Campus Event Planning

Staff, faculty, students and non-campus organizations host several hundred events annually. The range of events includes public lectures, dedications, music festivals, workshops, theatre productions, retreats, and conferences. To plan and implement successful campus events as well as hundreds of events for off campus constituents, advanced planning and coordination with a number of campus offices is required. Campus guests and visitors continually remark about the wonderful hospitality and treatment they receive while on Campus.

Planning an event can be difficult; have you considered parking needs, reserving space for the caterer to work in, and checking to ensure that other events will not compete with yours? How about audiovisual needs and placement of tables? We will be happy to walk you through the event planning process to help ensure that important details are addressed.

Reservation of Rooms/Outdoor Locations

All indoor and outdoor on-campus spaces must be reserved through Campus Conferences. To request a space from Campus Conferences, contact the Campus Conference Office at (304) 637-1354 or online at wilemanm@davisandelkins.edu. Following tentative approval by the Campus Conference Coordinator you are required to fill out a Facility Request Form. This form will aid in your event planning process. Once the form is completed, it must be submitted to the Campus Conference Coordinator for Events Committee approval.

To help ensure space availability, please submit the Facility Request Form at least six weeks before your event date. Some locations must be booked months to a year ahead of time. Consider whether the facility you are requesting is appropriate for your event: Is it large enough? Is food allowed there? Please ask us if you are unsure. If an outdoor venue is preferred, consider reserving a rain location as well.

Please note: No reservation is final until you receive confirmation from the Campus Conference Office. Furthermore, the event may not be advertised before the Events Committee officially approves it.

Request Set-up Services

The Campus Conference Office will coordinate your access to the Campus facility/space. Any set-up needs such as tables, chairs, lecterns, microphones and PA systems, trashcans, and custodial services can be provided for a fee. In addition to having items delivered, we will arrange to have them set up in the configuration you require. Please fill out the form as completely as possible. Charges do apply for labor, trucking, custodial charges, and rental of space and equipment.

We offer on-site consultations to help you determine how best to arrange a room or outdoor area for your event. Please contact our office to arrange a meeting to discuss your specific event.

• Arrange for food/snacks/beverages with Parkhurst Dining Services.
• Contact the Campus Conference Coordinator for assistance to plan how best to promote the event.
• For late night parties, indicate security plans on the Facility Request Form. Groups are responsible for removing any post-party refuse.

• Campus Conference Office: 637-1354
  Mrs. Melody Wileman, Campus Conference Coordinator
  For use and booking of all Campus space (indoor and outdoor), including the Graceland Inn & Robert C. Byrd Center for Hospitality and Tourism. Reservation of PA system, placement of banners, maintenance questions. Fees may be charged depending on equipment used, space used, or services rendered.
  
• Campus Security: 637-1311
  Mr. Jeffery Cope, Director of Security
  A Security representative receives notice of all campus activities.
  
• Parkhurst Dining Services: 637-1308
  Mr. Michael Ratliff
  Authorized source for food, beverages, snacks, candy, or meals.
  
• Communications: 637-1338
  Mrs. Carol Schuler, Director of Communications
  For permission to use any College insignia, including the Senator, College seal, and the title "Davis & Elkins College" (i.e., on T-shirts, posters, etc.). For assistance in promoting "open" events and advertising and promotion approval for all College orientated events.