Reserving A Space for Your Event

Visit the Conferences, Events & Scheduling page to look at reservable spaces and request a reservation. Complete the Event Meeting Space Reservation Form or email reservation@whitman.edu to inquire about reserving a space (or to find out which spaces may be available for your event).

The Events & Conferences team work closely with Classroom and Event Technology (CET), ASWC Sound & Lights, Cordiner Hall staff, Facilities and Custodial staff, Bon Appetit Catering, and Security - they are your greatest resource on campus to ensure the smooth running of events.

Inclement Weather - if you are planning an outdoor event, the Events & Conferences team will also work with you on reserving an additional indoor space, in case of inclement weather (cold, wind, heat), and Bon Appetit Catering staff will work with you on a plan to “flip” food service in the instance that your event is required to pivot from outdoor to indoor.

Requesting Technical Support for Your Event

Classroom and Event Technoloy (CET) provide technical and multi-media support for events, including live-streaming and/or recording events. You will need to provide an Event Support Request via the link below. CET have specific fees and policies pertaining to their services, which can also be reviewed therein:

• Classroom & Event Technology

• CET Event Support Request Form

• Recording Consent & Copyright Release Form

• Streaming Services

ASWC Sound & Lights is student-run and provides support in Reid Campus Center and Cordiner Hall for student events.

Cordiner Hall is the largest auditorium on campus (capacity 1,384), and is overseen by Stage Technician Connor Anderson (andersct@whitman.edu). You can inquire as to the availability of this space, by reaching out to Conferences and Event Services (CES), as a first step.

There are other spaces on campus (The Baker Center, the foyer of the Harper Joy Theatre), where we have hosted events and need to provide a PA system (our Division currently owns two portable PA systems).

Spaces, Capacity, and Tech Specs - Knowledge Hub is a campus resource that provides additional information and can be a highly useful tool when event planning. Here are a few Knowledge Hub links to campus spaces, with images, A/V details, and capacity numbers:

• Hall of Science 100 (Brattain Auditorium)

• Hunter 212 - Kimball Theatre - not an accessible space

• Maxey Auditorium

• Maxey W42

• Memorial 324

• Memorial 331

• Olin Auditorium

• Reid Campus Center, Room GO2

Campus Support Partners for Your Events

Catering - Whitman College partners with third party vendor Bon Appetit for all on-campus and off-campus catering. The first step is to create a Catertrax Account, where you can view catering menus and place an order (you will need a GL code to do so - the object code for Bon Appetit Catering is Events 5742).

• Bon Appetit Catertrax

Marketing & Promotion - There are various ways to advertise your event to the campus community and beyond. Here’s a Quick Look Guide to Marketing & Promoting Your Event.

Print Materials & Radio Ads - Communications have a Whitman College Event Poster and Advertising Request Form should you need assistance designing and printing posters for campus circulation.

Safety, Security & Access - It is always a good idea to let Security know when you will be hosting an event that is open to the larger community and actively being promoted via radio and print to these constituents (i.e. Walla Walla Valley, Tri-Cities, Spokane). Some student event organizers request security staff support for their events (i.e. Take Back The Night). The security team are readily available to provide consultation on issues of event security and safety (think also of safety protocols and what to do in case of an emergency). Email security@whitman.edu

Covid-19 Best Practices - please consult the Whitman College Covid-19 Dashboard for up-to-date protocols.

Guest Speakers

Planning and implementing the logistics for a visiting guest speaker requires some Business Office paperwork (to process speaker’s fee), obtaining pertinent details for arranging travel, and hosting the guest while they’re on the Whitman College campus.

Campus Collaboration - what other offices/departments can help host and provide funding and logistical support and co-host this event with you?

Event Date - consult Events & Conferences to book an event date that will maximize your potential audience. What else is going on that day? Any other events that might conflict with yours? There may be events that are not listed on the Campus Event Calendar. What is the class schedule for the day? Run the date past IMS/AWSC Sound & Lights to ensure that they can support your event. Reach out to ASL translators to provide interpretation for your event.

Contract, Fee & Payment - Ask your guest speaker to complete the following paperwork:

• Performance Contract

• Recording Consent & Copyright Release Form

Accessibility - does your guest have any accommodation requests? Map out seating chart, walk-through the event space, and utilize your resources. Please read the Diversity, Equity and Inclusion Event Planning and Programming Guide.

Travel & Accommodations - book airfare utilizing your JPMC purchasing card and reserve lodging. Please see Travel & Meals for further information.

Transportation - collect guest from airport or arrange third party vendor to provide transportation. Please see Travel & Meals for further information.