
| Home | Who to Call for External Groups | Planning Forms |
| Who to Call for Internal Groups | Policy Statements | |
| Master Calendar Activity Notice Form | Fees |
Event Planning Checklist for University Departments
Event Planning Checklist for Extended Campuses
STEP 1 - BE PREPARED
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| Location | Seating Capacity without tables | To Reserve: |
| Commons | information fairs, booths and after-hours events |
www.webster.edu/uc |
| Conference Room | 17; conference table format only |
www.webster.edu/uc |
| Grant Gymnasium | Bleachers - 800 Theatre Style - 800-1200 |
www.webster.edu/uc |
| Presentation Room | 15-45 | www.webster.edu/uc |
| Quad (outdoors) | 300 + | www.webster.edu/uc |
| Sunnen Lounge | 50-125 | www.webster.edu/uc |
| Location | Seating Capacity | To Reserve, Call: |
| Recital Hall | 70 | Jean Huber, 314-961-2660 ext. 7032 |
| Location | Seating Capacity | To Reserve, Call: |
| Room 101 | 77 | Samantha Davis, 314-968-5951 |
| Room 123 | 71 | Samantha Davis, 314-968-5951 |
| Location | Seating Capacity |
To Reserve, Call: |
| Stage III Auditorium | 50 | Lisa Tourette, 314-246-7505 |
| Marletto's Marketplace | 150-200 | Cheri Hicks, 314-968-6902 |
| Moore Auditorium | 250 | Lisa Tourette, 314-246-7505 |
| Executive Conference Room | 20-25 | Carol Cornwell, 314-968-6915 |
| Location | Seating Capacity | To Reserve, Call: |
| Living/Dining area | approx. 50 | Gayle Faucett, 314-968-7149 |
| Location | Seating Capacity | To Reserve, Call: |
| Clubhouse | 50 | Holland Saltsman, 314-968-5923 |
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.
Contact Mary Kunde at 314-968-5955 for facilities information.
Call Dean Leftridge at 314-968-5966 for facilities information.
Contact Carl Dettlebach at 314-968-5939 for more information.
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.
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.
| Additional Services Requested | Contact | Phone |
| Audio-visual equipment /services
Note: University Center has some A/V equipment. |
Contact Facility Coordinator for details | 314-968-6967 |
| Food/beverage
Organizers of events are encouraged to use the Universitys food service unless Sodexho is unable to meet their needs. Note: All alcoholic beverages must be dispensed by a licensed caterer. |
Cheri Hicks, Sodexho Catering |
314-968-6902 |
| Rental of tables, chairs, dishes, glassware, etc. | Jim Ward, Facilities Operations |
314-968-6904 |
| Promotional Flyers/Invitations | University Communications | 314-961-2660, ext. 7602 |
| Flowers/decorations | organizer's choice | |
| Photographer | Claudia Burris or Karen Burch, University Communications |
314-961-2660, ext. 6958
314-961-2660, ext. 7760 |
| Placement of location and parking signs | Debbie West, Public Safety | 314-961-2660, ext. 8021 |
| Speakers/entertainment
Note: for major speakers or events that are open to the public |
University Communications | 314-968-5986 |
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.
| Additional Services Requested | Contact | Phone |
| Additional or special requests for housekeeping | Facilities Operations | 314-968-6904 |
| Additional trash removal | Facilities Operations | 314-968-6904 |
| Maintenance department personnel | Facilities Operations | 314-968-6904 |
| Special electrical needs | Facilities Operations | 314-968-6904 |
| Special parking requests | Public Safety | 314-968-7430 |
| Additional security | Public Safety | 314-968-7430 |
STEP 6 - WORKING WITH THE MEDIAFor 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.
| Department/Program Area | Media Relations Coordinator |
Phone |
| College of Fine Arts | Barb Ehnes | 314-968-7174 |
| College of Arts and Sciences | Christine Wells | 314-968-5976 |
| School of Business and Technology | Polly Burtch | 314-968-6954 |
| School of Communications | Christine Wells | 314-968-5976 |
| School of Education | Barb Ehnes | 314-968-7174 |
| International Programs | Barb Ehnes | 314-968-7174 |
| Institution-wide | Polly Burtch | 314-968-6954 |
| Extended Campuses | Christine Wells | 314-968-5976 |