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Event Services strives to make every event on campus a success. We encourage all members of the University of Northwestern—St. Paul community and guests to abide by these policies when hosting events to assist us in our efforts.

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titleRoom Reservations


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titleReserving a Space for Your Meeting or Event


Event Services 

Strives to provide an accurate and up-to-date schedule for the University's facilities. We help maintain and operate a scheduling program that tracks the use of nearly every room on campus. Room use must be booked through Event Services. Although a room may appear available, it may be reserved so we ask that campus community members do not utilize empty rooms without first requesting to use them.

To

Staff & faculty to reserve a room for campus related events: 

  •  Complete the Reserve a Room form on
theRock
  • myUNW or email the Campus Event
Coordinator
  • Manager
    at reservearoom@unwsp.edu.
    • Event services will process your request and send a confirmation email with the details of your event. Your event is not confirmed until you receive a confirmation email. 
      • Please review the confirmation email for accuracy. 
    • Please be as detailed as possible in your request. 
    • If there are any scheduling conflicts or concerns, Event Services will connect with the requestor via phone or email. 


University of Northwestern–St. Paul

students

Students are able to utilize space on campus for events, gatherings, and meetings. Student requests must be processed by event services. Please submit requests via Student Requests form.

In addition to the guidelines listed above, students need to follow these additional guidelines: 

  • Student events must be supported by a campus department, club, residential life, student group, or another campus affiliated group. 
  • Students MUST list a faculty or staff member on their request form for approval.
    • All club event submissions will need
adivisor
    • advisor approval and club staff approval.
  • Student events that have outside guests should not be held in the student center. 

If you believe your event could be categorized as a rental or a sponsored event, please read the information on this page, Department Services.




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titleGeneral Policies


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titleGeneral Event Policies & Information

Additional policies and helpful information to know when making your event request (please note: Event Services has the authority to update and change these policies at any time):

  • Event Services assists with event signs, reserved parking, room set up, and audio visual use by collaborating with Facility Services, Public Safety, Grounds Team, and Audio Visual Services. 
    • If your event is in need of any of these services, please list that in your request to events or by directly emailing reservearoom@unwsp.edu, Event Services will communicate with the other departments on your behalf. Separate work orders should not be submitted in relation to events. 
  • All arrangements for serving food on campus must be approved through the Event Services Office to ensure safety, compliance with FDA regulations, and the meeting of contractual obligations with our food service provider, Bon Appétit. For additional information, please read Campus Foodservice Policies.
  • Event Services has a large supply of easels and boards for the campus community to borrow. Easels must be checked out at the events office and returned by the date determined at check out. 
  • Fog machines are only to be used in Knight Performance Hall and should not be used anywhere else on campus. 
    • Fire alarms will sound if a fog machine is used.
  • Whiteboards that do not fit in the elevator should not be moved to different floors. Relocating these whiteboards by stairs is a major safety concern. 
  • Requests made within
three
  • five hours of a scheduled or anticipated start time of a meeting or event, will be considered "late notice." The Event Services Office will do their best to meet all of the requests, but we ask for your understanding if the request cannot be fully met or met at all. 
  • When planning events outside, it is recommended the event host requests a back up date and, or inclement weather location. 



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titleRoom Use Guidelines


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titleRoom Use Guidelines

On campus, we have a variety of different rooms available for reservation. This list does not include every space, but is meant to act as a tool for heavily scheduled spaces. Additionally, these guidelines are subject to change and Event Services may make changes at any time. 

Guidelines to follow when selecting your meeting or event location: 

  • Nazareth Chapel: is primarily used by the Music Department Monday through Thursday during the academic year. Occasionally, alternative chapels and evening campus events can be scheduled. Friday after 3:00 pm, Saturday, and Sunday are largely reserved for
weddings and
  • events that generate revenue
until six weeks from the requested date
  • . The best way to secure chapel use during the week or the weekend is to request the space during the campus calendar process. However, requesting the space at that time does not guarantee use. For more details on the calendar process, please email reservearoom@unwsp.edu. 
  • Nazareth Great Room: is most often used for celebratory gatherings, banquets, dances, conferences, and large meetings. There are no restrictions for priorty use.
  • G210: is primarily used for Student Life meetings. Event Services can schedule meetings in the room, but priority is given to Student Life if they were to need to use the room. Student Life will provide as much notice as possible to Event Services if they need to move a non-Student Life meeting out of the room. 
  • Classrooms: in all of the academic buildings can be scheduled for use. Academic classes have priority. 
    • There are a few speciality classrooms that may be need additonal approval before booking (example: Biology Labs).
  • Ericksen Gym: & Athletic Spaces:  Gym and field use should be requested through athletics. Once athletics has confirmed availability, forward that approval to Event Services so they can officially schedule your event. 
  • Knight Performance Hall: the use of Knight Hall is dependent on a variety of details. When making a request for Knight Hall, please anticipate a slower processing time as there are many factors that need to be considered. 
  • Robertson Student Center Lobby & Classrooms: is mainly used for Residential and Student Life events. Events with off-campus participants should not be hosted in the Student Center during the academic calendar year. When using the lobby, events should be open to all students (example: a club could not host a club-only meeting in the lobby).