Event Planning

Email or Give Us a Call

We have experienced staff to help plan your event. The best way to start the conversation is to reach out to us at conferenceservices@evergreen.edu or (360) 867-6192 and tell us about your event. To get started, let us know the following: 

  • Conference Name
  • Primary contact person and contact information
  • Planned arrival and departure dates
  • Approximate number of total delegates
  • Approximate number of guests needing housing
  • Meeting facility needs including size, style and quantity
  • Food service needs (catering and dining hall plans available)
  • Audio-Visual needs

If your requested dates are available and it is determined we can meet your needs, we will send you an agreement to confirm your program information and secure your reservation.

Design Your Event

Conference Services is your single point of contact to coordinate all of your event needs. We have a wide array of facilities and amenities to support any conference requests. 

Audio and Visual Services

  • LCD Projectors and Screens
  • Public address (PA) systems
  • Wireless and Wired Microphones
  • Document Cameras
  • Podiums
  • Flip Chart Easels
  • Live Video Streaming to multiple locations
  • Recording Services
  • And more!

Skilled media technicians can be scheduled to assure quality presentations.

Food Service

Conference Services will make all of the necessary food service arrangements while on campus.  Check out the food service page for additional information.

Insurance

The Evergreen State College requires groups to provide proof of sufficient liability and property damage insurance ($1,000,000.00 minimum coverage on each occurrence basis).  Contact your homeowner's insurance agent or search event insurance via the web to find suitable coverage.

Meeting Space Set-Up

Conference Services has a well-trained staff to configure meeting areas to your specifications. We have a supply of different kinds of tables: 5' & 6' rounds, 6' and 8' rectangular tables, card tables, and classroom/seminar tables in a range of sizes. We use standard folding plastic chairs for many of our events. Alert us during the planning phase of any setups you need.

Campus Housing

On-campus housing is available for your event participants.  Summer conferences utilize the on-campus housing for conference participants in the months of June-August.  Short-term apartments may be available during other times of the year.

Maps & Brochures

Conference Services can supply you with campus maps and brochures. If you need a large number, please let us know in advance for printing purposes. Information on Olympia area events and places of interest is also available.

Signs

We can assist you with the printing and posting of directional signs for a reasonable fee. If you plan on posting your own conference signs, please check with our office beforehand. 

Staging

Whether you need a good place to put a podium for your keynote speaker or a platform for the band's drum kit, we've got the staging you need. Our portable staging sections measure 4' x 6' with a rise of 16" (the gym staging is slightly larger: 4' x 8').