Reservations
To reserve a space on campus for a WOU event that is not an academic class, please review the following sections and then go to Ad Astra from your WOU portal and submit a campus event request form.
For questions, please reach out to reservations@wou.edu
Policies
General Policies
Alcohol Policies
Catering Policies
Campus Staff and General Public:
Campus Organizations and Clubs:
Specific Room Policies
Event Planning Toolkit
Event Planning toolkit for student organizations:
https://dev.wou.edu/student-engagement/event-planning-toolkit/
Conference and Event Services
If you are planning to host a conference on campus, you must start by contacting our Conference and Event Services office to learn more about policies and processes for doing so.
Additional Costs
Please be sure to check out the room rates and standard setups (and setup costs) in the WUC.
Astra Guideline to Campus Event Request
Please submit an Ad Astra room request by following the steps below:
- On your portal page, there is an orange icon by your email button for ASTRA that will take you to a login screen. Once there, use your portal login to enter the program.
- From the home page, you should see “To request an event, please click here.”
- Here you will find a drop-down menu where you can select Hamersly Library Request for all requests in the library, Rice Auditorium for all rice auditorium requests, or campus event request for all other spaces on campus.
- Once you select one of the three options, you will be directed to a page where you fill out all the boxes marked with *
- Once completed, click add a meeting. There is an option for a single meeting, recurring meeting, or multiple meetings. You are more than welcome to enter the events one by one if that is what is easiest for you but it will be quicker to use the recurring and/or multiple meeting features.
- Once all meeting days and times are submitted, on the right side of the box, please click assign a room to pick the spaces that you would like to use on campus (for Willamette room requests please contact reservations@mail.wou.edu) Once this is done, you can submit your form.
Please email reservations@wou.edu if you have any additional questions or are having trouble filling out this form.
Room Configurations & Capacities
First Floor Map
Second Floor Map
Photo displays the standard room setup.
Calapooia Room
First Floor, WUC
Zoom capable conference room with camera at the back of the room and ceiling mics to pick up discussion within the room. This space also includes 2 microphones, one wireless and one lapel.
Configurations & Capacities
Banquet (capacity: 32) | Classroom (capacity: 24) | Hollow Square (capacity 24) | Theater/Lecture (capacity 49)
Photo displays the standard room setup.
Columbia Room
First Floor, WUC
This room can be split into two conference rooms. Video conferencing is available in this space, with ceiling mics. The room has a sound board with 12 channels. The standard setup comes with up to two wireless microphones. An AV tech is required for any additional sound requests.
Configurations & Capacities
Banquet (capacity 120) | Classroom (capacity: 60) | Hollow Square (capacity: 40) | Theater/Lecture (capacity: 100)
Photo displays the standard room setup.
Little D Room
First Floor, WUC
This space is now set up as our Wellness / Meditation as room. You can access this room without a reservation as it remains unlocked during business hours. This space is first come first served.
Photo displays the standard room setup.
Lobby and Tabling Spaces
Second Floor, WUC
Our tabling spaces come with a six foot table and seating for two. If you’d like additional seating, an easel, extension cord or anything else, please request with your reservation.
Photo displays the standard room setup.
Metolius Room
Second Floor, WUC
This conference room is zoom capable with the camera placement at the top of the monitor screen.
Photo displays the standard room setup.
Ochoco Room
First Floor, WUC
Smaller conference room. A microphone can be added to this space upon request.
Configurations & Capacities
Banquet (capacity: 18) | Classroom (capacity: 12) | Hollow Square (capacity: 20) | Theater/Lecture (capacity: 30)
Photo displays the standard room setup.
Pacific Room
First Floor, WUC
Dual screen ceiling projectors operable from the front or back of the room, There is also a center screen with portable projector. This room also features a disco ball, stage lighting (on stage or in front of the stage). This space requires an AV tech for all events that include sound, lighting or projection. An exception is made if you only need 1-2 microphones and will not need to adjust the volume.
Configurations & Capacities
Banquet (capacity: 288) | Classroom (capacity: 162) | Dance | Lecture (capacity: 565) | Vendors (capacity: 43 6-foot tables)
Photo displays the standard room setup.
Plaza Spaces
Outside Second Floor, WUC
A standard setup on the plaza will include a popup tent, six foot table, and two chairs. Other resources available upon request would be a portable speaker, microphone, extension cords, trash cans, etc.
Photo displays the standard room setup.
Rogue Room
First Floor, WUC
This room is zoom capable with camera placement at the bottom of the monitor screen.
Photo displays the standard room setup.
Santiam Room
First Floor, WUC
The Santiam room can be split into two small conference rooms. This space comes with a built in sound system, projector and a wireless microphone.
Configurations & Capacities
Banquet (capacity: 35) | Classroom (capacity: 35) | Lecture (capacity: 50) | U-Shape (capacity: 25)
Photo displays the standard room setup.
Summit Room
Second Floor, WUC
This space is an open lounge space. A portable, multi-channel, sound board is available for this space. The furniture in this space is adjustable, with the exception of the pool table. Please note that there are no doors to close this space off.
Photo displays the standard room setup.
Willamette Room
Second Floor, WUC
Willamette room is meant to be used for student clubs and organization events and is limited to reservations focusing on student activities. With a multi-channel soundboard, projector, sound system, tall windows overlooking the Grove, along with cozy furniture, this room is the ideal space for a fun club event.
Configurations & Capacities
Banquet (capacity: 75) | Classroom (capacity: 60) | Hollow Square (capacity: 42) | Lecture (capacity: 82) | Theater (capacity: 28 soft chairs)
Meet the Reservations Staff
Sarah Lockwood
Facilities Scheduling Manager
I have been at WOU and with Student Engagement for five years now. I enjoy working with faculty, admin, staff and students from all over campus. As a WOU alum, I always hoped I’d be able to be back on campus in some capacity! In addition to working full time here, I am currently enrolled in the Masters of Arts in Organizational Leadership at WOU and have been enjoying being a student again.
Britain Schneider
Facilities Scheduling Assistant
I am a third year here at WOU and have enjoyed my time immensely so far. I am an Elementary Education Major and Honors Student and have plans to graduate Fall 2023. Teaching children is my passion and I have loved being able to learn new skills as a student and in my position as a Facilities Scheduling Assistant.
Cheyanne Ortiz
Facilities Scheduling Assistant
My name is Cheyanne Ortiz and I am a sophomore here at WOU. I work as a Facilities Scheduling Assistant as well as a Student Building Manager in the Student Engagement office. I love Western because of the awesome people who make going here worth it and the opportunities WOU has to offer. I deeply enjoy being a part of a staff team that works so hard to encourage inclusivity and kindness
Sydney Martin
Facilities Scheduling Assistant
My name is Sydney Martin and I transferred to Western Oregon University in 2022. I am a Public Health major here at WOU and I am very honored to be a Facilities Scheduling Assistant. I love Western Oregon because of the people that are a part of it, the inclusive environment, and the wide variety of opportunities this campus has to offer.
Brieanna Howard
Facilities Scheduling Assistant
I am a first generation college student who attended Upward Bound Summer Academy for three years here at WOU. I am majoring in English Studies with a concentration in Writing. I plan to graduate with the class of 2025. I enjoy doing crafts and helping decorate which you can see if you stop by the Student Engagement offices in the WUC.
