The purpose of this policy is to outline the policies individuals, departments, clubs, organizations, and the community must follow to reserve space on campus for events and conferences. The policy also defines customer groups and outlines expected fees.

Significant Recruitment Opportunity - any event where there is a direct connection and partnership with the Office of Admissions that enhances WOU’s potential for a diverse and high caliber student body.

Small Scale Events- events smaller than 100 people with minimal planning support and limited need for campus resources as defined by the Coordinator, Conference and Event Services.

Large-scale Events- events larger than 100 people with complex planning support and needs for multiple campus resources as defined by the Coordinator, Conference and Event Services.

Facilities Use Review Committee – a committee that is chaired by the Coordinator, Conference and Events Services and is made up of representatives from primary events support services.  This committee reviews and makes decisions on submitted fee waiver requests.

The Vice-President, Student Affairs is responsible for the administration, communication and implementation of this policy.

 ROOM RESERVATION POLICIES AND INFORMATION

All groups using Western Oregon University facilities must comply with University standards and policies. It is the responsibility of the Coordinator, Conference and Event Services, Facilities Scheduling Manager, and the sponsoring group to ensure those standards are being met. Those groups who fail to meet the standards or do not comply with regulations may be denied future use of University facilities. Groups who damage University facilities may be charged accordingly.

PROCEDURES

CUSTOMER GROUPS

All customers will be assigned to a customer group as outlined below.  Charges for use of University facilities will be based on the customer group.  The decision to permit or restrict the use of facilities will be based first on prior WOU academic classroom commitments, then prior reservations.  Reservations requested by University groups are taken on a first-requested, first-served basis. All WOU-Sponsored and Non-Affiliated group reservations must be reserved through the Coordinator, Conference and Event Services.

“WOU Reservations” are defined as University departments or chartered student organizations holding events whose event audience consists almost entirely of students, clubs and organizations, faculty, administrators, staff, alumni, or established donors of the University, whose primary activities are based out of or directly related to the University.  This includes offices and departments at WOU. In addition, any event that is a significant recruitment opportunity for future WOU students may also fall under this category (i.e. Admissions or administrative recruitment events).  Academic space reservations may not be scheduled until after class schedules are published.  Most meeting and events scheduled for the University Center can be reserved no more than 6 months in advance.  Regularly scheduled, recurring, or standing meetings can be reserved for an entire academic year
following Commencement of the previous academic year.  Traditional campus programs may be scheduled up to a year in advance.

“WOU-Sponsored Reservations” are defined as University departments or chartered student organizations holding events at Western Oregon University that include outside participants, may charge an admission/registration fee, or act as a host to an outside organization.  The University department, student organization, or the outside group will be responsible for all charges associated with room rental, AV equipment, computer, telecommunications, catering, support services, or other associated charges. Billing information must be provided by the primary contact at the time the reservation is made. Events defined as recruitment opportunities for future students may fall under this category (i.e., conferences, seminars, workshops if the attendees are not affiliated with WOU).  Academic space reservations may not be scheduled until after class schedules are published.  Most meeting and events scheduled for the University Center can be reserved no more than 6 months in advance.  Regularly scheduled, recurring, or standing meetings can be reserved for an entire academic year following Commencement of the previous academic year.  Conferences planned on dates between Commencement and Inservice Week (appox. Mid-June – Mid-September) can be reserved up to five years in advance.  Discount rates may be applied to these types of events if the department or student organization hosting the outside organization is significantly involved, (as determined by the Facilities Use Review Committee), in the overall planning, organization, and/or implementation of the event. In order to receive discount rates, a Request for Fee Waiver Form must be submitted 30 days in advance prior to the event. Fee Waiver forms will be reviewed by a committee. This form can be found online at:

