Employee Event Planners
Have an event, meeting or conference you’d like to plan? Conference & Event Services can assist you by:
- Scheduling appropriate locations for events
- Discussing program flow and room configurations
- Providing logistical information about parking, catering and audio-visual support
- Providing estimates of event costs or giving budget advice
Conference, Meeting or Event?
In order to help clarify communication, Conference & Event Services has come up with terms to help differentiate between the four most common types of programs requested. They are:
Summer Conference
Any meeting or event that will involve overnight housing with guests staying in ºìÐÓ¶ÌÊÓƵ Fox University accommodations (May through July only)
Day Conference
A single- or multi-day event that involves multiple spaces/resources and collaboration to accomplish, but does not include overnight housing
Meeting
A small gathering that usually does not require a great deal of set up, support, or arrangements
Event
Any gathering that is not a meeting or a conference
When working with a Conference & Events staff member, it helps to let them know which type of program you are planning.
Note: Student clubs and organizations should follow the policies and procedures outlined on the page for student event planners.
Scheduling Meetings
If you are planning a meeting (as defined above), you may submit a request at any time via our 25Live scheduling system. If you have trouble logging in or using 25Live, email events@georgefox.edu or call 503-554-2027. When emailing or calling, please provide the number of people you anticipate attending the meeting, the date, and the start and end times for the meeting.
Conference and Event Requests
For conferences or events (as defined above), please submit the . This form must be submitted at least 10 business days before the event date, and some events require even more lead time:
- Events involving a third-party vendor or service require at least 30 business days of advance notice (even more notice is preferred).
- Due to the complex needs of music concerts and/or worship events, at least six weeks of lead time is required prior to the event date. If you are interested in planning this type of event, you must meet with Conference & Event Services first, and we will help walk through all the required steps.
No exceptions will be made for event requests that are not submitted with enough lead time.
Conference & Event Services will review the information provided through the Event Request Form for logistics and operational needs. If there is a concern or difficulty with the request, Conference & Event Services will be in contact with you. We’ll also assign a scheduling specialist to work with the event requestor throughout the event process.
Please note that the approval process for event requests can take up to five business days.
Once the information on the event is received, we will review your request and tentatively reserve facilities for the proposed program based on the information provided. Depending on the nature of the event, it may be necessary to sign a contract with the university. We will then send a confirmation to you, along with further information on the planning process.
The information submitted to Conference & Event Services is used to determine:
- What facility or facilities would work best for the event or conference and whether these are available for the dates requested
- Arrangements in the event of conflicting programming or university scheduling (e.g., if the dates requested coincide with a large university-wide event or are during a university holiday)
- Whether or not the program needs an event coordinator assigned to work on it
- Whether there will be any food service needed
- Whether there will be any technical equipment support needed
- Whether there will be any parking needs for the program and what solutions are available
For complex events, an event coordinator may be assigned to review planning and arrangements and to assist you with further questions and plans you have for your program.
Regardless of the complexity or simplicity of your program, Conference & Event Services is here to answer questions and provide support to you during each step of your planning process.
Online Registration Forms with RegFox
If your event needs to accept online payments, the university has the system RegFox available for you to use. Forms are set up by Conference & Event Services, but the requesting department must handle populating forms and communicating with attendees.