Event Planning Resources

 

Students, faculty and staff should follow the steps outlined below to plan events on the W&L Campus.

1. CHECK FOR CONFLICTS

1. Master Calendar
2. Long-Range Planning Calendar

2. RESERVE A LOCATION

Room Capacities

John W. Elrod Commons

1. Arcade
2. Atrium
3. Chavis Boardroom
4. Cohen Amphitheatre
5. Living Room
6. Marketplace
7. Multicultural Resource Room
8. Outing Club Resource Room
9. Room 345
10. Stackhouse Theater
11. Volunteer Resource Room
12. Womens Resource Room

The Lenfest Center/Wilson Hall

1. Concert Hall
2. Johnson Theater
3. Keller Theater
4. Stan Kamen Gallery
5. Staniar Gallery

Leyburn Library

1. Leyburn M47
2. Leyburn Main Floor
3. Northen Auditorium
4. Writing Center - Leyburn Library

Sydney Lewis Hall

Academic Spaces

Athletic Spaces

1. Doremus Gymnasium
2. Warner Center

Banquet Spaces

1. Alumni House
2. Castle House Lawn
3. Evans Hall
4. Marketplace
5. Mason Taylor New Room
6. Science Center Great Hall

Guest Housing

1. Castle House
2. Morris House

Large Meeting Spaces

1. Chavis Boardroom
2. Commons Room 345
3. Leyburn M47
4. Leyburn Main Floor
5. Mason Taylor New Room
6. Northen Auditorium
7. Stackhouse Theater
8. Writing Center - Leyburn Library

Outdoor Spaces

1. Cannan Green
2. Castle House Lawn
3. Cohen Amphitheater
4. Commons Arcade
5. The Dell
6. Law School Lawn
7. Liberty Hall Ruins
8. Red Square Courtyard
9. Stemmons Plaza

Performance/Speaker Spaces

1. Stackhouse Theater
2. Cohen Amphitheater
3. Lee Chapel
4. Leyburn M47
5. Northen Auditorium
6. W&L Pavilion

Other Spaces

1. Gaines Gatehouse
2. Science Center Great Hall and classrooms
3. W&L Pavilion

3. COMPLETE REQUIRED FORMS/REQUEST SERVICES

1. Student Event Registration and Use Form (Required for all student events anywhere on campus. This form also doubles as the venue reservation form for the W&L Pavilion, Liberty Hall Ruins, Marketplace, Cannan Green, Cohen Amphitheatre and the Dell.)
2. Non-Student Event Registration and Use Form
3. Clarification of Alcohol Guidelines
4. Alcohol Policies (Question and answer regarding W&L's alcohol policy at school events)
5. Facilities Management Services (Requests for tables, chairs, power hook-ups, post-event clean-up services, etc.)
6. Swipe-Card Machine Request
7. Catering Services
8. Public Safety Office (Event Security)

4. PUBLICIZE YOUR EVENT

1. Submit to Calendar and Campus Notices: login, create and submit your event and notice.
2. Notify Campus and Local Media (for events open to the public only)
3. Create Posters/Fliers: Contact Cindy Lawson in the Publications Office for more information.