Conference and Event Services 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.
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.
When working with a CES staff member, it helps to let him or her know what type of program you are planning.
Requests for meeting space 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.
Student Clubs and Organizations should use the online form specifically designed for student programs, as some of the policies and procedures are different.
Once the necessary information is received, one of our Front Desk Coordinators will review your request, and tentatively reserve facilities for the proposed program. It will then be determined if the nature of the event requires that an Event Coordinator be assigned. The Front Desk Coordinator will then send a confirmation to you, along with further information on the planning process and from whom you can request further information or support.
The information submitted to CES will be used to determine the following:
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.
These designations were set up to help determine whether or not student tuition money 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.
Feel free to request information from us regarding our policies or procedures. Common requests include:
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.