Bringing the Community Together Through Webster
Special events create opportunities to bring people together for any number of reasons: to educate, to make new friends, to thank or show recognition to a person or group, to dedicate a new building or program, to make an announcement, to entertain and the list goes on.
The Office of Special Events is responsible for the planning and implementation of events for the Chancellor's Office and the Development Office. Events include groundbreaking, dedication naming ceremonies, receptions, lunches, conferences, donor and community relations events, Board of Trustee events, Commencement, Convocations, and more.
The successful execution of these events and all events on the Webster University campus require careful planning and communication. We created this as a resource to assist you in planning your event. The site includes checklists, venue options and links to useful forms and information.
Special Events Checklist
Before Finalizing Your Event Date
- Check the University Calendar for any competing events and to submit your event.
- Check the Religious Calendar for activity and dietary restrictions that may affect your attendees.
- Check the Repertory Theatre Schedule of events to determine if there will be parking issues, depending on which venue you will be using.
- Make sure you have a parking location plan for your event.
- Notify Public Safety about your event.
- Define your audience and make sure your event and venue is accessible for all of your guests.
- Anticipate issues that may arise and create pre-planned solutions.
Event Date and Time Specifics
- Date
- Start time
- End time
- Contact person
- Phone number
- Number of expected attendees
- Account number for external costs
- The reservation window should include set-up and break-down time.
- Include campus map and location on invite, if needed.
Student Organization/Campus Department Reservations
- In order to reserve a space on the Webster Groves campus, requests can be submitted in 25Live Pro, the University’s web-based calendaring and scheduling solution. Academic and event/meeting reservations are all housed in 25Live Pro. For current students, faculty, and staff, access to 25Live Pro is available through Single Sign-On using your Webster University username and password.
- Explore available training and manuals for 25Live (requires login)
- Go to 25Live website (requires login)
External Group/Private Rentals
- Outside organizations wishing to rent space on the Webster Groves campus will need to provide a certificate of insurance and sign a facilities use agreement.
- Rental requests must be submitted at least 30 days before the first date of the event.
- The Certificate of Insurance must include Webster University as additional insured, and must have comprehensive general liability of $1,000,000/occurrence and $2,000,000/aggregate.
- If minors will be present, insurance policy must verify that sexual abuse and molestation are not excluded and must have coverage at a minimum of $1,000,000/occurrence and a $2,000,000/aggregate under the general liability policy. This must be shown as a covered exposure on the Certificate of Insurance.
- Submit a rental request via the 25Live External Requests Form
- See below for spaces, pricing and capacity.
Pricing
Alumni House
- Pricing: $50/hour; $200/day
- Maximum Capacity: 40
ISB 160 Auditorium
- Pricing: $200/hour; $800/day
- Maximum Capacity: 127
ISB 140 Conference Room
- Pricing: $50/hour; $200/day
- Maximum Capacity: 20
Classroom (ISB 233)
- Pricing: $50/hour; $200/day
- Maximum Capacity: 24
Concert Hall (includes Lobby)
- Pricing: $200/hour; $800/day
- Maximum Capacity: 470
Lobby Only
- Pricing: $100/hour; $500/day
- Maximum Capacity: 200
Large Rehearsal Hall (Room 10)
- Pricing: $50/hour; $200/day
- Maximum Capacity: 122
Small Rehearsal Hall (Room 11)
- Pricing: $50/hour; $200/day
- Maximum Capacity: 77
Small Classroom (Room 13)
- Pricing: $50/hour; $200/day
- Maximum Capacity: 5
Small Classroom (Room 15)
- Pricing: $50/hour; $200/day
- Maximum Capacity: 24
Studios (16, 18, 22, 23, 24, 25, 26, 209, 210, 211)
- Pricing: $25/day
- Maximum Capacity: 5
EAB 253/262
- Pricing: $50/hour; $200/day
- Maximum Capacity: 100
EAB 102
- Pricing: $50/hour; $200/day
- Maximum Capacity: 52
Edward Jones Commons
- Pricing: $200/hour; $800/day
- Maximum Capacity: 200
Centene Lobby
- Pricing: $200/hour; $800/day
- Maximum Capacity: 100
Classrooms
- Pricing: $50/hour; $200/day
- Maximum Capacity: 18-24 depending on space
OO 17-1 through 17-6
- Pricing: $50/hour; $200/day
- Maximum Capacity: 15-25 depending on space
Luhr Building
- Pricing: $200/hour; $800/day
- Maximum Capacity: 200
Room 104 — Recital Hall
- Pricing: $100/hour; $500/day
- Maximum Capacity: 85
Sunnen Lounge
- Pricing: $100/hour; $500/day
- Maximum Capacity: 150
Presentation Room
- Pricing: $50/hour; $250/day
- Maximum Capacity: 40
Conference Room
- Pricing: $50/hour; $250/day
- Maximum Capacity: 17
Commons
- Pricing: $100/hour; $500/day
- Maximum Capacity: 185
Grant Gym
- Pricing: $200/hour; $1000/day
- Maximum Capacity: 1500
Athletics Lobby
- Pricing: $50/hour; $250/day
- Maximum Capacity: 75
Pool Lane Rental
- Pricing: $12.50/hour per lane
- Maximum Capacity: 10
Room Set-Up
(Make arrangements along with the venue director or place Work Order with Facilities Operations.)
