Event Planning

Programs and Events

If your organization is considering hosting an event, you are in the right place! Please see below for helpful tips about event planning and if you have any questions, please contact studentactivities@wlu.edu.  

Contract/Agreement

Student organizations are permitted to pay performance and speaking fees from their accounts; however, contracts must be approved and signed by the Vice President for Student Affairs, or their designee, on behalf of the University. The Office of Student Activities works with General Counsel to review and prepare contracts. For more information about the contract approval process and Guidelines for Political Speakers, please visit General Counsel. Please contact studentactivities@wlu.edu before signing a contract or documentation related to payment of an artist or speaker. 

Reservations

Please visit the online reservation system to reserve a room in Elrod Commons, outdoors, or elsewhere on campus. All events held in outdoor spaces on campus must be approved by the Vice President for Student Affairs. If you have questions about the reservation process, please visit the ITS webpage on 25Live. If you have additional questions, please contact the main Student Affairs Office at 540-458-8754 or studentactivities@wlu.edu.

Event Registration Form

Once the request has been approved, submit the Event Registration Form, if necessary. If you have additional questions, please contact the main Student Affairs Office at studentaffairs@wlu.edu or 540-458-8754 with any questions about these spaces.

Student Organization Resource Room

Recognized Student Organizations are permitted to use the Student Organization Resource Room on the 2nd floor of Elrod Commons. If you are interested in reserving a locker to store student organization materials or  if you would like to reserve any materials in the resource room for your events, please please contact studentactivities@wlu.edu.

Event Setup

For event setup, please submit a Work Order including the following information:

  • University account number
  • Contact name, address, and phone number
  • Detailed information about the services you are requesting
  • Layout of setup
  • Date and time of event
  • Date and time the setup can be torn down

Swipe Machine Requests

To request a swipe machine to sell merchandise or tickets, etc., please visit the Business Office. Please note: there are a limited number of swipe machines and are reserved on a first-come, first-serve basis. Swipe machines must be picked up and returned to the Business Office each day that they are reserved.

Reservations

Find and reserve the right venue for your event.

Co-Sponsoring Events

Events are bigger and better when resources come together so please consider working with another organization to host your event. We also suggest discussing your event idea with organizations that may be doing something similar to avoid program duplication. This will increase your attendance!

Planning a Sustainable Event

Learn more about how to plan a sustainable event, with suggestions like putting in work orders for compost bins or ordering compostable utensils.