We encourage anyone planning an event or conference to consult with Conference and Event Services staff during the initial planning process. 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 estimates of event costs or giving budget advice.
To make planning more easy, Conference & Event Services (CES) has come up with terms to help differentiate between the three most usual types of programs requested. They are:
When working with a CES staff member, it helps to let her or him know what type of program you are planning.
If you wish to request space for a simple meeting—a gathering that is easy to arrange, usually in a room that requires no set up and has no catering—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, please submit an Event Request Form (ERF). This may be done online with our comprehensive electronic version.
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:
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:
More complicated 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. (This is at no charge!) 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.