Tech Set-Up
(Arrange for sound or other AV support or web streaming.)
- Contact IT Services and please be sure to include preferred method of contact for further discussion to clarify your needs.
Catering Company: Sodexo (PDF)
Phone: 314-246-7775
Rental Company: Weinhardt Party Rentals (PDF)
Phone: 314-822-9000
The Run of Show is a chronological list of what is happening when and who is involved in each step, (i.e., emcee, speakers, food service, entertainment, etc.) The Run of Show is an important tool to use to communicate with everyone involved in the program the timing of each segment.
This example is for an awards dinner with a keynote speaker hosted by a department on campus.
ABC EVENT
DATE
LOCATION
TIME
| Time | Activity | Who |
|---|---|---|
| 6:50 p.m. | Guests are seated for dinner | Department Staff |
| 7 p.m. | Welcome/Opening Remarks | Host/Emcee |
| 7:10 p.m. | Dinner Served | Caterer |
| 7:55 p.m. | Program Begins/Introduction of Speaker | Host/Emcee |
| 8 p.m. | Guest Speaker | Speaker |
| 8:15 p.m. | Presentation of Awards | Host/Emcee |
| 8:15 p.m. | Photos of each awards presentation on stage | Photographer |
| 8:35 p.m. | Closing Remarks | Host/Emcee |
Special Events Planning Resources
Dietary Definitions
Always ask guests for their dietary restrictions on invitations to any event where food will be served. Someone with dietary restrictions will convey that they are vegetarian or vegan and will expect you to provide a meal that meets his or her dietary needs.
- Vegan: A plant based diet with no animal products. They do not eat meat, fish, eggs or dairy products.
- Ovo-Vegetarian: Eat mostly plants in addition to eggs. They do not eat dairy products, meat or fish.
- Lacto-Vegetarian: Eat mostly plants in addition to dairy products. They do not eat eggs, meat or fish.
- Lacto-Ovo Vegetarians: Eat mostly plants in addition to dairy products and eggs. They do not eat meat or fish.
- Pescetarians: Vegetarian diet but they also eat fish. They do not eat meat.
There are plenty of delicious meals that can be prepared for the above diet as well as modifications to popular meat dishes. Caterers are used to preparing meals to accommodate vegetarians and vegans.
Common Food Allergies
All packaged foods in the U.S. are required by the Food Allergen Labeling and Consumer Protection Act (FALCPA) to list all ingredients. Per the FDA, ingredients in foods must be listed by their common or usual name or have an allergen statement (i.e., CONTAINS: EGGS at the end of ingredient list). Also, be aware that many different products are manufactured and packaged in the same plant. These items should be listed as "May Contain." Ultimately, it is the consumer's responsibility to avoid ingredients that contain allergens, allergen derivatives or have been exposed to the allergen.
A peanut allergy is very common and could cause a serious and possibly fatal reaction. If a guest has a peanut allergy you should avoid any kind of nut, even artificial. Also be mindful of dishes that may be cooked in peanut oil.
Some unexpected sources of peanuts:
- Chili
- Egg rolls
- Hot sauce
- Pesto
- Gravy
- Salad dressing
- Pancakes
- Specialty pizzas
- Some vegetarian food products advertised as meat substitutes
A milk allergy is different than lactose intolerance and is most common in infants and young children, although most will outgrow the allergy. Cow milk and products should be avoided, as reactions can be mild, such as hives, and sometimes life-threatening. It is also wise to avoid milk from all other animals.
Some unexpected sources of milk:
- Baked goods
- Luncheon meat, hot dogs, sausages
- Nondairy products (look for casein)
- Shellfish is sometimes dipped in milk to mask the odor
- Restaurants sometimes put butter on steaks for flavor
Egg allergies are the second most common childhood allergy and most children will outgrow it. Reactions can be mild, such as hives, and sometimes life-threatening. Eggs from other birds should also be avoided.
Some unexpected sources of eggs:
- Egg substitutes
- Macaroni
- Marzipan
- Lecithin
- Marshmallows
- Pasta
- Pretzels are sometimes dipped in egg wash before they are salted
Not to be confused with gluten intolerance, wheat allergies can be mild or life-threatening. Many people with wheat allergies can tolerate other grains, but it's safe to stay away from them if you don't know for sure.
