Conference and Event Services

Student Event Planners

  • As members of Student Clubs or Organizations, we have special policies to assist you with putting on events at Seattle University. There are also many departments to assist you with planning and executing your programs; be sure to ask for assistance whenever you need it!

    Program Types/Definitions

    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 differentiate between the three largest types of programs requested. They are:

    • Meeting: a gathering on behalf of the club or organization, where the following criteria are met:
      • Limited to club membership and no outside guests invited
      • Only official club business will transpire
    • Event: any gathering that is not a meeting and not a conference
    • Conference: any meeting or event that will involve overnight housing for guests in Seattle University accommodations (summer only)

    When working with a CES staff member, it helps to let him or her know what type of program you are planning.

    Student Clubs/Organizations

    At this time, CES will extend all appropriate benefits to Student Clubs that are officially recognized by Associated Students at Seattle University (ASSU).

    If you are planning a “Meeting” that conforms to the above definition, you may submit a request at any time via e-mail to rooms@seattleu.edu.

    If the meeting will have any of the following, it is then considered an "event," and a Student Event Request Form (SERF) is required:

    • The meeting will be open to the public or to the SU community
    • Outside speakers or special presentations will be made
    • Food and/or beverage will be served

    Violators of these policies will be subject to sanctions and potential disciplinary action.

    Requests for Student Club Events

    Student Clubs that are recognized by SGSU and wish to hold an event are invited to complete a Student Event Request Form (SERF) at the online SERF website . A SERF must be submitted at least fifteen (15) business days in advance of the event date. Events where student groups will be providing their own food require at least thirty (30) business days’ advance notice (even more notice is preferred). No exceptions will be made.

    The Seattle University Student Activities office will review all event requests for content and appropriateness of the event. The purpose of each event must be consistent with the mission and values of the University. Student Activities will contact the student organization if further information is required. Once an event is approved by Student Activities, information will be forwarded to Conference and Event Services (CES).

    CES will review the SERF for logistics and operations needs. Approved requests will be communicated to the Student Organization's representative and will be assigned an Event Coordinator. If further information regarding logistics or arrangements is required, the Event Coordinator will contact the Event Organizer to arrange a meeting or to discuss event details.

    Please note that the approval process can take up to five (5) business days.

    Requests for scheduling non-classroom space are accepted on a first-request basis. However, confirmation of the event being scheduled 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 the space(s) reserved should the need arise.