http://www.wou.edu/student-engagement/files/2016/03/Request-for-Fee-Waiver.pdf

“Non-Affiliated Reservations” are defined as any customer group not affiliated with WOU’s general business and are primarily outside groups or individuals requesting to utilize Western’s facilities. (i.e. weddings, outside meetings and conferences, receptions, performances, fundraisers, etc. fall under this category). The audience does not consist primarily of WOU students, clubs and organizations, faculty, administrators, staff or alumni of the University, and does not have a significant potential to serve as a recruitment tool for future students. Approval of the reservations may depend upon the appropriateness and/or fit of the event with the larger mission of the University. Use of the space will be defined with a Conferences or Facilities Contract and accompanied by fees and appropriate charges.  Academic space reservations may not be scheduled until after class schedules are published.  Most meeting and events scheduled for the University Center can be reserved no more than 6 months in advance.  Conferences planned on dates between Commencement and Inservice Week can be reserved up to five years in advance.  Discount rates may be applied to these types of events if the group hosting is an educational or public service non-profit group. In order to receive discounted rates, a fee waiver form must be filled out and approved by committee prior to the event. This form can be found online at:

http://www.wou.edu/student-engagement/files/2016/03/Request-for-Fee-Waiver.pdf

FACILITIES SCHEDULING

Reservations are scheduled based on the following priorities:

Traditional campus programs:

Annual campus programs or events (e.g., Holiday Tree Lighting, New Student Week, SOARs, Cesar E. Chavez Leadership Conference, Academic Excellence Showcase, etc.).

Academic classes:

Academic division chairs will request classroom space for general fund courses directly through the Registrar’s Office. In academic facilities, class schedules will take precedence over event scheduling.  Werner University Center conference rooms are not regularly used for academic classes.

Select conference groups:

Conference groups that have had a long standing, historical association with WOU,

generate significant revenue, or serve a large number of participants (e.g., Cycle Oregon, Oregon Association of Student Councils, OSAA Speech Tournament, etc.)

Department business:

Specific staff members, designated as ASTRA Building Managers, on campus will be able to make confirmed reservations in the facilities they oversee that are a part of the routine and normal business of that department.  Examples of these reservations may include department meetings, athletic practices, theatre productions, rehearsals and set-up, etc.  Building managers who make these reservations are solely responsible for coordinating HVAC, building access, parking, public safety, etc. for these events. ASTRA Building Managers may not make facilities reservations outside of their normal departmental business (i.e. for WOU-Sponsored or non-affiliated group events).  Events coordinated outside normal department business must be scheduled with the Coordinator, Conference and Event Services.

WOU-Sponsored groups:

Events sponsored by University departments or student chartered clubs/organizations.

Non-Affiliated groups:

Events from groups and/or organizations not affiliated with WOU that serves limited participants and generates limited revenue.

Vendor and information tables in the Werner University Center and Werner University Center plaza:

Any recognized campus organization or department may reserve vendor and plaza spaces in the Werner University Center at no charge. Groups using the Werner University Center plaza spaces can provide information to the Campus Community. Active solicitation (approaching people or distributing information away from your reserved space) is not permitted on the Werner University Center plaza or onside the building. Distributing materials outside of your reserved space can take place on the public sidewalks.

Vendor and information tables for businesses, organizations, and government agencies wanting to recruit students for jobs, internships, and volunteer opportunities should be requested and scheduled through the Service Learning & Career Development office.  These reservations are available to recruiting organizations that actively support Equal Opportunity statutes and guidelines and abide by the Principles for Professional Conduct established through the National Association of Colleges and Employers (NACE).

Any off-campus group wishing to reserve a vendor space must be sponsored by an on-campus entity (i.e., ASWOU chartered organization, campus department, etc.) which will be responsible for reserving the vendor space for the off-campus group. Sponsoring groups will assess a reservation fee of $50 per day (non-profit organizations) and $100 per day (for-profit organizations).

Groups that make vendor space reservations and fail to appear within the first hour of the reservation may have the space forfeited and another organization or group may utilize that space.  This is done at the discretion of the Werner University Center staff.  

