Werner University Center

Event Survey Data

We need your feedback! If you are making a reservation, please take a moment to fill out the electronic suvey by following the link below. This data will help us assure and improve our processes and customer service. Thanks in advance!

http://studentvoice.com/wou/werneruniversitycenterevent09

WOU Reservation Policy

Western Oregon University has listed some of its policies and guidelines for facility reservations. These affect how business is done on campus. The highlighted polices are summarized below. A complete copy of the policy guidelines can be found by clicking HERE.

• Reservations will fall under three categories:
  1. WOU Reservations - reservations that fall under the following categories:
     1. WOU chartered student organization events
     2. WOU events specifically for WOU students, staff, or faculty
     3. WOU student recruitment events organized by WOU Admissions. They must have a direct possibility of recruiting future students to attend WOU.
  2. WOU-Affiliated Reservations - Events affiliated with WOU and fall under the following categories:
     1. Events that don't recruit students to come to WOU.
     2. Attendance isn't primarily for WOU students, faculty or staff.
     3. Reservations must be made, organized and run by WOU students, faculty or staff.
     4. All events affiliated with WOU that do not fall under category #1.
  3. Non-Affiliated Reservations - Events not affiliated with WOU. Can be community groups, individuals, businesses or non-profit organizations.
• Reservations made in category #1 or #2 above are done on a first-come, first-served basis.
• Non-Affiliated Reservations (Category #3) may NOT be made more than six (6) months in advance of the event date. This is to provide WOU reservations first priority to spaces on campus. After that date, any organization can reserve space on a first-come, first-served basis.
• Clients are welcome to make "all facility" reservations (those that reserve an entire building or facility for a very large event or conference), but those must be finalized within 30 days of the event date. Failure to finalize within that time exactly what spaces are needed may lead to opening those spaces for other reservations. It is the responsibility of the client to provide needed details in a timely manner.
• Facility Charges & Waivers - each classification above has different charges levied and/or waived:
  • WOU Reservations -
    • No room rental costs.
    • Labor charges assessed for Physical Plant, Classroom Services.
    • Audio/Visual charges for Classroom Services
    • No charges for Werner Univ. Center events for labor or A/V
    • Direct charges for security or parking, etc. can be assessed.
    • Housing and dining charges apply.
  • WOU-Affiliated Reservations
    • 50% reduction in room rental costs
    • 10% administrative support charge for facility room reservations.
    • Direct charges for CS and WUC Audio/Visual set-up and usage.
    • Direct labor and equipment charges (custodial, WUC labor, Physical Plant, A/V technicians, CS, etc.)
    • Set-up and take down labor of furnishings
    • Direct charges for security, parking, etc.
    • Housing and dining charges apply.
  • Non-Affiliated Reservations
    • Full room and A/V rental charges
    • Direct labor and equipment charges, including set-up fees
    • 10% administrative charge for room reservation support.
  • Billing done by WOU staff. Late fees and collection services can be utilized on delinquent accounts.
• Cancellations, Last-Minute Changes and Non-Use of Facilities
  • WOU Reservations - Events cancelled within one business day (8-5 M-F) are subject to a $25 service charge and payment of labor charges associated with setting up rooms, preparing Audio/Visual, etc. (if any charges apply).
  • WOU-Affiliated Reservations - Events cancelled within 14 days of the event will be subject to a 10% charge for facility reservations, any direct set up, take down, staff change and audio/visual support charges (if charges apply).
  • Non-Affiliated Reservations - Same as WOU-Affiliated Reservations above.
  • Building Managers reserve the right to charge any and all groups for last-minute changes to an existing reservation if that change causes significant staff time to move furniture, add audio/visual equipment or other set-up needs. These last minute changes are those requested the day of the event. Minor requests will be accommodated without charge.
• Inclement Weather and Campus closure - In the event that the WOU campus closes due to inclement weather or other reason determined by WOU administration, charges will be dismissed for set-up, take-down, room rentals, etc.

Facility Reservations

Click HERE to make an online reservation request

You do NOT need to log in to make a reservation request. Click on "Request Events" to get things started!

Hamersly Library reservations can be made directly by you by clicking HERE.

For more information or for questions, contact Nancy Lehto at (503) 838-8088 or Kathy Bolen at (503) 838-8656.

Room Rental Rates

The following are the current room rental rates for rooms within the Werner University Center.

Student Organizations & Student Groups

If this reservation is for an event sponsored by a recognized student organization, an event advisement meeting will need to be completed unless it falls under the following categories:

• The request is an information table in the WUC with no sales taking place.
• The event is a regular meeting of the organization.

All other requests go through event advising so that WUC/SLA staff can assist in the success of your event, adheres to campus guidelines, and make sure that the proper people on campus are notified of your event.

For more information about the Event Advisement process, contact Megan Habermann at 838-8659 or Aaron Worley at 838-8514.