/
Classroom & Event Technology (CET) Support for External Groups

Classroom & Event Technology (CET) Support for External Groups

CET does not schedule External groups.  If you need to schedule a space for your event, please visit the Conferences and Events page.  Please do not email or call CET if you do not have confirmation of a completed reservation.

**Please note that Whitman College academic events will always take precedence over non-academic, this also includes emergency classroom calls during business hours**

CET Will Provide the Following Event Support for External Groups:

  • Set-up 30 minutes before the start of your event.  

  • We guarantee one support person on weekends and after business hours (after 5:00 p.m. Monday through Friday). Outside groups are required to have a technician for the duration of the event. There is a minimum 1 hour setup and take down fee automatically applied (30 minutes for setup and 30 minutes for tear down). Our team is always happy to arrive earlier if that is preferred and/or necessary in order to make sure the event begins on time. All tech setups have to be done prior to the start of the event.

  • Cost of equipment that is available upon your request: prices are per item/per hour

Service Provided

Fee Structure

Notes

Service Provided

Fee Structure

Notes

Technician Fee

$60/hour

  • Technician is required to stay and be readily available for the duration of the event.

Lectern with built in Windows PC for presenting

$20/hour

  • Auditoriums and the Ballroom have a windows PC computer installed - please note, we do not connect personal devices in our auditoriums/ballroom. It is expected that the installed computer be used and all presentations/documents are accessed via google drive, iCloud account, and/or brought on a thumb drive

Presenter Remote

$5/hour

 

Use of data projector

Included with the location reservation

  • Projector price is included as long as the space reserved as an installed data projector.

Setup room lighting

Included with the location reservation

  • This is for initial setup. CET does not "run" lights during lectures or performances.

Provide audio reinforcement with one or multiple of the following

  • Lectern microphone

  • Wireless lapel microphone

  • Wireless handheld microphone

  • Catchbox (throwable) microphone for amplified audience participation

 

$10/hour

$10/hour

$10/hour

$10/hour

 

CET Will Not Provide the Following for External Groups:

  • The use of External Devices

  • Video record your event

  • Streaming of events (including vimeo and zoom) 

  • Bring in additional lighting

  • Provide more than one CET support technician

  • Advance your presentation slides, be responsible for sound cues, or change lighting during your event

  • Set up portable screens or provide sound reinforcement that isn't built into the venue

How To Request Support:

To get started, please reach out to Whitman’s Conferences and Events team. They’ll guide you to our new reservation system, Coursedog, and provide you with a direct link to the External Event Request Form.

Through this form, you’ll be able to:

  • Choose your preferred event location

  • Request the necessary resources (A/V support, technology, tables, chairs, etc.)

  • Note any additional needs specific to your event

Once you submit your request, it will go through an internal approval process. When it reaches the Classroom & Events & Technology (CET) team, we’ll review the technology and A/V services you’ve requested. If everything checks out, we’ll approve your request. If we have any questions or notice anything that needs adjustment, someone from CET will follow up with you by email.

Please note: Your event is not officially confirmed until you receive a confirmation email with the subject line similar to the one below from Coursedog:

Subject: Event Request Approved – [EVENT TITLE]

Dear [Requestor],

Your request for [Event Title] has been approved in our scheduling system.

We’ll be in touch soon with your rental agreement and information about liability insurance. Your event will be fully confirmed once we’ve received:

  • A signed contract

  • Proof of liability insurance

  • Your reservation holding fee

If your event includes catering, please place your order through Bon Appétit. For any catering-related questions, contact Brenna Frisbie at brenna.frisbie@cafebonappetit.com.

If you’ve requested technology support, a technician will be scheduled as needed. We’ll reach out separately if additional setup details are required. A final confirmation regarding tech support will be sent the Thursday before your event.

If you have any questions along the way, don’t hesitate to reach out. We look forward to helping you host a successful event on campus!

Best regards,
Conferences, Events & Scheduling
📧 reservation@whitman.edu
📞 509-527-5251

  • Requests must be received at least two weeks before your event to guarantee support.  

  • Late requests will receive an additional $150 fee (if we have the personnel to support the late request)

  • If equipment is lost or damaged during an event, the external group must cover the replacement costs.


Related articles