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Internal Events

Frequently Asked Questions Events Quick Guide

If you need help selecting a date, please email events@whitworth.edu for assistance.

Confirm that your preferred date does not conflict with one of these events: 

  • 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 

Infosilem: 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. Please reserve your space prior to submitting an Event Request Form. 
  • While 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" option to reserve a room that does not need approval, such as a classroom. Use the "Requests" option to reserve a room that needs department approval, such as: Aquatic Center, athletic facilities, art building, chapel, computer labs, conference/study rooms, downtown, HUB, library, music building, science labs or 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. 

If you need support from campus departments for your event, please submit an Event Request Form (ERF).

  • Individuals should submit an ERF when the event:
    • Should be listed on the Master Calendar 
    • Requires audio-visual or room setup support  
    • Involves external constituents 
    • Requires a building unlock
    • Requires facility support or delivery
  • Individuals do not need to submit an ERF when the event:
    • Doesn't require specific room setup or if the department will set their own room and return it to previous layout
    • Only requires internal constituents, such as a department meeting

Audio-Visual Requests (A/V): All preliminary A/V requests need to be submitted with the initial ERF. It's recommended to set up a meeting with Maria Sorce, auditorium technical director, at msorce@whitworth.edu for large or detailed setups. If you have contracted with an external musician or group, contact Maria Sorce and set up a meeting to discuss your event. 

Event Planning Meeting: Required if you are working with an external organization, it's a multiday event and/or if you anticipate more than 150-200 people to attend. Contact the events office at events@whitworth.edu to set an event-planning meeting with various campus departments (i.e. Sodexo, facilities services, A/V, etc.). 
 
Catering: Whitworth has granted Sodexo the exclusive right to operate food service on or from the premises. Fill out Catertrax for food and beverage needs. If you don't see something that will work for your budget and/or needs, contact Dan King 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.

  • Depending on the circumstances, department's catering, concession sales, vending sales and student co-op sales may be granted some flexibility on this exclusivity right, especially as it pertains to internal-only audience meetings. Please consult with Dan King at dking@whitworth.edu in Sodexo for direction on your department's circumstances.  
  • Due to health regulations, it is the policy of Sodexo that excess food items from events cannot be removed from the event site. 

President's Office: If you are interested in having President Scott McQuilkin attend and/or participate in your event, please email Jaime Warfield, executive assistant to the president, at jwarfield@whitworth.edu. Please include the event date and time and a short description of the event and how Scott would participate.  

Liability Waivers: Liability waivers may be required for event attendees, specifically if the event involves minors, physical activity, the use of the Aquatic Center or the use of the U-Rec. Contact the events@whitworth.edu for more information. ASWU clubs will need to contact the director of student activities to assess if their event will need liability waivers. 

Insurance: For events involving an external organization, additional insurance may be requested. Contact events@whitworth.edu for more information. 

Fundraising: If your event is a fundraiser, and/or Whitworth is considered a sponsor for an off-campus event, please contact Max Lammers, director of corporate relations, at mlammers@whitworth.edu. Student fundraising projects require ASWU approval and compliance with the Student Fundraising Policy document that Max can provide.

Signs/Posters/Programs for Events: 

  • For all campus advertising, posters must be approved in the HUB at the student life desk.  
  • Large posters intended to hang in the HUB must be approved by student activities at the ASWU front desk. These large posters can only be displayed for up to one week. 
  • Events being marketed to the public should have posters/materials designed by marketing & communications (marcom).  
  • Departments can design their own posters for events with internal campus audiences, but must not include the Whitworth logo. Only marcom-designed posters can have the Whitworth logo.

Audio/Video Recording: Guest must fill out consent forms to be audio or video recorded. Please use the Release to Record Form (Audio and Video).

Photography: For more information about photography and/or videography at your event, please go to our webpage Photos and Video. Guests must sign a Model Release Form if there will be photographs taken at the event that are intended for use in Whitworth University publications and marketing.

Security: For additional security or help with parking, contact LeRoy "Mac" McCall at lmccall@whitworth.edu or security@whitworth.edu. Security can also help you access a building outside of regular hours. Please include this request on your ERF. 

Parking: Talk to security about parking for your event and ask them which parking lot your guests should use. Send your guests printable parking passes that they should display on their dashboards while on campus and indicate in your email the locations that they are approved to park in. Parking passes can be found on the Master Forms List: Temporary Parking Pass.