Planning

PLANNING

WHEN TO MAKE YOUR REQUEST

UO Campus Departments may schedule facilities for one calendar year beginning in June. 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.

Community members may request space for special events (such as Wedding Receptions) 18 months in advance of the event date. A 50% non-refundable deposit is required to hold the space, and a Facilities Use Agreement contract will require a certificate of special event liability insurance. Full payment is due 10 days prior to the event date. University Catering has the right of first refusal for food and beverage service on campus.

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. Decorations, 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 no later than 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 14 days before your event, your reservation may be cancelled 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

COSTS

Your group will be charged for room rental, event support staff, and equipment expenses necessary to facilitate your event. Costs are unique to the particular needs of your event. Once you have submitted an event request and it has been processed, you will be emailed a cost estimate along with a confirmation document.
For non-campus customers, 50% of the room rental (deposit) is required at the time your tentative reservation is made. Full payment is required 10 days before your confirmed event. In case of cancellation, the deposit is non-refundable.

CANCELATION POLICY:

Within 10 days prior to event: 50% of full value may be refunded
Within 48 hours prior to event: No refund