Facilities use scheduling procedures

The ins and outs of scheduling space at WSU Vancouver

Facilities Use Guidelines

  • Internal and external events will be scheduled by the event coordinator in Facilities Operations. Requests will be processed on a first-come, first-served basis. Requests for events beyond the current term may not be confirmed until the 10th day of the term in which the event happens. Contact the event coordinator as early as possible to help ensure a successful event.
  • To request space, go to 25Live Pro.
  • All academic classes and labs are scheduled by the WSU Vancouver Registrar’s Office.
  • A person or group making a request has the right to appeal any decision to the chancellor or his/her designee.
  • Spaces requested for weekends and off hours will be routinely scheduled in the Library and Multimedia Classroom Buildings in an effort to reduce energy consumption. Special permission from the requestor’s director and the facilities operations director is required for use of spaces in other buildings during these times.
  • Groups are requested to comply with classroom etiquette by resetting classrooms back to their standard setup shown on diagrams posted in each room. This does not apply if arrangements have been made with the Events Office to complete your event setup.
  • Reoccurring space requests may be limited to provide equitable usage for all.

Event scheduling priority

  1. All WSU Vancouver academic classes
  2. Academic classes offered by approved partnering institutions
  3. Institutional support to enhance operations of WSU Vancouver
  4. Internal events
  5. WSU-affiliated events not sponsored by a WSU Vancouver department
  6. Non-WSU-affiliated, nonprofit educational events
  7. Non-WSU events that meet the education mission

Words and roles to know

Terms Definitions
Event coordinator WSU Vancouver’s point of contact for all events. Provides event scheduling and guidance.
Requestor Person who requests the event and is the contact person for the event. Requestor and sponsor may be the same person.
Sponsor WSU Vancouver faculty or staff member in charge of an event.
Internal events WSU Vancouver events sponsored by faculty, staff, student clubs and departments.
External events WSU-affiliated events not sponsored by WSU Vancouver or
non-WSU-affiliated, nonprofit education events.

Responsibilities of event requestor and sponsor

  • Will contact the event coordinator to make arrangements for room setups, any changes in event schedules and questions regarding facilities use.
  • Is responsible for understanding and complying with the WSU Vancouver Facilities Use Policy and Procedures and all university rules and regulations, particularly in the area of safety.
  • Must be present for the entire event and handle any issues that come up during the event.
  • Is required to make all arrangements for the event, including external vendors; and contacting all departments involved, including but not limited to IT/AV, Dining Services, Parking Services, Public Safety, Alumni and Development, and Marketing and Communications.
  • Must adhere to cash-handling policies and procedures established by the Office of Finance and Operations.
  • Is fiscally responsible for all related charges such as catering, rentals, additional security, speaker fees, property damage, etc.
  • Will be charged for any damage to the building or grounds beyond normal wear and tear.
  • Will ensure there is adequate lighting in the room, nothing is attached to doors or walls and that banners are hung in accordance with the Facilities Use Policy and Fire Code compliance.

Event scheduling process

Internal WSU Vancouver events

  1. Requestor reviews 25Live Pro to determine space availability for preferred and alternate dates and times.
  2. Requestor submits a space request in 25Live Pro.
  3. If space is available—in current term—it is reserved.
  4. If space is not available in the current term or if scheduling an event for a future term, request is sent for administrative approval.
  5. Once administration approves/denies request, the event coordinator notifies the requestor.
  6. From this point on, the requestor is the first line of contact for the event.

External/WSU System Events

  1. Requestor contacts event coordinator to determine space availability for preferred and alternate dates and times.
  2. Requestor submits an Event Space Request form.
  3. The event coordinator submits the request for administrative approval.
  4. Once administration approves/denies request, the event coordinator notifies the requestor.
  5. From this point on, the requestor is the first line of contact for the event.