When to Make Your Request
Please make reservations at the Lewis Alumni Centre as soon as possible when planning your event. WSUAA can take reservations, depending on availability, 10 days out but need time to make sure all details are correct. WSUAA also requires to have a signed use agreement as well as a form of payment on file the day of your event, so time is needed to get that to the host for review. Please see Room Descriptions for cost of renting out a room.
How to Plan Your Event
First - Contact the Lewis Alumni Centre for reservations at (509)335-2586 or email the Lewis Alumni Centre Coordinator, Rachel Becker, at firstname.lastname@example.org to learn about options for your event. The host may also begin the request process by completing this online form: Room Reservation Request.
Second - Gather all the details of your event. Contact the Lewis Alumni Centre Coordinator for approvals (i.e., catering, furniture movement, alcohol service), how you would like the room setup, technical equipment and staffing needed to successfully facilitate your event. If the host needs to do a walk-through of the building to see the space please let WSUAA staff know as soon as possible.
Third - WSUAA likes all details to be finalized at least 10 working days prior to your event, this includes the event time, setup time and take down time needed, as well as when catering will be showing up. All setup and take down is the responsibility of the party using the room, the Alumni Centre staff does not offer these services. Payment and the signed use agreement are due to WSUAA the day of the event, or 1 day prior if the event begins at 8am. The Alumni Centre Coordinator likes to keep one point of contact for each event to avoid confusion.
Confirming Your Request
Once WSUAA has emailed you with the confirmation of availability, and received all details of your event, the Alumni Centre Coordinator will send you a use agreement. WSUAA requires you to look over the agreement, sign it and send it back and that will be the confirmation of your reservation. We do ask that you make contact with us the week of your event as a final confirmation.
If You Need to Make a Change
If details need to be adjusted, please contact the Alumni Centre Coordinator as soon as possible. If the use agreement has already been sent to you, please call Rachel Becker at (509)335-2586, otherwise feel free to email her the new details. We will do our best to make the new accommodation request possible.
If You Need to Cancel
If the event is cancelled by the host less than three working days prior to the first date of use, the host may be responsible for one day's rental fee of the room indicated. WSUAA reserves the right to terminate a reservation immediately with no further liability by either the WSUAA or host in the event that the Alumni Centre must be closed due to fire, flood, vandalism or any other similar causes beyond the control of WSUAA.