Some unexpected sources of wheat:
- Couscous
- Cracker meal
- Flour
- Glucose syrup
- Soy sauce
- Starch
- Beer
- Processed meat
- Salad dressing
- Ice cream
- Potato chips
- Hot dogs
- Imitation crabmeat
Soy is another common infant and childhood allergy that is often outgrown. Soy allergies can be mild or severe, though severe reactions are rare.
Some unexpected sources of soy:
- Canned tuna and meat
- Cereals
- Cookies
- Crackers
- High-protein energy bars and snacks
- Low-fat peanut butter
- Processed meats
- Sauces
- Canned broths and soups
People with fish allergies are most commonly allergic to salmon, tuna and halibut, although it is advised to avoid all fish. Many people who are allergic to finned fish are not allergic to shellfish. Be advised that fish protein can become airborne in the steam released while cooking.
Some unexpected sources of fish:
- Caesar dressing
- Worcestershire sauce
- Bouillabaisse
- Imitation fish or shellfish
- Meatloaf
- Barbecue sauce
- Caponata (Sicilian eggplant relish)
Shrimp, crab and lobster cause most shellfish allergies and 60% of people with this allergy experienced their first reaction as an adult. There are two kinds of shellfish: crustacean (shrimp, crab and lobster) and mollusks (clams, mussels, oysters and scallops). Most shellfish reactions tend to be severe. It is also best to avoid all shellfish if there is an allergic reaction to any of them.
Crustacean shellfish to avoid:
- Barnacle
- Crab
- Crawfish
- Krill
- Lobster
- Prawns
- Shrimp
Mollusk shellfish to avoid:
- Abalone
- Clams
- Cockle
- Cuttlefish
- Limpet
- Mussels
- Octopus
- Oysters
- Periwinkle
- Sea cucumber
- Sea urchin
- Scallops
- Snails
- Squid
- Whelk
For more information on food allergies, please visit:
Source: https://www.foodallergy.org/living-food-allergies/food-allergy-essentials/common-allergens
Religious Restrictions
Be mindful of guests at events during times when people of certain religions are restricted from eating some foods or foods that are forbidden by some religions.
Forbidden: Alcohol
Fast: March 2-20. Bahå'is abstain from food and drink from sunrise to sunset.
Forbidden: None. Many people will not eat meat or fish however.
Fast: Only for Buddhist monks.
Forbidden: None.
Fast: Catholics will refrain from consuming meat on Fridays of Lent and on Ash Wednesday and Good Friday.
Forbidden: Meat, fish, poultry and eggs. Some people also avoid garlic, onions, alcohol, tea and coffee.
Fast: Sundays, day of the new moon, the full moon, 10th and 11th of each month, the feast of Slvaratri, the ninth day of Sravana, and days of eclipses, equinoxes, solstices and conjunction of the planets.
Forbidden: Emulsifiers and stabilizers of animal origin, gelatin, non-kosher meat, birds of prey and non-kosher fish such as prawns, shellfish, turbot skate and sturgeon.
Fast: Yom Kippur and Tisha b'Av, during this time eating and drinking are forbidden for a 25-hour period. Partial fast days (no food or drink from sunrise to sunset) include Tzom Gedallah, Tenth of Tevet and Seventeenth of Tamuz, Ta'anit Ester and Ta'anit Bechorim.
Forbidden: Pork, lard or any pork substance, gelatin from animal source that is not halal, meat that is not slaughtered in the prescribed Islamic way, meat coming from a lawful animal which died before slaughter, blood, any food or drink with alcohol, all carnivorous animals and birds of prey and some non-halal additives.
Fast: Voluntary fasting is common on Mondays and Thursdays. Ramadan is a mandatory fasting period. Muslims are also encouraged to fast six days during the month of Shawwal, on the 10th day of Muharram, and the 9th day of Zul Hijjah.
You can also find information on religious food restrictions by visiting the Webster University Library's list of holidays.
It's important that you book speakers early and understand how they will be speaking or presenting as soon as possible so that you can coordinate their needs with media services and caterers.
The office of President Julian Z. Schuster attempt to accommodate as many speaking requests or meeting/event attendance requests as possible and appreciates your support of the University. However, some invitations may have to be declined due to scheduling conflicts. We appreciate your understanding and invite you to submit other requests for alternate dates.
Caitlin Forness
Director of Special Events
Caitlin Forness serves as the Director of Special Events, leading a team, which coordinates University-wide and targeted outreach special events for the Office of the Chancellor and the Office of Advancement, including Board of Trustees events, donor relation events, groundbreakings, building dedications, guest speakers, convocation and commencement.
Caitlin has over 10 years of experience in event planning and is an alumna of Webster University, having earned her Master in Business Administration from the George Herbert Walker School of Business & Technology in 2011. Prior to earning her MBA from Webster, Forness earned a BA in Humanities and Public Affairs from Missouri State University.
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