STEP 1 - BE PREPARED

• When planning for events well in advance, include funding for special events in budget request for your department of program. To respond to event opportunities not covered in your budget, contact the senior administrator in your area for funding possibilities. Click here for a sample Event Budget and Planning Guide.
• If you're planning to charge admission or require fee payment of any kind, plan to open an Organized Activities Account into which all money collected will be deposited and from which all related bills can be paid. Check with Curt Vehlewald at 314-968-7415, about appropriate procedures.
• Use the St. Louis Campus Calendar of Events as a reference when planning your event. By doing so, you can quickly identify any potential scheduling conflicts or opportunities.
  

STEP 2 - CHOOSING A FACILITY

Once a date has been set and the event is authorized by the appropriate senior administrator, contact the following individuals or departments to reserve space on campus:

University Center

Music Building

Sverdrup Business & Technology Complex

Webster Hall

Alumni House

Webster Village Apartments

Summer Housing Facilities

Limited short-term summer housing for approved groups is available on a first come, first served basis. Contact the Residential Life, Counseling & Life Development office at 314-968-7030 for more information.

Northwest Plaza Campus

Contact Mary Kunde at 314-968-5955 for facilities information.

Downtown Campus

Call Dr. Elizabeth Russell at 314-968-5966 for facilities information.

Community Music School of Webster University

Contact Carl Dettlebach at 314-968-5939 for more information.

STEP 3 - CONFIRM YOUR EVENT

Once space has been reserved with the appropriate office, notify Marianne Kirk, Marketing/Communications Office, 314-968-77463 or fill out a Master Calendar Activity Notice so your event can be included on the St. Louis Campus Calendar of Events.

STEP 4 - EVENT SERVICES

Make arrangements for any of the following needs appropriate for your event by contacting the office or individuals indicated. Your department will be charged for any services beyond those normally provided.

STEP 5 - ADDITIONAL EVENT SERVICES

If the event will require any additional services or time for the items listed below, contact the individual indicated to make special arrangements. Your department will be charged for any services beyond those normally provided.

STEP 6 - WORKING WITH THE MEDIA

For events that may be of interest to the press, contact the media relations coordinator (below) for your program or department area to discuss potential and appropriate media contacts. All press conferences are arranged and all press releases are sent from the Office of University Communications.

Looking for some extra help in organizing your event?