WHEN TO MAKE
UO Campus Departments
may schedule facilities for one calendar year beginning in June. Non-campus organizers
may schedule facilities for one calendar year beginning in July. Special
exceptions may be made for complex campus events at the discretion of the
Building Manager. All details and full payment must be submitted simultaneously
with the reservation 10 days prior to event date. The Ford Alumni Center may
deny an event request due to lack of staffing, resources or other reasons
deemed necessary by the Building Manager.
TO PLAN AN EVENT
First – Contact Ford Alumni Center Scheduling Office at firstname.lastname@example.org or 541-346-8390 to learn options for your event. You may also begin the request process by completing this online form: Event Rental Requests.
Second – Compile all details of your event. Work with a
Scheduling Coordinator to determine if you need
approvals (e.g. candles, certificate of liability insurance, UO Catering), how
you would like the room setup, technical equipment and staffing needed to
successfully facilitate your event.
Third – All of the details of your event should be finalized
and final payment is due 10 days prior to event date. To give staff adequate
time to prepare a cost estimate, you should plan on having all building entry
times, setup information, technical needs and any other event-related details
submitted 45 days (6 weeks) prior to your event. One point of contact will be
maintained for all events. For weddings,
a professional wedding coordinator is highly encouraged.
CONFIRMING YOUR REQUEST
After receiving your
request, you’ll be sent a reservation confirmation that will include a
reference ID#, requested equipment and resources and room setup/layout. Please
confirm the setup, pending resources, and equipment information with us. If we
don’t receive all the needed information 30 days before your event, your
reservation may be cancelled without notice and/or late fees may apply.
YOU NEED TO MAKE A CHANGE
The individual who made the reservation (one point of contact) must make
any reservation changes. Changes requested less than 14 days before the event
date will only be accepted at the discretion of the facility, and late
fees may apply. All details are finalized no later than 10 days prior to event date
YOU NEED TO CANCEL
The individual who made the reservation
must submit the cancellation in writing or in person to the Ford Alumni Center Scheduling
Office. We must receive your reservation
cancellation no later than 48 hours prior to the start of your event. If we receive
your cancellation less than 48 hours but at least 24 hours prior to the
set-ready time, your group will be charged 50% of all expenses/charges listed
on the reservation. If we receive your cancellation less than 24 hours prior to
the set-ready time, your group will be charged 100% of all expenses/charges
listed on the reservation. If you obtain equipment or services from an outside
vendor, your group is subject to the vendor’s policies and is responsible for
all expenses/charges incurred for this equipment.