University Events is committed to providing seamless, quality event management and support to ensure that conferences, events and meetings are successful and memorable. Whether you're planning your annual student club event, an auction, a speaker engagement, or any gathering, our experienced team is here to help you through the planning process from beginning to end.
Our team is here to serve as the single point-of-contact for most logistical details for events, including room reservations; audiovisual needs; event space layouts; vendor rentals and more. We work closely with our excellent catering partners at Emerald Plate; we can connect you to them to provide you with breakfasts, snack breaks, barbecues, receptions, brunches, or banquets.
CES is committed to providing seamless, quality event management and support to ensure that conferences, events and meetings are successful and memorable on the Seattle University campus.
Below is a guide that can be used as a resource for all SU students, faculty, and staff who coordinate on-campus events.
Our team is here to serve as the single point-of-contact for coordinating all logistical details for events including room reservations; audio/visual and presentation information; parking; catering; and various other needs.
For any specific questions about your event, please contact your Event Coordinator, or the CES front desk at (206) 296-5620 or rooms@seattleu.edu.
As a planner, you have the opportunity to create a unique and meaningful event experience. Before submitting an event request, make sure that you take the time to transform your creative vision into a practical plan. Reflect on key goals and objectives, establish a budget, and explore opportunities for collaboration, marketing, and sustainability.
The first step in event planning is figuring out the who, what, where, when, and why.
Here are some helpful questions to begin the process:
After establishing the basics, you will need to map out a budget for your event.
Here are some helpful questions to begin the process:
Our University Events team directly supports and services over 5000 events per year. As a small campus with a limited number of event spaces, it is important to consider the impact of collaboration across campus. Involving other departments and groups in your event planning process is a great way to support the inclusive mission of Seattle University.
Here are some helpful questions to begin the process:
Your event is only as successful as the people that know about it! Marketing is an essential piece of the event planning process, so please keep in mind that promotion takes time and careful planning.
Here are some resources that you might find useful:
Seattle University demonstrates leadership in sustainable practices and environmental justice. When thinking about your event, how have you considered reducing paper and plastic waste? How will you handle catering and food? How will your participants get to campus and can they do it sustainably? How can we work smarter to reduce our waste, consider our environmental impact, and work together toward a more sustainable campus?
Click here to learn more about planning an environmentally sustainable event: Sustainable Events Checklist
The EMS Web App (formerly VEMS) is the primary tool on campus for requesting and reserving major event spaces, conference rooms, classrooms, computer labs, and vans.
Once the necessary information is received, one of our Client Services Assistants (CSAs) will review your request, and tentatively reserve facilities for the proposed program. It will then be determined if the nature of the event requires that an Event Coordinator be assigned. The CSA will then send a confirmation to you, along with further information on the planning process and from whom you can request further information or support.
The EMS Web App (formerly VEMS) is the primary tool on campus for requesting and reserving major event spaces, conference rooms, classrooms, computer labs, and vans.
In order to use the Web App, you must first request an account.
Seattle University is home to a variety of beautiful, flexible event and meetings spaces.
Seattle University uses the SU Master Calendar to help promote and cross-promote events on our campus.
Guests may post events without a login, but it is recommended that anyone employed by Seattle University request an account by emailing rooms@seattleu.edu with your contact information. This way you can not only post events, but also edit or cancel those events on your own at your convenience.
Here are two downloadable PDF documents to help you navigate the SU Master Calendar:
If you have any further questions, or for more information, please contact Conference and Event Services at (206) 296-5620 or rooms@seattleu.edu.
Seattle University uses Social Tables for all event room diagramming, table setup, and check-in needs.
For more information on how Social Tables can be used to enhance your next event, please contact your Event Coordinator, or the University Events front desk at (206) 296-5620 or rooms@seattleu.edu.
Seattle University has selected Eventbrite as the university’s platform for online event registration and ticketing. Eventbrite is secure, easy to use, and has plenty of tools and reports available to handle the more time-consuming tasks of event registration, freeing you up to focus on bigger picture tasks of planning your event.
You must complete an Eventbrite Account Request Form and email it to University Events at rooms@seattleu.edu. Accounts will not be created without the form.
All SU event registration or ticketing websites must be created by emailing an Eventbrite Account Request Form to rooms@seattleu.edu. A website template will be provided for you that is in line with the official branding guidelines of Seattle University and with payment portal information already in place.
