Is your student club or student organization looking to host an event in the Werner University Center, RWEC 101, Gentle house, the Grove or somewhere else? 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 |
Info Table Regular Meeting Small-Scale Events (1-49 attendees) Light Refreshments/ Pre-Packaged Snacks |
Mid-Sized Events (50-100 attendees) Fundraising Movies Catered or Outside Food |
Large-Scale Events (100+ attendees) Multi-Day Events Contracted Vendor Dance Concert or Other Performance Usage of a firepit Involving travel |
| Event Advisement? | No | Optional, unless otherwise indicated | Yes/Required |
* Only one criteria needs to be present to determine the tier.
How to Determine Your Event’s 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.
If you need information about parking passes or parking lot reservations, contact Parking Services at least 2 weeks prior to the event date. 503-838-8267
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.
- 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.
If you are fundraising, check out this 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
Anyone else, contact the WOU Foundation for fundraiser procedures:
General Planning Overview:
This flowchart outlines how far in advance you should consider the listed for your event to be successful!
Timeline Considerations
8 Weeks Prior to the Event:
- All events should plan to meet with an Event Advisor 8 weeks out from their event date.
- The process for bringing outside guest speakers, vendors, performers, etc., needs to begin 8 weeks before the event date.
6 Weeks Prior to the Event:
- To reserve space, the event space must be reserved through Astra 6 weeks prior to the event.
- To follow advertising guidelines, your event must be posted to Involve 6 weeks before the event to go through the approval process.
- To serve outside catered food, catering must receive a catering waiver with all information 6 weeks prior to the event.
4 Weeks Prior to the Event:
- To order catering from campus dining, the request must be submitted 4 weeks in advance.
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 2 weeks in advance (Note: To follow DAS guidelines, posters must be placed 72 business hours before the event).
