Washington and Lee University

Washington and Lee University

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. Student Activities Calendar
  3. Public Events Calendar
  4. 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 Resouce Room

The Lenfest Center/Wilson Hall

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

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 (click on Evans Catering and contact Event Planning Manager)
  4. Marketplace
  5. Mason Taylor New Room
  6. Science Center Great Hall
  7. Skylark Farm

Guest Housing

  1. Castle House
  2. Morris House
  3. Skylark Farm

Large Meeting Spaces

  1. Chavis Boardroom
  2. Commons Room 345
  3. Mason Taylor New Room
  4. Northen Auditorium
  5. Stackhouse Theater

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. Skylark Farm
  10. Stemmons Plaza

Performance/Speaker Spaces

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

Other Spaces

  1. Gaines Gatehouse
  2. International House Basement
  3. Science Center Great Hall and classrooms
  4. 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 Campus Calendar(s): Student Activities and/or School Events
  2. Notify Campus and Local Media (for events open to the public only)
  3. Post a Campus Notice
  4. Create Posters/Fliers: Contact Cindy Lawson in the Publications Office for more information.

Resources For: