Your first step is to identify your event as either Sponsored, Co-Sponsored or Hosted by the University. In doing so, you can quickly gain approval for the event, identify up-front costs, and determine the staff time investment needed for implementation. Keep in mind that because Webster University does not have a centralized conference office or event planning staff, individuals or groups must arrange for their own event facilities and services. To assist you, this Web site provides links to the resources you'll need to plan a successful and special event.

EVENT CATEGORIES

SPONSORED & CO-SPONSORED BY WEBSTER UNIVERSITY

Purpose - Sponsored and Co-Sponsored Events help accomplish goals of individual departments, gain recognition for the University and/ or expand the University's external outreach by combining resources with other organizations to achieve mutually beneficial results.
Audience - The Webster University community, outside guests and/or the general public.
Examples - Media students internship fair; student organization speakers and workshops; student socials; Alumni Weekend; donor events; Admissions Open House; major speaker series; RCGA Business After Hours; Business Ethics Symposium with Eden Seminary; Olympic Festival.
Organized and implemented by - One or more academic or administrative departments, or student organizations. The Office of University Communications is available for planning guidance and assistance in promotion, as well as event implementation as determined on a case by case basis.
Authorized by - Members of the Administrative Council, senior administrator for the department(s), or faculty advisor for student group.
Costs - Building rental charges waived. All other related costs shared with outside organization(s) and involved departments. Contact Curt Vehlewald, 314-968-7415, in the Business Office to determine whether an Organized Activities budget should be established and about most appropriate budget method to split income (if any) and expenses with an external organization.

Student Events - Do you represent a student group/organization interested in planning an event at Webster? Click here for more information or contact the Director of the University Center, 314-968-7105.
Extended Campus Events - Extended Campuses planning a special event should consult with Academic Affairs/Extended Campus Administration throughout the planning process. For additional help, check out the on line Planning Forms, especially the Event Planning Checklist for Extended Campuses.

HOSTED BY WEBSTER UNIVERSITY

Purpose - Hosted Events accommodate the professional organizations or interests of Webster University employees, with the intended result of strengthening the University's affiliations with groups whose work is related to the University.
Audience - Members of professional organizations related to Webster University and invited guests/participants.
Examples - The Women’s Institute for Peace and Freedom conference hosted by the International Human Rights program.
Organized and implemented by - An external group in coordination with a Webster University employee/host.
Authorized by - The senior administrator of the employee/host.
Costs - Building rental charges are waived. All other related costs are paid by the external organization or the associated department. Contact Curt Vehlewald, 314-968-7415, in the Business Office to determine whether an Organized Activities budget should be established and about most appropriate budget method to split income (if any) and expenses with an external organization.

Why the distinction beetween Sponsored/Co-sponsored Events and a Hosted Event? - Although the distinction is subtle, the emphasis is placed on degrees of University involvement. A Sponsored event is fully concieved and executed by a Webster University entity acting on behalf of the University and its programs - whether a student organization, department, extended campus or employee. Co-sponsored events involve at least one group external to the University, but the event execution is almost entirely in the hands of the University employee/department. Because of the high level of involvement by the University, facilities and service charges are minimized for Sponsored/Co-sponsored events.

Hosted events, on the other hand, allow an external group some monetary discounts on University facilities through a legitimate association with a University department/employee host. Although the external group host(s) are actively involved in the execution of Hosted events, the Hosting employee/department serves as the point of contact for the external group and is ultimately responsible for the successful implementation of the event.

WEBSTER UNIVERSITY ALUMNI EVENTS

Are you an alumnus/a of Webster University, interested in getting together with fellow classmates or planning a private event on campus? Click here to request help in planning an alumni event or click here for information about utilizing campus facilities for a private event.

If your group doesn't fall under any of these categories, check out more information on external group event planning. Or, if you're a Webster University employee interested in utilizing campus facilities for a private event, click here.

Ready to dive into the details of planning your event?

Click here for the next step - a list of who to call on campus to reserve facilities and equipment.