Frequently Asked Questions

Q:  What if I am holding an event and want to reserve parking?
A:  Go to the Department of Public Safety web site.

Q:  What if I want to post flyers to advertise my event or for any other reason?
A:  Flyers may not be posted on any window, door, wall, or column in any building on campus.  Departments and Student Organizations can arrange for ground stakes or banner space through the UO Scheduling Office.

Q:  What if I am interested in commercial or charitable solicitation and commercial transactions (vending on campus including distribution of information and sale of merchandise)?
A:  Fill out a Solicitation and Commercial Transaction contract on-line.

Q:  What if the hours of the event I wish to hold run past normal EMU operating hours?
A:  Extended Building Hours charges will apply.

Q:  What if my event requires equipment that I don't have?
A:  Let the UO Scheduling Office know what your requirements are when you schedule your room.  If we do not have the equipment you need we recommend alternatives to you.  Charges will apply for the rental of most equipment.

Q:  What if I wish to collect money or sell tickets for my event?
A:  Complete a Fundraising Request Form and Ticket Order Sales Agreement Form and bring them to UO Scheduling.  Upon approval, advance tickets are printed and sold by the UO Ticket Office or an Event Cashier will be provided to sell roll tickets or collect donations at the door.  Service charges will be assessed to the sponsor.  Student organizations must submit their Fundraising Request Form no later than 15 days prior to the event.

Q:  What if I wish to use outdoor space?
A:  Use of outdoor space is restricted and requests will be handled on a case by case basis by UO Scheduling. 

Q:  What if I am holding an outdoor event that required amplified sound?
A:   Please fill out the Amplified Sound request and read the policies regarding amplified sound that are attached to form.

Q:  Can I use candles for my event?
A:  You must fill out a Candle Approval form and then bring it with a sample candle and holder to the UO Scheduling Office for approval.  These must be submitted no less than 10 days prior to the event.

Q:  How far in advance can I book a reservation?
A:   Events may be scheduled up to eleven months in advance.  For off campus users, scheduling is subject to availability to ensure that university functions are accommodated.

Q:  Can we bring our own food?
A:   All refreshments for events on campus must be provided in accordance with the UO Catering Policy contact UO Catering at (541) 346-4303 for additional information.   This policy includes any event where alcohol will be served.

Q:  My band wishes to perform on campus.  How do I arrange a venue?
A:   Call the Cultural Forum at (541) 346-4373 and they will assist you in arranging a concert.

Q:  Do government or non-profit organizations get a discount on rental or services?
A:   These organizations are charged the normal off-campus rates.

Q:  As a university employee associated with an off-campus organization may I get a discount for that organization?
A:   No, off-campus organizations are charged the off-campus rates.

Q:  Do U of O alumni receive a discount for the use of space?
A:   No, off-campus organizations/individuals are charged the off-campus rates.

Q:  What spaces are available on campus for weddings?
A:   The Gerlinger Alumni Lounge and the EMU Ballroom are ideal venues for weddings and receptions.  Certain outdoor spaces may also be used with special approval from the UO Scheduling Office.

Q:  Where can I get information on events happening on campus?
A:   Please see the EMU Calendar of Events link.

Q:  As a representative of a student organization, how and when may I schedule facilities for our weekly meetings?
A:   Authorized student group representatives must come in to the UO Scheduling Office to schedule any event.  Weekly meetings for any term may be scheduled starting dead week of the previous term.

Q:  How can I schedule a classroom or other UO facility for my non-academic event?
A:   Contact the UO Scheduling Office by phone 346-6000, by email, or stop by our office Monday-Friday, 8am-5pm.