Event Tiers
Is your student club or student organization looking to host an event on or off campus? You are in the right place! Events are categorized in three different tiers. You will need to review the criteria for each tier, determine under which tier your event falls, and follow the guidelines provided.
| Category | Tier 1 | Tier 2 | Tier 3 |
| Criteria |
|
|
|
|---|---|---|---|
| Event Advisement Required? | No | Optional (Unless Otherwise Indicated) | Yes |
Tier 1
Criteria:
- Info Table
- Regular Meeting
- Small-scale Events (1 – 49 Attendees)
- Light Refreshment/Pre-Packaged Snacks
Event Advertisement Not Required
Tier 2
Criteria:
- Mid-sized Events (50 – 100 Attendees)
- Fundraising
- Movies
- Catered/Outside Food
Event Advertisement Optional (Unless Otherwise Indicated)
Tier 3
Criteria:
- Large-scale Events (100+ Attendees)
- Multi-day Events
- Contracted Vendor(s)
- Dance
- Concert/Other Performance
- Usage of a Firepit
- Involving Travel
Event Advertisement Required
How to Determine Your Event’s Tier: Only one criteria needs to be present to determine the tier. Your event will be categorized by the highest tier that applies to it. For example, if you were having a small-scale event but there was a fundraising component, it would be categorized as a Tier 2 event.
Consider varied approaches to advertisements
- Hand out fliers to WOU community on sidewalks
- Personal outreach to students
- If you are intersted in reserving sandwich boards, contact the WUC Information desk at seoofc@wou.edu or 503-838-8261
- Helpful tips for social media posting
- More tips for advertising on campus
Optional and Required Event Advisement Resources
Your first step is an Event Advisement with a Student Engagement Event advisor! Reach out to the Reservations staff at reservations@wou.edu to schedule an appointment.
- Use Ad Astra Campus Scheduler (also accessible via your WOU Portal) to reserve a space. If you are scheduling an outdoor space, be sure to include a request for an indoor rain back up location.
- Be sure to add your event on Involve for the possibility to accrue Paw Points!
- Having a dance in the Werner University Center? Look at dance monitor details here.
- Contract Request Form on Involve (for ASWOU Chartered Clubs only).
- General Clubs Contract.
- Volunteer Service Form for speakers coming in at no charge.
- Contact Parking Services (503-838-8267) if you need information about parking passes or parking lot reservations.
- Request Custom Set Ups or equipment from Facilities Services.
- Campus Catering Waiver Form (Involve) or email Campus Dining to ask them to cater.
- WUC specific procedures and information.
- Off campus events require more forms to be filled out. Find detailed information on which forms are necessary for your event here!
Fundraising Protocol
If you are a chartered ASWOU student organization, contact Paula Verdegaal-Taylor for fundraising procedures.
*Any money raised gets deposited back into the ASWOU index code for the organization.
Foundation Fundraising Policy for Student Groups as of February 2025
For non-ASWOU chartered clubs, contact the WOU Foundation for fundraiser procedures:
https://wou.edu/foundation/
https://wou.edu/foundation/forms-and-policies/campus-forms/
General Planning Overview
The flowchart below outlines important steps in the event planning process for student clubs! It also lists how far in advance some steps need to be completed for your event to be successful! Links for necessary forms and information can be found underneath!
Important Links
Links from "Planning a Student Club Event" Flowchart
- Make sure you log in to view forms on Involve
- Reservations Department Email: reservations@wou.edu
- Ad Astra
- Student Travel Request and Driving Authorization Forms
- Involve: Event Registration Form
- Involve: ASWOU Charter Clubs Event Contract Request Form
- Contracting for General Clubs
- Postering Information
- Campus Dining Catering Information
- Involve: Catering Waiver
- Parking Services
Timeline Considerations
Some steps in the planning process must be completed a specific number of weeks before the event date!
8 Weeks Prior to the Event:
All event planners should plan to meet with an Event Advisor.
The process for bringing outside guest speakers, vendors, performers, etc., needs to begin.
6 Weeks Prior to the Event:
The event space must be reserved through Astra.
To follow advertising guidelines, your event must be posted to Involve to go through the approval process.
To serve outside catered food, catering must receive a catering waiver with all information.
4 Weeks Prior to the Event:
To order catering from campus dining, the request must be submitted.
2 Weeks Prior to the Event:
To place posters up in academic and non-academic buildings, they must be approved by the WUC information desk (Note: To follow DAS guidelines, posters must be placed 72 business hours before the event).
If you need information about parking passes or parking lot reservations, contact Parking Services (503-838-8267).
Off-campus events require a Student Travel Request Form to be submitted at least 2 days before the event’s travel date, and Driver Authorization Forms submitted at least 5 days prior. More details on these forms can be found here.
