Internal WSU Events

Plan Your Campus Gathering with the Events Office

The Events Office at WSU Vancouver is your dedicated partner in transforming campus event concepts into reality. Whether you are organizing a student club meeting, a professional workshop, or a large-scale university function, our team provides the logistics and infrastructure necessary for success. From reserving the ideal venue to coordinating furniture setups and technical needs, we offer personalized guidance to streamline the planning process for all faculty, staff, and students.

Early coordination is the key to a seamless experience. We encourage organizers to initiate space requests even before finalizing every detail, as early notification allows us to secure your preferred location and provide essential advice on campus policies. By working together well in advance, the Events Office can maximize the resources available to help you create an impactful and well-organized event on the WSU Vancouver campus.

Event Reservation Resources

Stay organized and access the tools you need to manage your campus footprint.

Scheduling InformationReady to book? Use the Event Request Form (25Live) to secure your venue.
Event ResourcesNote: Log in at the top right of the reservation portal.

Questions?

Email: van.scheduler@wsu.edu
Phone: 360-546-9588
Event Request Form : Event Request Form

Best Practices for a Successful Request

  • Filter by Headcount: Use accurate attendance estimates to find appropriate room sizes.
  • Detailed Descriptions: Include a clear summary of your event activities.
  • Buffer Time: Remember to add time for both setup and cleanup in your request.
  • Recurring Needs: Use the repeating pattern feature for meetings that happen regularly.
  • Budget Numbers: A valid budget number is required for all reservations, including no-cost rentals.

Booking Requirements and Timelines

Scheduling requests are processed through 25Live on a first-come, first-served basis. Please note the following mandatory lead times to ensure your request is reviewed:

Advanced Notice Required

  • 21 Business Days: Required for Firstenburg Student Commons and Dengerink Administration Building (Rooms 110 and 129).
  • 10 Business Days: Required for general-use classrooms, computer labs, and tabling locations.

Special Considerations

Events that are open to the public or involve alcohol service require extra oversight and approval from the vice chancellor for finance and operations. High-risk factors—such as large attendance, outdoor cooking, or public advertisements—may extend the processing period.

Business days are defined as Monday through Friday, 8 a.m. to 5 p.m. Your reservation is only finalized once the Events Office issues an official email confirmation with a specific reservation number. Until that confirmation is received, the space is not secured.