are requirements for their continued employment and often fall outside of the academic schedule and events.
Scheduling Priority of University Facilities - Generally, use of University facilities is determined on a first come, first serve basis. However, due to the high demand of facility use and services to support, there are some events or use of facilities that will take precedence over others and may result in the need to relocate or reschedule a previously requested event. University Leadership has designed a prioritization system for how facilities and services will be dedicated within the academic year, as well as over the summer. Except when otherwise approved by the President or Chief Financial Officer (CFO), the priority for use is considered in the following order:
• Academic Year Prioritization (August 1 through May Commencement)
Academic Classes and Commencements
Board of Trustee Meetings/Retreats
Bearcat Days, Cardinal & Gold, Primary Admissions events
Opening Month/Orientation programs
Master Calendar Events
General Reservations Requests
External Customer Requests
• Summer Program Prioritization (May Commencement through July 31)
Academic Classes and Commencement
Alumni Weekend
Summer Conference Programs
Master Calendar Events
General Reservation Requests
External Customer Requests
Facilities Subject to Special Review
1. Some University facilities require additional review or input upon request for use based on the nature of the space. Some facilities have specific internal department use that requires stakeholder review before the reservation can go through the normal confirmation process. • Spaces requiring stakeholder review:
  • Pelton Theatre (Salem)
  • Hallie Ford Museum & Lobby (Salem)
  • Sparks Athletic Facility & McCulloch Stadium (Salem)
  • Graduate and Professional Center (Portland)
  • Atrium (PNCA)
2. Some facilities have additional policies or guidelines for how they can and should be used. The comprehensive list of policies related to University space can be found on the University Policy page.
University -Provided Support for Events on Campus
1. The University has an established baseline level of service and support which will be provided for confirmed reservations in which space and services are requested in a timely manner through the appropriate channels (EMS).
2. Some events may require services that the University does not have at their disposal. In these instances Scheduling can provide the requester with vendor options to facilitate their needs. This will be a coordinated effort between the event planner, Scheduling and occasionally the Facilities/Maintenance teams.
3. It is at the discretion of the Scheduling office to determine necessary event execution timelines required to facilitate the needs of an event on Campus. This includes movement of tables/chairs, pre-setting of any catering items and the temporary installation of technology or other equipment. While there are no specific lead time requirements for events, if insufficient time exists to execute what is being requested, Scheduling may require the group to reschedule or adjust their plans accordingly.
Food and Beverage Considerations & Alcohol Policy
1. Bon Appetit is the preferred catering vendor for events on the Salem Campus and they have first right of refusal for events that are seeking catering elsewhere.
2. Groups that are seeking to use an outside caterer for events on the Salem Campus must first contact the Director of Bon Appetit for approval and to ensure that the catering group meets the food safety requirements set forth by the Oregon Health Authority. This includes use of food trucks and other related vendors on Campus.
3. Nourishment PDX is the preferred caterer at PNCA and has the right of first refusal for catered events that occur Monday through Friday. Groups can coordinate with Nourishment PDX or when contractually allowed seek an alternative caterer for their events at PNCA, as long as they follow and meet the food safety requirements set forth by the Oregon Health Authority. Catering approval is subject to review by the Scheduling office for compliance.
4. Groups that plan to serve alcohol at Campus hosted events must follow the Alcohol Policy guidelines listed here. This applies to events being held at the Salem Campus, PNCA Campus and Portland Campus, as well as events being held at off-Campus locations. The policy includes a process for submitting an alcohol request form so that the details can be formally reviewed and approved before moving forward. Depending on the location and attendees, security may be required.
5. There are some classroom and event spaces where food and beverage will not be permitted inside. This information should be posted in EMS and will be posted on the doors or walls of the space as a reminder to attendees of said events. This allows up to keep speciality spaces and technology intact and in good working order.
Building Operating Hours and Access
1. Academic and Administrative buildings on all Campuses are accessible by Compass Card (ID card) for all Students, Faculty and Staff. Building hours can be found here. These hours may be altered to meet the needs of approved, pre-scheduled activities or events at the discretion of Campus Safety. Building closures are set per the approved list of holiday and Campus closure dates. Requests for building access to outside guests or members of the public must be made to Campus Safety prior to the scheduled event. More information on this can be found on their webpage.
2. Some building hours may vary based on services being provided within that building, like the Sparks Athletic Center and enclosed Fitness Center. Special hours can be viewed on the associated webpage for that department or area.
Miscellaneous Provisions
1. Recruitment Designation for Events: Willamette University encourages its departments to coordinate activities related to their area of expertise, inviting potential students to our Campuses to experience all that the University has to offer. The corresponding admissions office is responsible for determining which events qualify as reliable recruitment events. If qualified, a discount may apply for external organizations bringing high school age students to Willamette’s Campus(es). The criteria for this designation is determined and reviewed by the VP for Enrollment Management.
2. Insurance Requirements: Proof of insurance is required in order to manage risk involved with events occurring on Willamette Campuses. Internal groups are generally covered by the University's existing insurance plan, however there may be instances where additional insurance coverage would be required. Internal groups should coordinate with the Office of Risk Management to understand these needs. External organizations are required to provide proof of insurance for any rental or use of University space. This is indicated in the required Facility Use Agreement and events will not be confirmed until Scheduling has received a copy.

Revision Date: March 17, 2025Responsible Person/Primary Contact: Events Support
Responsible University Office: Office of Scheduling, Events and Conferences