Hosting an Event at Linfield University

Department Mission Statement

The Office of Conference and Event Planning is committed to supporting our Linfield University community by developing and operating customer-oriented, efficient and profitable support services that:

Enhance the quality of campus life through the delivery of quality goods and services
Facilitate the creation of community
Extend the learning environment beyond the classroom

Room Reservations

All campus event reservations, class schedules and calendar requests utilize our scheduling software, 25Live. Students, faculty and staff have access to submit their own requests within the software.

If you have any questions about scheduling space or the use of 25Live, please contact the Conference & Event Planning Office.

FOOD AND BEVERAGE INFORMATION

The following policies are set in place by the Linfield University Offices of Conference & Event Planning and Environmental Health & Safety and apply to all on-campus gatherings, meetings and events where food is present:

All in-person, on-campus events must be approved by the Office of Conference & Event Planning via 25Live, our online event scheduling software.
All existing COVID-19 face covering, physical distancing, and sanitization protocols must remain in place for all campus events, regardless of location, capacity, or purpose.
Food and beverages at indoor and outdoor events:

- Catered food and beverages may be provided and distributed by Sodexo or by an approved third-party licensed food provider (such as food trucks or restaurants).
  - For example: a food truck event where folks order their food and then leave as soon as they receive it to go enjoy it in their room or in another approved location.
- Pre-packaged, individually wrapped grab-n-go foods and beverages may be purchased in advance by the event host(s) and provided to event guests at the conclusion of the event or activity.
  - For example: a to-go snack item that is taken away from the event to be enjoyed in their room or in another approved location.
- Host or guest prepared food or beverage is prohibited (i.e. potlucks, bake sales). All in-person events whose sole purpose is to sell food are prohibited (i.e., bake sales, spaghetti dinner, pancake breakfast or delivery).

Sodexo Event Catering

Sodexo can cater any event on campus, either in the Dillin Dining Room or another location on campus. With food options ranging in type and price, Sodexo can work with you or your organization to ensure a successful catering experience. Contact Sodexo staff at least two weeks in advance of your event to discuss details.

FAQS

Q: Where can I hold an event on Linfield’s campus?

A: Indoor and outdoor venues are both available. Indoor spaces are available for groups as small as four or as large as 80.

Q: Are outside guests allowed to attend events?

A: Outside visitors are permitted on campus for most university-sponsored and all non-university-sponsored events. There are separate guidelines for athletic and arts performances.

Q: What is Linfield’s policy on vaccination for outside visitors?

A: Linfield recommends everyone in the community be vaccinated and boosted as we all try to end the COVID-19 pandemic. However, it is up to your event planners to decide if vaccination will be required for your event and how access will be managed.

Q: Do we have to wear masks while at an outdoor event?

A: Face coverings are required for students, faculty and staff when taking part in organized Linfield activities, these include, but are not limited to; ALSU events, Orientation Events, Res Life Events, Club and Organization Events, University events, team or department meetings, etc. For outside groups reserving Linfield venues, masks are required if you cannot maintain social distancing at an outdoor event. Read our FAQ regarding Linfield's current face covering policies.

Q: Do we have to maintain social distance at events? Even while masked?

A: Social distancing is strongly recommended during all events, but not required. Guests are expected to remain masked as part of your event plan on Linfield’s campus.

Contact the Conference and Event Planning Office

Main number: 503-883-2448

Address
Office of Conference & Event Planning
Linfield University
900 S.E. Baker St., Unit A450
McMinnville, OR 97128-6894

Room reservations and set-ups: reserve@linfield.edu