Westminster's tiered event scheduling system creates efficiency in the planning and promotion of campus events, improves attendance across events by avoiding scheduling conflicts, paces large events throughout the year, ensures event organizers have access to the resources and expertise they need to host a successful event, supports the president's attendance at high-profile events, and ensures space availability for institutional priorities. The tiered event system was developed by cabinet in consultation with the events team and deans, faculty, and staff who regularly plan events on campus.

 

Tier One Events

Institutional Events

Event request due: 2–3 years in advance

Tier one events are fundamental to the core mission and function of the university. These events are specifically designed to benefit the immediate university community as a whole and must meet one of the following criteria:

  • Official commencement ceremonies and related activities
  • Admissions events
  • Retention events
  • Advancement/development events
  • President’s Office and Provost Office's major events
  • Shared mission events

Tier Two Events

 

Event request due: 1–2 years in advance

Tier two events are planned by members of the campus community and must meet one of the following criteria:

  • Is explicitly tied to a student's fulfillment of an academic course or program
  • Is essential to the function or operation of any department or student organization
  • Expects at least 100 attendees
  • Is open to the public

Examples: Student socials, cultural nights, athletic team banquets/fundraisers, performing arts performances, academic conferences, Career Center events

Tier Three Events

 

Event request due: 6–12 weeks in advance

Tier three events are organized by faculty, staff, or students primarily for members of the campus community.

Examples: Programs coordinated by faculty as part of academic courses, institutional and departmental meetings, Associated Students of Westminster meetings

How to Request a Tiered Event

Carefully review the tier definitions and request deadlines. Begin adjusting and preparing your events accordingly. Send questions to your department supervisor and/or the events team.

Submit an event request. However, an event request and subsequent approval does not guarantee event space, time, or duration.

If the president, provost, Board of Trustees, donors, or other VIPs are required or expected to attend, you must request their availability in advance by submitting a presidential attendance request.

submit an event request

Event Request Deadlines

2022–23 Academic Year

  • Tier One Event Request Deadline: Deadline has passed
  • Tier Two Event Request Deadline: Deadline has passed
  • Tier Three Event Request Deadline: 6–12 weeks before the event, depending on the size and nature of the event

2023–24 Academic Year

  • Tier One Event Request Deadline: May 19, 2023
  • Tier Two Event Request Deadline: July 21, 2023
  • Tier Three Event Request Deadline: 6–12 weeks before the event, depending on size and nature of the event

2024–25 Academic Year

  • Tier One Event Request Deadline: March 29, 2024
  • Tier Two Event Request Deadline: May 17, 2024
  • Tier Three Event Request Deadline: 6–12 weeks before the event, depending on size and nature of the event

2025–26 Academic Year

  • Tier One Event Request Deadline: October 1, 2024
  • Tier Two Event Request Deadline: April 1, 2025
  • Tier Three Event Request Deadline: 6–12 weeks before the event, depending on size and nature of the event

Sesquicentennial Year

Event Promotion

The events team collaborates with marketing, PR, social media, website, graphic design, and others in the Office of Marketing, Communication, and Events to promote campus events. If you will need assistance with event promotion, be sure to indicate it in your event request. There is no need to submit an additional marketing or web request for your event. Event promotion requests will be evaluated and fulfilled based on time, budget, and university priorities.

Submit an Event Request