Who can book space through Scheduling and Event Services?
ASUO-recognized student groups, campus departments and affiliates, and the general public can all book space through our office. We do not have restrictions on who can reserve space with us.
What types of events do you book?
We can host anything non-athletic and non-academic, such as lectures, banquets, dances, movie nights, meetings, fairs, festivals, conferences, variety shows, holiday parties, workshops, concerts, weddings, memorials, quinceañeras, and much more!
What spaces can I reserve through your department?
We book spaces within the EMU Student Union Building, the historic Gerlinger Lounge, plus most outdoor spaces and many classrooms in buildings all across campus. Check out our Browse Spaces page to investigate our offerings. There are also other UO departments and facilities that have reservable spaces. We can help you determine who to contact and which location(s) will best meet your needs. We can also provide certain types of tech support in spaces on campus that are reserved through separate offices.
What services and equipment are available through your department?
We offer varying levels of service in different locations across campus, but broadly speaking, we can provide furniture setup (in the EMU), sound, lighting, and AV, canopies, and event support and staffing. We can also point you in the right direction to campus partners for things like catering, videography/streaming, parking reservations, etc., and can suggest, outsource, and collaborate with off campus vendors for things like inflatables, décor, and more.
How far ahead of time can I book a space with you?
We book EMU spaces up to four calendar years in advance. Spaces used as academic classrooms open up for booking the term before the date you’re requesting. Reserve space now!
How much will my event cost?
That will depend on a lot of factors, including the space you choose, length of your event, and level of support and staffing needed from us. Our rate structure is tiered based on the following categories: ASUO/UO student groups, UO departments and affiliates, non-affiliated companies/community members, and not-for-profit organizations. Feel free to contact us for an estimate. Getting an estimate is free, no obligation, and is customized to your specific event.
Do I have to put down a deposit?
Campus affiliated groups do not have to provide a deposit. Non-affiliated general public have to put down a $100 non-refundable deposit at the time of booking. Note: Anyone can speak with a coordinator and get an estimate prior to actually booking a space, without a need for a deposit.
When do I have to pay, and what payment options do you accept?
We ask that payment in full be made before the event start date either by purchase order, UO departmental index, credit card, check, or cash. We can receive credit card payments by phone or in person. Checks may be mailed or brought to our office.
What if I have changes or additions after I’ve made my reservation?
We will always do our best to accommodate your revisions, and generally can when you contact us far enough in advance of the event date. The sooner we know, the more likely we can accommodate your new needs. Changes may affect your estimate.
What is your cancellation policy?
To avoid all charges, a cancellation must be made more than seven business days before the date of your reservation. A sliding scale of charges applies between one to seven business days. When you book a space with us, your confirmation will always include a copy of our complete cancellation policy. Feel free to contact your coordinator to go over any questions you have.
What is the planning process and timeline like with your department?
This depends on the scope of your event. Reservations can be requested through our webform, or by calling our front desk, and can be booked up to four years in advance, or in some cases, as close as one week before your event. For some large-scale events like conferences and weddings, we may have several planning meetings over a long timeline, to best serve the event needs and stay connected. For less complex events, we may meet only once or twice, ideally three to six weeks before the event. For small events and meeting reservations, the details may be handled over email. In all cases, once the reservation is built and we have the necessary details, you will be sent a reservation confirmation to review, with a cost estimate, and when applicable, a diagram.
Is technical assistance available for events?
Yes. We provide a variety of technical support options for your event or meeting, from the initial equipment preparations/testing to full-event technical assistance and operation, troubleshooting, etc. These services are available in conjunction with the use of our rental equipment or equipment installed in select venues. We provide technical assistance for client-provided technical equipment on a very minimal basis, usually only in regards to assisting with connecting your devices to our interfaces and systems.
What if I want to provide my own equipment, canopy, or other items?
In most cases you can provide your own equipment, canopies, tables, etc.; however, you will need pre-approval from our department before making those plans.
Can I set up the tables, chairs, and other equipment that I’ve reserved from you?
Due to liability and safety considerations, we’re required to only allow our staff to set up and handle event equipment, tables, chairs, fixtures, etc., when those items are rented from us for your event or meeting.
Is catering available in your venues?
Our department does not provide catering services internally, but we can put you in contact with our partners at UO Catering, who support events of all sizes. There is also a waiver process available if you are considering using an off-campus caterer. Contact UO Catering for more information.
Where can I park?
Our office can help you determine which parking areas are closest to your event or will best meet your needs. The university has hourly pay-to-park areas located around campus. Payment can be made at conveniently located kiosks or with a mobile device through the Parkmobile website using Zone 7447. Reserved event parking can be arranged through Transportation Services. We can also assist with arrangements for service vehicles loading in and out event materials.
Do you rent equipment for off-campus events?
We generally do not rent equipment for off-campus use. However, depending on your affiliation with the UO, we may make an exception. Contact us to discuss your needs.