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West Campus Conference Center Policies and Procedures

Who can reserve Rooms:
  • The Conference Center is available only for Washington University events.
  • Use of any University facilities for political activities must meet with University guidelines for approval.
Rent and costs associated with Room Reservations:
  • The cost for room rental is $25 for members of the Washington University community. Costs are per event per day. Groups will be billed to their Washington University department number.
  • Use of the kitchenette which includes brew-your-own coffee service, costs $5 per 10-cup pot.
  • If any food or drink is served, the user must arrange and pay for cleaning services. Please contact WFF Facility Services at 314 935-8477 or wff@fpm.wustl.edu to request services.
Food and Drink in the Rooms:
  • Food and drink is allowed in the Conference Center, either catered or provided by your organization. Catering is the responsibility of the user. However, there will be a fee charged for cleanup in either case. Please see Costs, below, for additional information.
  • If alcohol is served, then the Washington University Alcohol Policy must be followed. Consult "General Policies and Procedures for Scheduling Events" for more information on the University's alcohol policy.
When should Rooms be scheduled:
  • The Conference Center is quite popular, so reserve a date early - a month ahead of time is strongly recommended.
After-Hours Usage:
  • The West Campus Library is generally open 8:30 a.m. - 5:00 p.m. weekdays. Library staff members are available to assist you with your questions, concerns or problems during those hours. There is no one on site to assist you after hours.
  • If you are using the Conference Center outside of regular business hours, you will need to make arrangements to pick up keys to the room before your meeting.
Changes and Cancellations:
  • All change requests and cancellations must be received in writing no less than 3 business days prior to the event date.
  • To request a change or to cancel a reservation, reply to the emailed confirmation that was received upon booking.
  • If you no longer have the original confirmation, please contact the West Campus Library (westcamp@wumail.wustl.edu) with the required information including date, time, room and name of person who originally booked the space.
Incidents and Accidents:
  • The sponsoring group is liable for any damage to University property during the event.