We're Here To Help!
We encourage anyone planning an event or conference to consult with Conference and Event Services staff prior to or during the initial planning process! We are also happy to continue to work with you on any or all of your support needs. CES can assist you by scheduling appropriate locations for events, discussing program flow and room configurations, providing logistical information about parking, catering and audio-visual support, and providing an estimate of event costs or giving budget advice.
Meeting, Event or Conference?
In order to make the planning process easier, Conference and Event Services (CES) has come up with terms to help differentiate between the three most usual types of programs requested.
- Meeting—meaning a small gathering that usually does not require a great deal of set up, support, or arrangements
- Conference—any meeting or event that will involve overnight housing with guests to stay 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.
If you wish to request space for a meeting—some gathering that is simple to arrange—it may be done either by e-mail to firstname.lastname@example.org or by telephone at (206) 296-5620.
For events or conferences that will take more collaboration and arrangements, submit an Event Request Form (ERF). This may be done online with our comprehensive electronic version. Please contact us if you have any questions when filling out the form. Student Clubs and Organizations should use the online form specifically designed for student programs, as some of the policies and procedures are different.
However CES is contacted, once the information on the program or event is received, one of our Scheduling Specialists will review your request, and based on the information provided, will tentatively reserve facilities for the proposed program. In addition, the Scheduling Specialist will determine if the nature of the event requires that an Event Coordinator be assigned, or whether the Small Events Team can provide appropriate service to you. After these determinations, the Scheduling Specialist will send a confirmation to you, along with further information on the planning process and from whom you can request further information or support.
Scheduling Specialists will use what you have submitted to CES determine the following:
- What facility or facilities would work best for the event or conference, and whether these are available for the date(s) requested;
- What else is going on at the university during the same time, in case there might be any conflict that could affect the program (e.g. if the date requested coincides with a large university-wide event, or is during a university holiday)
- Whether or not the program needs an Event Coordinator assigned to work on it, or can be assigned to the CES Small Events Team (SET)
- Whether there will be any food service needed, and if so, give proper information on ordering
- Whether there will be any technical equipment support needed, and if so, specifically what
- Whether there will be any parking needs for the program, and what solutions are available for the day and time the conference or event will take place
Another thing we will need to determine for any programs being planned by Seattle University staff and/or faculty is whether the event or conference will be “Sponsored" or "Hosted.” Full descriptions are available in our policies section.
- A “sponsored” event or conference is one that is conceived, created, operated, and paid for by Seattle University. and advertised as a Seattle University event. Examples might be department meetings, or the Summer Business Institute (a conference created and operated by the Albers School of Business). All moneys involved in the program must go through university accounts.
- A “hosted” event is one that may involve an outside entity, but it has some importance to and/or affiliation with Seattle University. Examples might be a regional meeting of an association to which a faculty member belongs, or a program put on by a non-profit organization with which a department has a close tie.
These designations were set up to help determine whether or not student tuition moneys should fully pay for the costs of having a program meet on our campus, or whether the program might need to help defray university costs for having it here. In addition, the full definitions help determine whether or not a program type might jeopardize the university’s tax-exempt status.
Once your event or conference confirmation is sent to you, you may request information from us including concerning any of our policies or procedures. Common requests include:
- A list of reserved facilities
- Audio-visual information, such as information on the equipment and support that is available within your reserved facility
- Parking information, including rates and locations for guest parking
- Catering and food service information, including menus and policies
- Applications for alcohol permits and policies (if applicable)
- Applications for insurance coverage (if applicable),
- Photos and/or Scale diagrams for reserved facilities, including possible variations for set up styles
- Driving directions
- Campus maps
- Estimated charges, and/or advice on budget preparation for the event
Complex events may require assignment of a CES Event Coordinator to review planning and arrangements, and assist you with further questions and plans you have for your program. Regardless of the complexity or simplicity of your program, CES will be there to answer questions and provide support to you during each step of your planning process.