You may not create your own Eventbrite page for SU events, whether they are held on campus or elsewhere.
However, you are welcome to create pages for your own private use if you set up a personal account with a non-SU address, as long as the events are not affiliated in any way with Seattle University.
Yes, you will need to email your completed and signed form to University Events at rooms@seattleu.edu in order to create any event websites in Eventbrite.
Eventbrite uses a sliding scale based on the ticket price for their fees.
The exact formula is 3.5% of the ticket price + $1.59 per paid ticket, and then another 2.5% for use of the Eventbrite Payment Processor. This means that fees can be as low as $1.93 for a $5 ticket, or as high as $13.80 for a $200 ticket. The fees may either be passed on to the ticket purchaser or absorbed by the event organizer.
Eventbrite is completely free to use if your event is not charging anyone to buy a ticket or register! So, if your event is providing free online registration or tickets, you will not have to pay any fees.
Funds are released from Eventbrite five days following the final day of your event. It is highly recommended that any pending transactions are completed before the funds are released and the site is closed.
The SU Controller's Office will receive the funds in the form of a direct deposit into the official SU bank account. Any fees will be taken out in advance of the deposit. The deposit will then be transferred via Journal Entry to the GL Account Number indicated on your account request form once the Controller's Office has completed their monthly reconciliation (so, any funds received will be transferred the month following the close of your event).
Seattle University offers state-of-the-art technology in its classrooms and facilities. Most classrooms and event spaces are technologically ready; others can have equipment delivered upon request. At no charge, technicians meet with customers to ensure that everything is event-ready and to answer any questions presenters may have. For an hourly fee, a technician may be scheduled during the entire event.
Equipment available includes:
If you wish something not on this list, please ask! If Seattle University cannot provide it from our own stores, then we can rent it on your behalf. In that case, any charges are passed along to you without markup.
You might find other helpful information at the
Visit our interactive campus map to find on-campus parking.
Parking is regulated at all times and availability is extremely limited during business hours, from 7 a.m. until 4:30 p.m. from Monday through Friday. During these times, reservations for parking may not be possible and event guests may be required to try to find parking in surrounding neighborhoods.
Parking may be arranged in advance for participants of an event or conference. There are two options for payment: the organization may pre-pay for their guests; or the guests may pay individually for parking permits. Event Organizer pays for guests: rates start at $6.00 per vehicle. Clients are expected to notify their guests of the parking and payment options prior to advertising their event.
For events where guests will be paying individually on site, parking permits can be purchased through the Pay By Phone app or at one of the physical pay stations on campus
Parking permits are required 24/7. Visitor parking fees start at the following rates:
| Duration | Price |
|---|---|
| 0 - 2 hours | $6.00 |
| 2 - 4 hours | $12.00 |
| Full Day | $15.00 |
| Evening (after 5pm) | $6.00 |
| Saturdays and Sundays | $6.00 |
Limited parking is available during the summer for overnight program guests and can be arranged through your coordinator.
The Emerald Plate is the exclusive caterer at Seattle University. All food provided at your event must be served by The Emerald Plate. Outside food and beverage and potlucks are strictly forbidden.
The Emerald Plate catering services at Seattle University range from breakfast baskets to hors d'oeuvres, elegant served meals to beautiful buffets. The Emerald Plate specializes in high-quality customized menus for all occasions.
The Catering Coordinator will work directly with you to plan menus within your budget and provide you with a written estimate. For more information on all the latest offerings from The Emerald Plate, click to view the current menu found here.
Contact The Emerald Plate:
SUDiningServices@seattleu.edu
University Events event equipment inventory includes A-frame (sandwich board) signs and reader board signs to help your event attendees navigate to and around your event. Ask your University Events Event Coordinator to help you determine the best signage plan for your event! University Events will arrange for directional signage only at the request of the client. Requests must be for signage that is directional in nature and coordination of such signage is at the discretion of University Events. We will provide up to four A-board signs and set them up no earlier than the night prior to an event and strike the signs immediately following the event. Charges may apply for additional signage, coordination of signage and for printing of signage not within University Events inventory.
Clients shall not post signs on walls, doors, glass, trees, vehicles or railings.
Lamination of all signs is highly recommended. Seattle University's Reprographics department can produce signs for your program. You can view our signage options here: CES Miscellaneous Inventory.
If University Events doesn't have what you need, we can help you arrange equipment rentals with outside vendors. Ask your Event Coordinator for more information.
