At WashU, undergraduate and graduate level student groups plan and execute hundreds of events & programming across the Danforth Campus each year. Campus Life is here to help support those events from initial inquiry through day-of-execution. Below you will find some tools and information that will be beneficial to your student group as you plan your next event or campus program!
STEP 1: The Starting Point
WHAT IS AN EVENT: Events are a planned occassion or occurrence that involves one or more persons for some intended value or importance. Events are gatherings such as a meeting, general body meeting (GBM), lecture, panel discussion, gala, recruitment, sport, celebration, etc.
WHO CAN EXECUTE AN EVENT ON CAMPUS: Events on the WashU Danforth Campus must be planned by or sponsored by a university department OR a university recognized student group. All student groups must be officially recognized by Campus Life, Student Union or the Graduate Center.
PREMIER, STANDARD, OUTDOOR AND POOLED CLASSROOMS – WHAT IS THE DIFFERENCE: Campus Life manages four (4) different level of spaces.
- All setup, tear down and post-clean must be completed by the on-campus professional housekeeping event services staff. Groups are not permitted to move furniture, setup or post-clean the space on their own. There is an hourly rate associated with this service and is charged to the student group.
- All food or drinks must be provided by Sodexo the on-campus caterer. No external food or drink is permitted in premier-level spaces (such as outside caterers, restaurants, store bought or homemade foods). If Sodexo is unable to provide catering for an event, the group will be required to use a caterer that has been pre-approved by Campus Life prior to the start of the academic year.
- These spaces typically offer AV equipment included with the space or can be added at an additional charge.
- These spaces require that student groups book them no later than 14 days prior to the event, however, groups are strongly encouraged to book them must further in advance because student groups must meet with their assigned event coordinator no later than 14 days before the event for an advisory meeting.
- All events must also be registered in WUGO.
- These are self-service spaces. Groups are welcome to setup, tear down and clean the spaces on their own, without the use of on-campus houskeeping event services. Groups are expected to return the space to the standard room setup and must be left clean before the end of their reservation.
- Food or drinks can be provided by several methods: either through Sodexo the on-campus caterer, an external restaurant or caterer or pre-packaged, store bought items. At no time can a group prepare or serve food made on their own. Any event in a standard-level space that includes food or drink, requires a professional post-clean by housekeeping event services. This must be scheduled through your event coordinator no later than 4 businesss days prior to the event.
- These spaces typically offer AV equipment included with the space or can be added at an additional charge.
- These spaces require that student groups book them no later than 2 days prior to the event, however, groups are strongly encouraged to book them must further in advance because student groups must ensure they have met all event requirements.
- All events must also be registered in WUGO.
- These are self-service spaces. Groups are welcome to setup, tear down and clean the spaces on their own, without the use of on-campus houskeeping event services. Groups are expected to return the space to the standard room setup and must be left clean before the end of their reservation.
- Food or drinks can be provided by several methods: either through Sodexo the on-campus caterer, an external restaurant or caterer or pre-packaged, store bought items. At no time can a group prepare or serve food made on their own. Any event in a standard-level space that includes food or drink, requires a professional post-clean by housekeeping event services. This must be scheduled directly by the student group with the on-campus houskeeping service no later than 4 business days prior.
- These spaces typically offer AV equipment.
- These spaces are available 2 weeks after the start of each semester. Once the Registrar’s Office has finalized all class and exam schedules the pooled classrooms will be released for general bookings, two weeks after the start of each semester. Groups must wait until then to book these spaces.
- These spaces require that student groups book them no later than 2 hours prior to the event, however, groups are strongly encouraged to book them must further in advance because student groups must ensure they have met all event requirements.
- All events must also be registered in WUGO.
- These are self-service spaces, however, groups must work with their assigned event coordinator in advance. Many outdoor events require additional consideration which includes possible review as a high-risk event.
- Groups are welcome to setup, tear down and clean the spaces on their own, without the use of on-campus houskeeping event services. Groups are expected to return the space to the standard room setup and must be left clean before the end of their reservation.
