Event Planning

Scheduling 

PSU groups, departments: Use the 25Live reservation tool
General public, businesses, non-profits, other non-PSU entities: Use the Campus Events Facility Use Form

Please complete the appropriate form if you would like to use space in Smith Memorial Student Union (SMSU), Viking Pavilion, Hoffman Hall, or other Portland University campus event space scheduled by the Campus Events & Student Union office (CESU).  Submission of the form does not guarantee space is available or reserved for your group.  

The CESU office will process your request upon receipt and contact you within three (3) business days to inform you if space is not available or with confirmation of your reservation. If you have any questions, or would like assistance completing this form, please contact the Campus Events & Student Union office at: 503-725-2663, or conferences@pdx.edu.  

Requests to reserve space from CESU must meet the requirements in the Facility Use Procedures and must be made 25 business days in advance.

Once an event request has been processed, a confirmation will be sent to the client. Event space is not secured until CESO generates an official event confirmation with corresponding reservation number. Submitted requests do not constitute a confirmed reservation. 

Tabling at Smith

PSU groups, departments: Use the 25Live reservation tool
General public, businesses, non-profits, other non-PSU entities: Use the Campus Events Facility Use Form

Fill out the appropriate CESU form in order to schedule a day and time to table in and near the Smith Memorial Student Union. Tabling request will be reviewed and is not approved until you receive confirmation information.

Food Service 

Catertrax: Order Catering Online

In accordance with PSU’s Food Service Agreement, PSU Eats (503-725-4339, psucaters@pdx.edu) is granted the exclusive right to operate and provide daily and catered food services to the following PSU premises: Smith Memorial Student Union, Ondine, Meetro, Viking Pavilion, and the University Place Hotel. Any events within these premises seeking an exception to PSU Eats exclusivity rights must complete a food waiver at least 15 business days prior to their event. Events occurring outside of these premises must comply with the requirements of the venue.

NOTE: A room reservation is required prior to ordering catering. 

Food Carts 

CESO does not reserve or approve food cart requests. All event related food carts and outdoor food vending must be approved and contracted through the Campus Planning Office.

Food Waivers

Food Waiver Request Form

Food waivers will be considered for approval if they meet any of the following criteria: 

1. The food or beverage that is being provided is a 100% in-kind donation from the caterer, restaurant, and/or purveyor. Applicant is required to provide documentation from the donor prior to the event. 

2. Food is relevant to the cultural and/or religious nature of the event and authentically represents the ethnic/religious food traditions of the organization/s, (e.g., the Thai Student Organization, serving Thai food at the Thai New Year event). 

3. PSU Eats is not able to meet the food preparation requirements (e.g. Halal, Kosher, etc.). 

To be considered for approval your request must meet the following criteria: 

1. The request is submitted a minimum of 15 business days prior to the event date. Conference and Event Services Procedures 14 

2.  You can provide documentation as per requested in this form of the food provider's insurance and catering license. The only events not required to either use PSU Eats in the defined premises or complete the food waiver process are defined as follows: 

Small potlucks: Private meetings that are exclusive to the organization booked in small conference rooms (as defined by CESO Facility Use Procedures, 20 people or less) where the attendees bring food to share with the other meeting attendees. 

Brownbag meetings: Meetings where attendees bring food exclusively for their own use. 

Bake Sales: Sales of baked goods for fundraising purposes. All bake sales are limited to baked goods and must prominently display a sign with the following message: "Food served at this location may not have been inspected by Multnomah County Environmental Health." All other events not using PSU Eats for their food service in one of the defined premises must complete the food waiver form and receive an approved waiver. Student Groups must meet with their advisor before beginning this process.

Beverage Service 

Alcohol Request Form

All alcohol service must be approved by PSU in the form of a completed and signed digital Alcohol Request Form. All requests for approval must be submitted to the Office of the VP-FADM no less than 15 business days prior to the event. Individual departments may require additional approvals or impose additional restrictions on the serving of alcohol. If a department requires additional approvals, such approvals shall be obtained prior to submitting a request. To be approved, all alcohol service must adhere to the following: 

• IDs can be checked at the door if all attendees are over 21 years of age, or they can be checked at the bar at time of service. ID checks can also occur at a physically segregated location within the event that is the area designated for alcohol consumption. Only individuals of legal age will be admitted to the area designated for alcohol consumption. 

• All food service at events serving alcohol must comply with OLCC regulations. There must be a substantial amount of food provided if alcohol is to be served and must be provided throughout the course of the event. If the food runs out, or is not deemed substantial by the catering manager, alcohol service will be discontinued. Event organizers should work closely with PSU Eats to understand the substantial requirements. 

Audio Visual Support 

Campus Audio Visual Event Team request page

The Campus Audio Visual Event Team (CAVET) supports a multitude of meetings, conferences, and other events on Portland State University’s campus. 

CAVET provides the following services:

• Audio amplification and recording

• Projection equipment

• Lighting equipment

• Student and staff technicians 

• Teleconferencing

• Event videography and live streaming

Our student technicians set and strike equipment prior to and after your event. CAVET technicians are onsite to support proper operation of the reserved AV equipment.

Contact CAVET

• Email: cavet@pdx.edu

• Phone: 503-725-9126

• Location: Smith Memorial Student Union (SMSU) 330 

Ordering AV equipment

Follow these steps to order AV equipment for your meeting, conference, or event:

1. Reserve the event space with Conferences and Events, the University Place Hotel, or the space manager.\

   • For large events such as conferences, organize a pre-event meeting with Conferences and Events, CAVET, Portland State Professional Sound, Box Office, and Catering.

2. Email cavet@pdx.edu at least five business days prior to your event. Reservations made fewer than five days before an event are subject to a 25% late fee.

   • Provide the reservation number, date, run time, and location of the event. Consider sound check, rehearsal time, set up time, and access to the space.

   • List the desired equipment. Consider audio amplification and projection equipment.

You will receive a confirmation once CAVET determines your needs for the event.

Cancelling reservations

Reservation cancellations must be made at least 48 hours prior to an event to qualify for a refund.

Box Office Event Ticketing

Portland State Box Office Event request form

Any event by a PSU Department, SALP Recognized Student Organization, or SALP Affiliated Student Organization is required to use the PSU Box Office  for all ticket sales and distribution. External Organizations are required to use the PSU Box Office unless granted an exception from this procedure or they utilize the buy-out option. This rule does not apply to conference registrations which are the responsibility of the event organizer.

To set up event ticketing through the Box Office, please use the Google Form Event Submission forms and contact the Box Office with questions. 

For help with student events, PSU departmental events and external events: 

Contact Box Office Manager Martha Shean

• Email: tickets@pdx.edu

• Phone: 503-725-3305