All  Reservations:

All space requests for vendor tables, meetings, events, conferences, or other program spaces should be submitted online at Western Oregon University’s reservations website located at http://www.wou.edu/astra

WOU-Sponsored or a Non-Affiliated customer groups wishing to reserve a facility on campus must contact the Coordinator, Conference, and Event Services at conferences@wou.edu or call 503-838-8658

Once a facility is scheduled, every effort will be made to avoid last-minute changes.  However, WOU reserves the right to reassign or substitute facilities when necessary, or when such a reassignment or substitution is in the best interest of primary institutional use. If facilities associated with a reservation are assigned or substituted, the individual listed as the contact person on the reservation will be contacted with the change being made by e-mail and/or phone within one business day.

Because of the unique nature of certain facilities, some WOU campus departments or divisions may have specific conditions of use (i.e., Athletic facilities, creative arts areas, Campus Recreation etc.). Groups will be informed if specific conditions apply to their reservation.

Rain back-up locations:

It is highly encouraged that outdoor activities also reserve an indoor back-up location in the event of inclement weather. Groups must provide notice of which location they plan to use at least one business day in advance of the event, or the group will be responsible for all applicable charges for both locations.

Email confirmations:

A room reservation is not confirmed solely by submitting an online request. Requests can only be confirmed and/or approved by the facilities reservation staff or the Coordinator, Conference and Event Services.

Email confirmations regarding all requests are sent to the requestor once the reservation has been approved, denied, or if the reservation requires an Event Advisement. Every effort is made to respond to all on-line requests within two (2) business days. After a review of the confirmation, if there are discrepancies, contact the facilities reservation staff at 503-838-8261.

Event advisements for student organizations:

All student club/organization reservations must have a student representative go through the Event Advisement process before their event may occur.  

An Event Advisement is required for all student organization event reservations that take place outside of the residence halls. Event Advisements are not required for regularly scheduled student organizatio n meetings or information tables. Large scale e vent s requiring an Event advisement must be completed and approvals gathered at least four (4) weeks prior to the event date. Smaller events must be completed two (2) weeks prior to the event date.

The Event Advisement process will produce the following outcomes:

• Facilitate communication between the student organization and the areas on campus that need to support the event and notify the group of any potential charges.

• Ensure the student organization is aware of campus policies appropriate to the event.

• Assist the student organization with successful event planning, publicity, coordination, and implementation.

Once space is requested through the ASTRA online reservation system, the requestor will be notified by the facilities scheduling staff whether an Event Advisement is necessary. The student representative responsible for coordination of the event must fill out an OrgSync Event Request Form with the ASTRA reservation number. After the form is submitted, a Student Engagement staff member will determine if an in-person meeting is needed and will notify the requestors via OrgSync. The Event Organizer will be required to gather approvals of WOU faculty, staff, or other departments who can provide information about policies, guidelines, and communication necessary to support their event. Once all the reviewers have approved the event, marketing materials can be posted to promote the event across campus.  Failure to meet with an event advisor and get all the necessary approvals by the due date indicated will likely result in cancellation of the event.  

Large-scale performances

Any student club/organization reserving space for a large-scale performance will be limited to one practice per week (10/term), three (3) of which may be dress rehearsals in the Werner University Center. Requests for additional practice/rehearsal reservations will be reviewed on a case-by-case basis. Practice dates should be requested and reserved through the facilities reservation staff. If additional practices are required, the group may use their regularly scheduled meeting time and room or schedule a “Same-day Student Study” room with the Student Engagement Information Desk at 503-838-8261. Same-day student studies take rooms as they are and are for 2 hours. These student studies can be extended if the room is available through the Student Engagement Information Desk.

Reservation timing:

Requests for regularly scheduled meetings for the upcoming term for chartered clubs/organizations and departments can be scheduled no earlier than the beginning of the 5th week of the current academic term. All exceptions for requests further out on the calendar will be decided by the Facilities Scheduling Manager. Requests for academic spaces will not be approved until academic calendars and class schedules for that term are confirmed.

Rooms cannot be scheduled online if the lead time is within 4 days of the requested event date. All inquiries outside of these parameters must be directly requested through the facilities reservation staff at 503-838-8261.

CHARGES ASSOCIATED WITH FACILITY RESERVATIONS & CUSTOMER GROUP:

WOU Reservations:

WOU-Sponsored Reservations:

Non-Affiliated Reservations: