Scheduling Policies
For the purpose of
keeping confusion to a minimum with clients and guests, Conference and Event
Services (CES) has come up with terms to help us differentiate between the
three largest types of programs requested. They are:
Meeting—meaning a simple
gathering on of a department, club, or organization, with little to no support
needed from campus providers
Conference—any meeting
or event that will involve overnight housing for guests in Seattle University
accommodations (summer only)
Event—any gathering that
is not a meeting and not a conference
When working with a CES
staff member, it helps to let him or her know what type of program you are planning.
Classroom space on
campus is scheduled through the Conference & Event Services office after
the Registrar releases the classrooms for such scheduling. This is usually
near the middle of the quarter prior to the one being opened for scheduling.
Requests for scheduling
non-classroom space are accepted on a first-request basis. However,
confirmation of the event is usually given:
- Two (2) years in advance
of the event for Academic and University Administration events or large-scale,
traditional Student Events
- One (1) year in advance
of the event for less imperative University events
- Nine (9) months in
advance for hosted events
- Six (6) months in
advance of the event for Non-University events
Conference & Event
Services reserves the right to substitute facilities for any spaces reserved
should the need arise.
Requests may be made
farther out than these guidelines, but the reservations will be entered as
“tentative.”
Reservation requests may be made online via our Event Request Form, or requests for
events with very simple needs may be made by e-mail to rooms@seattleu.edu or by telephone at (206) 296-5620. To learn more
about hosted or sponsored program status read this form.
When scheduling a room,
please be prepared to provide the following information:
- Event name
- Purpose of the event
- Number of attendees
- Whether there will be
any food service requirements, and what they might be
- Whether the event is
open to the public
- Special set up or
audio-visual requests
- Parking requirements
- Finalized event
agenda/schedule
- Names of any speakers or
presenters
For regularly scheduled
classes, please contact the Registrar's Office at (206) 296-5855.