WESTERN CONNECTICUT STATE UNIVERSITY
Whether it is a meeting, picnic, presentation, concert, or any other event, this office will help you properly reserve the space to best fit your needs, as well as assist you with other related requests such as maintenance and police personnel, set up, and media equipment.
Review the guidelines below before calling or stopping by, as it will assist in preparing you for any questions we may ask you. You can check the website at www.wcsu.edu and click on “News and Event Calendars” in the lower right hand corner of Western’s homepage. Then, click on “Reservations and Campus Programs” under WestConn Calendars for a listing of daily campus events. This page is updated daily and is a great way to know what’s going on here at Western Connecticut State University.
I. Starting The process
To expedite the process, the following information is needed when booking your event:
A. The name and address of your organization, if your group is not a department or recognized organization of the University.
B. The date(s) you would like to do your program and the alternative dates that would work for you.
C. The time the program will occur (including setup and cleanup).
D. The nature of the event you wish to do (dance, concert, conference, etc.)
E. The number of people you expect to attend.
F. The name of the person who will be in charge of the program arrangements (and on-site coordination if that is a different person). Please have their address and phone number.
G. If you are an off campus organization, bring the name of your liability insurance company and your non-profit certification if that applies.
H. Whether handicapped individuals need access to your event.
II. Planning Timetable
A simple meeting may take but a few minutes to arrange for, however, larger events can take considerable time. Food orders, personnel scheduling, and arranging for equipment are just some of the items that need to be done in advance in order to have your event occur. As we are committed to providing you the highest quality service, we ask that you adhere to the timetables that are established for your program. In general, these timetables are set up based on the following guidelines.
A. To make a reservation, we must know the exact nature and scope of your program (i.e., lecture, concert, meeting, conference) and the number of people you expect. We will HOLD an available date on your behalf for 4-6 weeks prior to the event date depending on the venue.
B. You will be sent a Room Reservation Form to be completed and returned to the University Events Office. Once the form has the appropriate approvals/signatures your event will be CONFIRMED. A copy of the approved Room Reservation Form will be sent to you with a confirmation. Your event is not confirmed until you receive it back from our office.
C. Requests for simple meetings, by campus organizations, that do not require any extensive set up must be made at least 2 weeks in advance of the meeting.
D. All food services for groups of 25 or more must be provided by the University dining service. You must place your food order at least 2 weeks in advance so we can coordinate deliveries.
We realize that last minute needs arise, and we will do everything we can to try to meet them for you. However, because of equipment and personnel availability, we cannot guarantee we will be able to do so. Please assist us by planning well in advance and adhering to these deadlines. With your help, we will be better able to meet your needs and have your event be the best it can be.
III. Priorities For Facility Reservations
As the University’s first commitment is to the education of our students, we must make activities that are part of that mission our first priority. Off campus groups and governmental agencies are invited to use facilities once those needs are met. Consequently, we schedule using the following priorities:
A. Classes and other academic programs
B. University departments and recognized organizations
C. Off campus organizations both nonprofit and corporate
IV. General policies To Remember
To better serve you, we ask that you adhere to the following policies related to your use of University facilities.
A. SMOKING is NOT permitted in any facility of the University. Organizations are required to inform participants and ensure that no smoking occurs within buildings of the University.
B. Organizations are responsible for supervising the use of the facilities they have reserved and accept liability for any damage or extensive cleaning that might result from their program. Maintenance may be required for certain high volume events. Charges may also be assessed after the event for vandalism or if excessive cleanup is required.
C. Alcoholic beverages can only be served in specific areas of the campus. All serving of alcoholic beverages must be done within the policies of the University and be approved in advance. Student Organizations: Permission must be obtained from the Associate Director of Student Activities: (203) 837-8214. Community Organizations: Must request an alcohol permission form, have an insurance rider for the event that covers liability and hire a WCSU police officer to monitor the event.
D. All visitors may park in the WCSU parking garage on White Street. No special parking permits are necessary, as the WCSU police department is aware of all events taking place on campus.
E. Media equipment is available for your event. Our Media Services department asks for 3 weeks notice for most events. Contact your events coordinator with any requests as soon as they arise. There is a fee for all media equipment used by community organizations.
F. Police support may be necessary at certain events at the University’s discretion. Police support may also be requested by the group holding the event.
G. Western Connecticut State University is committed to a policy of nondiscrimination and equal opportunity for all persons regardless of race, color, religion, sec, age, national origin, marital or veteran status, sexual orientation, or physical or mental handicap. This policy is applicable to all University events and activities. All event sponsors are required to adhere to it as well.