Event Planning Toolkit
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.
Event Advertisement Tips
- Consider varied approaches.
- Hand out fliers to the WOU community on sidewalks.
- Personal outreach to students.
- If you are interested in reserving sandwich boards, contact the WUC Information desk at seoofc@wou.edu or 503-838-8261.
- Consider displaying your advert on the TV monitors around campus (Monitor Flyer Guidelines).
- Only use QR codes on printed media (ex., flyers).
- Utilize the Marketing and Communication department’s Branding Guide for advert creation.
- Helpful tips for social media posting.
- More tips for advertising on campus.
Optional and Required Event Advisement Resources
Your first step is to complete an Event Advisement meeting with a Student Engagement Event Advisor! Reach out to the Reservations staff at reservations@wou.edu to schedule an appointment.
- Use the 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 back up location in case of rain.
- Be sure to register your event on Involve for the possibility to accrue Paw Points!
- Submitting your event to the WOU Event Calendar is another great way to advertise your event!
- Having a dance in the Werner University Center? Look at dance monitor details.
- ASWOU Chartered Clubs Event Contract Request Form on Involve (for ASWOU Chartered Clubs only).
- Non-ASWOU Chartered Clubs should work with Legal to create a 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 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 with the Optional Events Student Travel Request Packet!
Fundraising Protocol
If you are a chartered ASWOU student organization, contact Paula Verdegaal-Taylor at taylorp@mail.wou.edu 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, check the WOU Foundation’s fundraiser procedures.
