When Planning Your Event

1. Consider the goal of your event. What are you trying to accomplish? Is the primary function of your event …?

• Fundraising?
• Educational?
• Networking?
• Professional Development?
• Community Relations?

• A Celebration?

2. Identify the best possible location for the event.

• Which location on campus best suits the tone of your event? If you are planning an informal event, you will want a location that lends itself to that.
• Will the location comfortably accommodate the number of guests you plan to invite?
• Is the location convenient for your guests?

To get the room you want, contact the appropriate reservationist on the Main Campus:

Facility	Reservationist	Phone Number
Academic Classrooms	Gail Rowe	Ext. 4142
Alumni Auditorium (Mustin Theatre)	Yvonne Orme	Ext. 4402
Armory	Yvonne Orme	Ext. 4402
Computer Classrooms	Katherine Thompson	Ext. 1026
Crozer hall (Theatre Widener)	Yvonne Orme	Ext. 4402
Kapelski Learning Center Lecture Halls	Eric Woebkenberg	Ext. 4090
Kapelski Learning Center Pit	Michelle M. Davis	Ext. 4432
Kapelski Learning Center Portico	Michelle M. Davis	Ext. 4432
Lathem Hall	Michelle M. Davis	Ext. 4432
Multimedia Classrooms	Eric Woebkenberg	Ext. 4090
Schwartz Athletic Center	Dave Duda	Ext. 4454
University Center	Yvonne Orme	Ext. 4402

 

Conference Rooms	Reservationist	Phone Number
Bruce Hall, Rooms 2, 10, 108 & 323	Christine Weist	Ext. 4372
Bruce Hall, Room 122	Loretta Glavin	Ext. 1139
Bruce Hall, Room 210	Carol Bricklin	Ext. 1208
Cottee Hall, Room 109	Lin Ostrander	Ext. 1277
Old Main, Andorn Conference Room	Joann Anderson	Ext. 4106
Kapelski Learning Center, Room 139	Susan Beatty	Ext. 4336
Kapelski Learning Center, Room 323	Bobbie Brooks	Ext. 4335
Kirkbride Hall, Room 310	Cathy Lynch	Ext. 4037
Kirkbride Hall, Room 410	Sue Wigo	Ext. 4002
Old Main, Room 305	Betty Boyles	Ext. 4207
Quick Center, Room 101 and 108	Anne Seltzer	Ext. 4307
Quick Center, Room 109	Lou Anne Vike	Ext. 4309
Quick Center, Room 204 & 234	Gina Newman	Ext. 4511
Quick Center, Room 234	Deborah Walsh	Ext. 4302

3. Determine room setup.

Think about what is most appropriate for your occasion.

• Banquet—chairs surrounding rectangular or round tables with 8-10 per table; usually for dining occasions
• Classroom Style—chairs set behind tables facing the front of the room; also known as schoolroom style; suggested for meetings where notes will be taken
• Conference—one long table with chairs on both sides and at the ends
• Hollow Square – tables arranged in a square with chairs positioned on the outside
• Lecture—rows of chairs with a middle aisle; also known as theatre style
• Reception—no chairs in room with a table for refreshments; suggested for social gatherings
• U-Shape—tables arranged in a "U" shape with chairs positioned on the outside

4. Determine special equipment/audiovisual needs and contact Instructional Media Services in Wolfgram Memorial Library at ext. 4090.

• Cassette Player/Recorder
• Compact Disc Player
• Digital Camcorder
• Laptop Computer
• Microphone, Podium
• Microphone, Wireless Handheld
• Microphone, Wireless Lavaliere
• Overhead Projector
• Slide Projector
• Screen (Tripod)
• TV/DVD
• TV/VCR
• Video/Data Projector
• Video Camcorder
• Other: contact ext. 4090

5. Contact ARAMARK Catering Services as soon as possible at ext. 4418 if your event will require food/beverage service.

Please note that Widener University's special events alcohol policy is that no alcoholic beverages may be served at events where students may be present. Exceptions to this policy require the written approval of the appropriate vice president or dean and must be submitted in advance to the special events coordinator. A Permit to Serve Alcoholic Beverages form is available in the office of the Special Events Coordinator in Old Main Building, Room 13.

6. After confirmation of location, complete and submit an events request/facility reservation form (PDF, 216KB)* as soon as possible and no later than two weeks prior to the event. 

• An account number MUST be included when completing event request forms if food/beverage service is desired.
  
• Please be specific when describing your room set up to ensure it will be what you desire. You should confirm with the appropriate reservationist whether the event location can accommodate the setup you desire.
  
• Remember that the event request form is not an official request for audiovisual needs; IMS must be contacted directly at ext. 4090. Please note that it is helpful to list your audiovisual needs on the event request form as some facilities are checked prior to usage to ensure the location is ready to service the event.
  
• *IMPORTANT NOTE:  An electronic PDF version of the Special Events Request form is available for your convenience.  This form is identical to the five-copy paper version. It can be printed out and completed for each event, however when using the on-line PDF version from this web site, be sure to make four (4) copies of the completed request and forward via campus mail to ARAMARK Food Service, Maintenance Department, the appropriate reservationist, and ARAMARK Housekeeping Service.  Always keep a copy for your records.

• Failure to submit an events request/facility reservation form in a timely manner will not provide the service areas adequate lead time to prepare for your event, which may result in your event not receiving the quality attention it deserves.