home > off-campus groups > requesting space/equipment

Your event can be scheduled in a variety of venues on campus. Check here for the list of rooms you can request. Check View Rooms for photos, room dimensions and layouts.

Please make an appointment with us to review your request and bring completed forms to the meeting. This will assure you that all your needs are being met and that we have all the necessary information to make your event a success. Call 346-6000 to make an appointment.

Check here or call our office [541-346-6000] to check spaces/date availability.

Make your request as soon as you know your event is happening. Rooms and equipment are reserved on a first come basis. Your event can be scheduled up to one year in advance.

See Deadlines for details.

Your group will be charged for Room Rental, Event Services and equipment expenses necessary to facilitate your event. See Rates for details.

Event Reservation Request [pdf]
Room & Event Services Request [pdf]

Outdoor Space Request [pdf]
If you are requesting the Amphitheater, East Lawn or other outdoor space on campus.

Amplified Sound Request [pdf]
If you want to have amplified sound in the Amphitheater or on the East Lawn.

Candle Approval Request [pdf]
If you want to have candles at your event.

Alcohol
All alcohol on campus must be provided and served by UO Catering at 346-4303.

Amplified Sound
The use of amplified sound in an outdoor space will be approved on an individual basis so that it does not disrupt or interfere with classes. An Amplified Sound Request is required.

Candles/Smoke Machines
Candles with enclosed flames are permitted with prior approval. Please contact Scheduling & Event Services for more information.

Classrooms
Off campus groups are charged rental for use of a classroom. Your group may be charged for a classroom custodian if clean up requires more than normal custodial services.

Confetti
Rice, bird seed, or confetti may not be thrown in or outside of the buildings. Rose petals are biodegradable and may be used outside.

Decorations
Decorations and posters may not be taped or tacked to the walls or furniture. Folding partitions, easles, or standards may be requested in advance for posting purposes and may incur additional labor charges.

Event Security
Certain events require security. This will be determined on an individual basis by the UO Scheduling & Event Services Director. Security costs are the responsibility of the sponsoring group.

Event Services Staff
Event Services Staff is require: for the delivery, setup, operation, takedown, and pickup of complex equipment or systems for larger functions held in the EMU, and for functions held in the Amphitheater, Ballroom, East Lawn, Fishbowl, Fountain Court, Gerlinger Alumni Lounge and South Dining Room.

Extended Building/Holiday Hours
Events requiring multiple areas in the EMU to be open beyond normal operating hours or on a legal holiday will be charged $40.00 per hour for extended hours; $100.00 per hour for holidays.

Fishbowl, Fountain Court and South Dining Room
These spaces are available only on Friday/Saturday from 5pm-2am. Additional charges apply for events ending after the building closes. See Extended/Holiday Building Hours Rates for details.

Food
UO Catering will work with you to meet your food and beverage needs for campus events [with the exception of Cultural Dinners]. On rare occasions, outside catering may be used. UO Catering must approve this exception and a Catering Waiver Letter of Agreement is required.

Gerlinger Alumni Lounge
Due to the antique furnishings in the Gerlinger Lounge, no dancing is permitted. Large furniture, including the piano and rugs, cannot be moved.

Your group is responsible for removing personal items and straightening up Gerlinger Lounge after your event. You should plan on from 15 to 30 minutes for this.

Guest Cards Campus Cash debit cards, which can be used at various locations on campus, are available for guests visiting the university. Contact our office for more details.

Group Liability
Groups are required to obtain liaibility insurance prior to having an event on the UO campus.

Outdoor Space
Requests for the use of outdoor space will be handled on an individual basis and are subject to restrictions necessary to prevent conflict with previously scheduled classes and events/meetings in the EMU. An Outdoor Space Request is required.

Parking
Monday through Saturday, parking on campus is assinged or metered and enforced 7am to 6pm. The 36-space parking lot across from Gerlinger Lounge and behind the EMU may be reserved for special events.

Room Capacity
Fire Code restrictions require that room capacities are not exceeded, that room setups have aisles and that there is no obstruction of exits, stairways or aisles.

Weddings and Other Special Events
The EMU Ballroom, Gerlinger Lounge, and some outdoor areas are available for weddings, wedding receptions, and other special events. During the academic year, reservations may only be accepted three months in advance of the event date. This is to insure that the university functions are accommodated. After spring commencement in June and prior to new student week in September, tentative reservations are taken up to one year in advance of the actual date. Other EMU rooms and classrooms are available as well for conferences, meetings, and other special events.

[this page last modified February 11 2004 03:17:35 PM]