- Food or drinks can be provided by several methods: either through Sodexo the on-campus caterer, an external restaurant or caterer or pre-packaged, store bought items. At no time can a group prepare or serve food made on their own. Any event in a standard-level space that includes food or drink, requires a professional post-clean by housekeeping event services. This must be scheduled directly by the student group with the on-campus houskeeping service no later than 4 business days prior.
- These spaces do not offer AV equipment or additional furniture, other than what is in place on a given day. Groups will be required to rent equipment needed for these spaces.
- These spaces require that student groups book them no later than 14 days prior to the event, however, groups are strongly encouraged to book them must further in advance because student groups must ensure they have met all event requirements.
- All events must also be registered in WUGO.
IS YOUR STUDENT GROUP RECOGNIZED: Executives of a student group can check the status of their student group by logging into their group WUGO account or by contacting the graduate center (graduate-level student groups). In WUGO, you can determine if your group is active and what category level your group has attained.
CAMPUS SPACE AVAILABILITY FOR STUDENT GROUP EVENTS: Any space that is managed by Campus Life is available for request by a student group, by logging into your Reserve A Space account. In order to request a space on behalf of your student group, you must be listed in WUGO as an executive of your student group.
Once in Reserve A Space, you can search for a Campus Life space that best fits your needs by narrowing your search with filters on the left side of your screen. Ensure that you enter the approximate number of guests/attendees – many spaces have a minimum or maximum number of attendees. You will only see available spaces in your search results if it is available and your search criteria meets the space criteria.
Once you have located the date, time and event space you can submit your request for that space directlly through Reserve A Space. Ensure that you select you student organization name from the drop down menu under “organization”. If you should submit a space request under your personal name vs. your student group name, it will be canceled.
Once you have submitted your event request, the event will be reviewed by a team member with Campus Life Event Management. Once it has been approved – you will receive an email confirmation with the approval and next steps. Ensure that you read all details in the email confirmation, there will be additional steps you are required to take in a timely manner.
Reminder – you event space is not confirmed until you receive an email confirmation from Campus Life Event Management. You should not begin advertising your event until you have received the email confirmation / approval.
OTHER EVENT SPACES ON THE DANFORTH CAMPUS: There are several other campus partners on the Danforth Campus that offer event spaces. You can locate most of those spaces on Reserve A Space as well. If you have questions about a non-Campus Life Space, please check out the University Space Directory which will direct you to the appropriate contact for those spaces.
STEP 2: Compliance
WUGO REGISTRATION: Student groups are required to register ALL events, programs, meetings (including GBM’s), lectures, panel discussions, recreational activities, fundraisers, etc. in WUGO. Events that are not registered in WUGO risk cancellation without notice.
GENERAL UNDERSTANDING: Student groups are required to understand and adhere to all university and Campus Life policies when holidng an event or program. It is the responsbility of the student group to review all policies, guidelines and ask questions. Student groups should be aware, there are many key deadlines you must meet in order to hold an event on campus. Missed deadlines or non-compliance with any policy or guideline will result in a cancellation of your event.
Some of the policies and procedures that a student group is expected to review and understand are:
- Student Group Handbook;
- Film screening (all showings of any show, film or documentary);
- alcohol policy and responsible contract training for events with alcohol;
- food and beverage policy;
- decor policy;
- high risk events;
- Engaging with or working with youth / minors – Youth Protection policy;
STEP 3: What is this going to cost?
Estimating the cost of your student event varies upon several factors. An estimate of your expenses can be obtained by meeting with your assigned event coordinator.
Student groups that are Student Union recognized (Category I, II, or III) and Campus Life recognized will not be charged for the room rental. Currently, the room rental fees are covered under SU for those groups.
Student groups who do not meet the above criteria will be charged the WashU internal rates found on the rental rates page.
All departments and student groups (regardless of type) will be required to cover expenses for setup, tear down, post-cleaning, additional AV equipment and catering. We only bill to an internal cost center number.