Planning

WHEN TO MAKE YOUR REQUEST

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.

HOW TO PLAN AN EVENT

First – Contact Ford Alumni Center Scheduling Office at fordevents@uoregon.edu 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.

IF 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

IF 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.