Conference & Event Request Form For External Guests
Facility use approval is one of the first steps required when planning a conference or event on campus. You must receive approval for facility use prior to confirming your event. The Conference & Event Request Form helps us better understand the scope of your request.
Be mindful of allowing appropriate lead time for your conference or event’s implementation and promotion. Conference and event implementation and proper promotion can take anywhere from four weeks to 12 months, depending on the scope of work. Space on campus is limited, and it is critical to allow as much time to plan as possible. Note that the facility use approval process alone can take up to two weeks.
Facility use is approved by the Conferences & Events team in consultation with other stakeholders depending on the facility(s) in question.
Many factors must be considered prior to us confirming a conference or an event on campus, including but not limited to space availability, timing, relationship to the academic program(s), other coinciding events, costs to the university, staffing needs, our ability to organize and staff the events, and possible liabilities. Completing this form allows for all parties to have a better understanding of what the event will entail and what staff and other resources will be needed.