Conference Center

Due to the impact of COVID-19, these spaces are not currently available to reserve. When these spaces are again available to reserve, instructions and a link to place new reservation requests will be added here. Questions? Contact slaaker@wustl.edu.

The West Campus Conference Center is located adjacent to the West Campus Library at 7425 Forsyth Boulevard, Clayton, MO, 63105. The entrance is on the south end of the courtyard east of the building.

Facilities at the West Campus Conference Center are available for Washington University events and meetings. They are not available for use by individuals or organizations that are not part of Washington University, or for non-University sponsored events.

When you reserve a room at the West Campus Conference Center, you agree to the rules and policies for that space. Please review the Policies and Procedures below before submitting a reservation request.

Spaces at the Conference Center

There are two rooms available at the West Campus Conference Center.

Room AB

  • This is the larger of the two rooms. It has a capacity of up to approximately 120 individuals in theater-style seating (chairs only) or up to approximately 60 individuals in classroom-style seating (tables with chairs). Standard room configurations are viewable here.
  • Room AB is equipped with a personal computer, a DVD/Blu-ray player, and an overhead projector.
  • Base cost for room rental is $100 per event per day day.

Room C

  • Room C is the smaller of the two conference rooms. While it does not have all of the features of Room AB, it accommodates smaller groups well. It has a capacity of up to 50 individuals in theater-style seating or up to approximately 30 individuals in classroom-style seating. Standard room configurations are viewable here.
  • A personal computer and projector are available for use in this room.
  • Base cost for room rental is $50 per event per day.

Before making a reservation, please review the policies and procedures below. 

Due to the impact of COVID-19, these spaces are not currently available to reserve.

When these spaces are again available to reserve, instructions and a link to place new reservation requests will be added here. Questions? Contact slaaker@wustl.edu.

Space Options

This is the larger of the two conference rooms, roughly 34′ x 56′.

 

This is the smaller of the two conference rooms, roughly 30′ x 40′. It does not have all the A/V features of Room A/B, but it serves smaller groups quite well.

Policies and Procedures

Space Usage

  • Rooms at the West Campus Conference Center are available only for Washington University events and activities.
  • Individuals and organizations using these facilities must adhere to all university policies and procedures.
  • Rental fees, as described below, are assessed for all reservations.
  • Food and drink are allowed in the Conference Center, either catered or provided by the organization. Arrangement of catering is the responsibility of the user. Please note the cleaning requirements in the Rental Fees and Other Costs section below.
  • If alcohol is served, then the Washington University Drug and Alcohol Policy must be followed.
  • Supplies, decorations, signage, or other miscellaneous items may not be stored in the reserved space before or after the event. Any decorations, signage, or other items must be removed or properly disposed of at the end of the event.
  • Individuals and organizations reserving a space will be held responsible for any damages relating to their event.
  • Events must not interfere with other patrons or events at the West Campus Conference Center or West Campus Library.
  • Individuals or organizations may be prohibited from reserving a space if stated guidelines, policies, or procedures are violated.

Rental Fees and Other Costs

  • The base cost for room rental is $100.00 per event per day for Room AB, and $50.00 per event per day for Room C. Costs will be billed to the Washington University department number or cost center on a monthly basis. Costs must be paid within 15 days from the date of ID.
  • A small kitchenette is available for use during events. It includes a brew-your-own coffee service at a cost of $5.00 per 10-cup pot.
  • If any food or drink is served during an event, the requesting individual or organization must arrange in advance and pay for cleaning services. Contact WFF Facility Services at 314-935-9314, or by email at wffevents@wffservices.com, to arrange cleaning services.
  • If a room is found to need cleaning after an event, the Libraries will contact WFF Facility Services to clean the space. In this case, the reserving individual or organization will be responsible for paying these cleaning fees, and will also be charged a $100.00 administrative fee.

Reservations

  • Reservation requests should be made at least one week in advance. Requests made less than one week in advance will be considered, but cannot be guaranteed.
  • Reservations can be requested up to 6 months in advance.
  • Reservations can be requested from 7:00 AM – 9:00 PM, Monday – Friday, except university holidays or other closures, such as for inclement weather.
  • The University Libraries require at least one hour of set-up time between events. When requesting a reservation, include one hour before and after the actual event time, to allow for room set-up. For example, if an event is planned from 1:00 PM – 3:00 PM, the reservation request should be for 12:00 PM – 4:00 PM. If adequate time is not scheduled by the requester to allow for room set-up, the room may remain in the configuration of the preceding reservation.
  • Approved reservations allow for access only to the room or rooms requested, and to the furniture and other items in that room. The individual or organization is not permitted to use other rooms, or to move furniture or items between rooms. Doing so could disrupt another individual’s or organization’s reservation and causes additional, unexpected set-up time for the University Libraries.
  • Libraries staff are on-site to perform set-ups only between the hours of 8:30 AM – 5:00 PM, Monday – Friday. If adequate time is not available between reservations for reconfiguring a room’s set-up—for example, between a nighttime reservation and another early the following morning—a request may not be approved. Existing, approved requests always take priority over new, incoming requests.
  • The University Libraries are responsible for maintaining the West Campus Conference Center spaces and preparing them for approved reservations, including furniture set-up. However, Libraries staff are not available to provide on-site support during reservation times. Be sure to ask any questions and clarify any set-up needs in advance of your reservation by emailing CFULIBWCConfCtr@email.wustl.edu.
  • West Campus Library’s normal hours of operation are 8:30 AM – 5:00 PM, Monday – Friday. During these hours, Libraries staff can generally be reached via the telephone and printed directory in the entrance vestibule near the Conference Center for general inquiries.
  • Rooms AB and C will be unlocked for your reservations by University Libraries staff.
  • If any portion of your reserved time falls outside West Campus Library’s normal operating hours of 8:30 AM – 5:00 PM, Monday – Friday, the Libraries will automatically arrange to have the outside doors unlocked for access to the Conference Center.

Changes and Cancellations

  • All requests for changes to reservations or cancellations must be submitted in writing no later than three (3) business days prior to the scheduled event date. If a cancellation is not submitted at least three (3) days ahead of the reservation time, the individual or organization will remain responsible for the full cost of the reservation.
  • Requests to change or cancel a reservation can be made by replying to the email confirmation that was provided at the time the reservation was approved.
  • If the original confirmation is no longer available, contact CFULIBWCConfCtr@email.wustl.edu with the following information: date and time of the reservation, room reserved, and the name and department number associated with the original request.

Incidents and Accidents

  • The individual or organization sponsoring the event is liable for any damage to university property that occurs due to their event.
  • For reporting non-emergency problems, such as damage to facilities, furniture, or technology, email CFULIBWCConfCtr@email.wustl.edu.
  • To report emergencies, contact the WashU Police Department immediately at 314-935- 5555.

Relevant Washington University Policies

  • Animals: In accordance with Washington University Domestic Animal Policy, no animals other than service animals are allowed in any university building.
  • Smoking: As of July 2010, all Washington University campuses are tobacco-free. Per the Tobacco-Free Policy, smoking and the use of all other tobacco products is prohibited on the entire campus, including parking lots.
  • Drugs and Alcohol: See the Washington University Drug and Alcohol Policy.