Event Planning

Event in courtyard at Wurster Hall

General Information

The success of college events often rests in the physical preparations, along with programming considerations. This translates into planning ahead and thorough communication between programming and building operations staff. With careful and complete information exchange, college events can run more smoothly and go a long way toward success.

Booking a Room

  • Choosing a Room: Faculty and students should start with their home department to begin the process for planning their event and identifying the potential venues within Wurster Hall. See Room Reservations for a full list of Wurster hall spaces and rooms, and the designated contact. 

Large Scale Events/Programs

Large events include day-long or multiple-day meetings, conferences or symposia. Coordinators must meet in person with buildings operations staff at least a month in advance of the event to discuss the following types of logistical needs:

  • Building/room access
  • Event set up
  • Furniture
  • Audio Visual
  • Exhibit/poster lay out
  • Custodial services and food waste management
  • Guest services.

Small Scale Events

Operational needs for small-scale events (i.e. lectures, receptions, shorter meetings) should be requested at least two weeks in advance of the event. For the most part, event coordinators are primarily responsible for the furniture placement, set up, and take down as well as waste compost/disposal/recycling.

Building Access

Building hours during the fall and spring semesters are Monday - Friday, 7 am to 10 pm, Saturday 1pm to 5 pm & Sunday 1pm to 10 pm.  Access to the building for events before or after hours can be arranged with the facilities manager.

Room Access

Please contact the appropriate department about checking out keys or obtaining access codes for individual rooms.

CED Student groups

Student groups must be registered with the campus’ LEAD Center and comply with all policies associated with event insurance, liability, and permits. See links below for more information:

CED Facilities Use Policy

  1. Set up and clean up (i.e. stacking of chairs, wiping down tables, disposing compost/landfill, removal of staples and push pins) is the responsibility of the event coordinator.
  2. Use compostable cups, plates, and utensils, as well as recyclable glass and aluminum.
  3. Sponsoring department may be held financially responsible for any damages to facilities an equipment resulting from negligence.
  4. Close and lock doors and windows after use.
  5. When using tables and chairs in lobby/common areas, maintain 4’ clearance for emergency evacuation. Do not set up tables in corridor.
  6. Food is not permitted at any time in the auditorium (room 112) and classrooms.
  7. Items left after reservation hours are liable to be discarded.
  8. Any alteration of the space (e.g. painting, removal of equipment) is prohibited. Pin-ups permitted only on plywood and homasote surfaces using push pins or staples.

Posting/Publicizing Event:

Once your event is confirmed, please notify departmental staff of the event details (event start/end time, title, venue, brief description, etc.) for posting on the CED Events Calendar on bcal. If you wish to publicize your event on the CED website, send the details to