Event Tiers
Is your student club or student organization looking to host an event on-campus? You are in the right place! Events are categorized in three different tiers, so 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 |
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
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.
- 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.
- 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.
- Ad Astra Campus Scheduler (also accessible via your WOU Portal). If you are scheduling an outdoor space, be sure to include a request for an indoor rain back up location.
- Contract Request Form on Involve (for ASWOU Chartered Clubs only).
- Campus Catering Waiver Form (Involve).
- Volunteer Service Form for speakers coming in at no charge.
- WUC specific procedures and information.
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:
General Planning Overview
This flowchart outlines important steps in the on-campus event planning process for student clubs, and how far in advance certain steps need to be completed for your event to be successful!
Important Links
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 events 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).
