If you are a student organization representative, find more event planning info here.

 

Getting Started | Determine the preliminary event details

  • What is the event? What will you call it?

  • Why are you holding the event (think of purpose)?

  • When are you holding the event? Date and time?

    • Make sure it doesn’t conflict with important campus dates! Important academic dates are listed here. Campus events can be found here.

    • Consider religious observances as well.

  • Who are you trying to attract to the event? Students, faculty, staff, external community members? How many people do you expect?

    • Note that the number of people you invite from off campus may determine whether you need to fulfill other requirements including a room rental fee, insurance, etc.

    • The attendance number will affect any set up and location you choose.

  • Where would you like to hold the event?

    • Having a backup location is a good idea, especially if you are planning an outdoor event.

Determine a Budget

  • How much money do you have to spend on the event?

  • Come up with an estimate of event costs. Review the services your event will require. Some examples include:

    • Do you need food?

    • Will you require after hours support?

    • Will you need any sound or technological equipment?

    • Will your attendance be high enough to require staffing by WSU PD?

    • If the event is outdoors, will you need trash service?

    • What kind décor will you need for the event?

Request a Date, Location, and Additional University Services

View available spaces on campus.

  • The set up and services required (food, A/V, etc.) may limit the spaces that will work for your event.

  • UEMS is happy to assist in the selection of a location. Contact us at myevent@wichita.edu.

Request additional services required for your event through our request space form. These may include:

  • Facility Services (room setup including tables and chairs)

  • Campus Media Services (polycom, videographer, technical assistance, etc.)

  • If you plan on contracting with an external vendor, please contact the UEMS directly. All vendors must be on the University approved vendor list. This includes tent rental, stage rental, audio/visual equipment rental, etc.

If you event needs food, arrange catering through University Dining Services Catering (Chartwells) or an approved caterer.

Certain events may require a facility, safety and fire inspections, insurance, and other documentation. Please see the Scheduling Policy or contact UEMS for more information.

 

Finalize Your Event Details

  • Confirm attendance numbers with catering and UEMS.

  • Select a final menu with catering.

  • Ensure that you know how to use the technology in the room.

  • Make sure you have submitted any insurance requirements or inspection documentation to UEMS.

Set-up for Events

UEMS can arrange the setup for events scheduled through our office. Our office provides tables, chairs, and other general equipment. We will also make arrangements for customers on their behalf for other equipment or services such as AV equipment. Please allow at least three business days for most requests. Other service providers may require greater advance notice.

GENERAL EVENT EQUIPMENT

  • Tables: 3-foot rounds, 5-foot rounds, 6-foot rectangles, 8-foot rectangles, highboy tables

  • Chairs

  • Trash cans

  • Podium

If you have questions about event set-ups or equipment, please contact us.

 

Event Cancellation Procedures

To cancel an event, contact the UEMS by phone and email. You will receive a follow-up cancellation notification by an email. If you fail to properly notify UEMS about a cancellation, you will be responsible for any fees related to the event.

If any food was ordered through WSU Dining Services, please also contact them directly to cancel the order.

In case of exceptional circumstances when the University officially closes due to an emergency situation, such as a natural disaster or major power outage, all scheduled events will be automatically cancelled. If the University must cancel classes (or has a delayed opening/early closing) due to inclement weather, there are several ways to check if any events have been cancelled:

Shocker Alert System
24-hour Activity Line/Weather and Class Status at 36-978-6633, option 2
Campus Cable
Events Calendar