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Events & Entertainment Technology

  1. Whitworth University
  2. Administration
  3. Events & Entertainment Technology
  4. Frequently Asked Questions

Frequently Asked Questions

To get started on the planning of your event, we encourage you to view the Internal Departments webpage. Below is additional information that may be helpful to you.

How do I reserve a room on campus?

Reserve space for your event through Infosilem. This can also be found on Pirate Port using the "Room Scheduling" option. 

  • You must reserve your space in Infosilem to ensure we have accurate information about when and how rooms are being used.
  • We encourage you to reserve/request your room as soon as possible. Please be sure to submit at least two weeks prior to your event.
  • All student room requests must be approved. If you are a faculty or staff member, use the Self-Service options to reserve a room that does not need approval, such as a classroom. Use the Requests options to reserve a room that needs department approval, such as: the aquatic center, athletic facilities, art building, chapel, computer labs, conference/study rooms, downtown, the HUB, library, music building, science labs and Cowles Auditorium. A request will be sent through your reservation to the individual room approver. You should receive approval or communication in 1-2 business days.
  • Check Infosilem for room capacity details and room layouts. Please allow time for setup (1-3 business hours prior to event) and cleanup (1 business hour post-event) in your reservation.
  • Virtual events: If your virtual format requires the use of a room, please follow the steps above.

This tool can only be used with on campus internet or your VPN.

How do I request tables, chairs and trashcans for my event?

This is done through the Event Request Form (ERF). 

How do I request audio-visual (A/V) needs for my event?

This is done through the Event Request Form.

For special requests or additional assistance, please contact Maria Sorce at msorce@whitworth.edu. Maria will also be able to assist if you need information about equipment in specific rooms.

How do I order food and beverages for my event?

Whitworth has granted Sodexo the exclusive right to operate Food Service on or from the premises. Food and beverage requests must be submitted through the Catertrax program.

If you don't see something that will work for your budget and/or needs, contact Dan King at dking@whitworth.edu regarding your requests and he will see if they can work with you.

For large or detailed catered events, please contact Heidi Taylor at htaylor@whitworth.edu.

ASWU clubs need to contact the director of student activities to complete a Catertrax request.

Who do I contact if I have questions about catering? 

Can I bring my own food to an event, or am I required to use Sodexo catering?

Depending on the circumstances, department's catering, concession sales, vending sales and student co-op sales may be granted some flexibility on the exclusivity right, especially as it pertains to internal-only audience meetings. Please consult with Dan King in Sodexo at dking@whitworth.edu for direction on your department's circumstances.

How can I check for other events happening on specific dates?

You can view the Master Calendar of public events.

Please note that there are specific dates/times (see below) in which events are restricted. 

  • Board of Trustees Meetings
    • Tuesday, Oct. 10 - Sunday, Oct. 15, 2023
    • Tuesday, April 9 - Sunday, April 14, 2024
    • Tuesday, Oct. 8 - Sunday, Oct. 13, 2024
  • Commencement Weekend: May 18-19, 2024 (events restricted May 14-20)
  • One Big Whitworth Weekend (Homecoming & Family Weekend): Oct. 11-13, 2024
  • University holiday closures – contact events@whitworth.edu for full list. 

If you need assistance finding a date for your event, please email events@whitworth.edu and we can check for current conflicts.

Who do I contact if I have an issue during my event?

Please use the following on-call numbers:

  • Sodexo/Catering (including HUB set-ups): 509.435.6862
  • Facilities services: 509.777.3254 (if calling after regular business hours, follow the prompts)

Do I need to notify security about my event?

Yes, especially if your event is going to happen after hours, you expect a large number of attendees who will be parking on campus and/or you need a building to stay unlocked. You may request assistance from security on the ERF.

Where should my guests park during my event and should I send them a parking pass?

Please update the parking pass template with the appropriate information about your event and send to your attendees.

If you are expecting a large number of attendees parking on campus, please include this information on the ERF so security is informed. Our office may ask you to direct your attendees to park in a specific lot/area on campus.

I am inviting high school students to my event, is there a way to involve the admissions department?

If you are inviting high school students to campus, please contact Megan Rediger in the admissions office at 509.777.3345 or mrediger@whitworth.edu. She can assist with providing admissions brochures as well as campus tours and presentations.

I want to invite alumni and/or current parents to my event. Who do I contact for approval and a distribution list of the alumni group I am targeting?

Please contact Rachel DuPont at rdupont@whitworth.edu.

I am bringing in a speaker or artist that has a contract, how do I ensure I can meet their needs?

Feel free to forward the contract to events@whitworth.edu and we can review to make sure the needs are met.

For A/V or technical questions, please forward the entire contract or technical rider to Maria Sorce at msorce@whitworth.edu.
 
Didn't find your question above? Our office is happy to help. Please contact events@whitworth.edu.