Scheduling, Events and Conferences
Scheduling, Events and Conferences / Event Guidelines and Policies / University Event Guidelines

University Event Guidelines

Purpose

These guidelines summarize policies and protocols for Willamette University events planned, organized, or held on University property.

Definitions

A University event is a program, meeting, reception, workshop, or activity, not affiliated with scheduled academic classes as part of the curriculum, that is held in a University building in Salem or at PNCA, Zena, Ecotrust, or a campus outdoor space. A University event must be sponsored by an officially recognized Willamette department or student club/organization and must be in keeping with the University's mission and policies.

University events are categorized in the following ways:

  • Academic-related Event -An event that is NOT included in the established curriculum of classes listed but sponsored by an academic unit (e.g., special guest lecture series, The Conversation Project, panel discussion, film viewing)
  • Administrative Event -daily, weekly, or occasional gathering and/or meeting by an official department or registered student club/organization that is not open to the public, (e.g., a department faculty meeting, gathering of department staff, a student executive leader meeting). The focus of these meetings is generally to discuss department or group business and/or administrative planning. It may also include training or be social in nature (e.g., department luncheon, picnic, reception or holiday party).
  • Campus Community Event -An event open only to Willamette students, faculty and staff. This may also qualify as a High Impact, Invitation-only, Administrative or Academic-related event.
  • High Impact Event -An event that is large in scope, usually with an expected attendance of 100 people or more or events that could draw attention from an outside audience or possible demonstrations or protests. Such events generally require coordination and review by several University departments and organizations (e.g., Willamette Scheduling and Events, Campus Safety, Student Engagement and Leadership (SEAL), PNCA Student Affairs, and Risk Management)
  • Invitation-only Event -An event open only to invited guests. (e.g., University donors or alumni events.)
  • Public Event -An event open to Willamette students, faculty, staff, and members of the public. A Public Event can also be considered an Academic-related Event and/or a High Impact Event.

Guidelines

The process of scheduling and seeking approval for University events must be planned in advance. Event coordinators must follow all Willamette policies listed in the University Guidelines and Policies on the Scheduling, Events and Conferences website.

  1. Only student clubs/organizations registered with AGSM, School of Law, the Office of SEAL in Salem, PNCA Student Affairs, or University departments, are eligible to use University facilities, equipment, and services free of charge for University events.
  2. Student clubs/organizations that are bringing speakers or guests to their meetings or events should discuss these plans in advance with their advisors and relevant Student Affairs staff.
  3. Events funded in whole or in part by student activity fees (ASWU, CAFES, RHA, PNCA Student Council, etc.) must be open to all Willamette University students who pay the corresponding activity fees.
  4. High Impact Events will require a security review to ensure a safe environment can be maintained. Areas for review include:
    • Anticipated audience size
    • Location, date, and time of the event
    • Event category and level of access to event (e.g., University Community Event, ticketed, invitation only)
    • Level of risk of activities at the event (e.g., rides, animals, fire, explosives)
    • Other events taking place on or near campus at the same time
    • Security requirements expressed by the speaker or performer
    • History of concerns surrounding the event, speaker/performer at Salem or at other campuses or venues

The hosting organization(s) is responsible for any additional security costs assessed. The security costs will be used for security personnel and any associated equipment costs or rentals, as required, based on the above criteria.

  1. Event planning steps and links to EMS, catering and tech support for both Salem and PNCA campuses are found by clicking on the corresponding card on the Scheduling, Events and Conferences webpage.
  2. Events providing gifts, awards or prizes from University funds must comply with University financial policies.
  3. Members from the host organization or department should arrive at the venue 30 minutes prior to the event start time to ensure proper set-up and be present for the duration of the event to address any complications which may arise and to ensure that event participants abide by University policies.
  4. If an event space is locked upon arrival, please reach out to Campus Safety directly by calling 503-370-6911.