Purpose

This information outlines the procedures and requirements for using a WashU Event Management space as a rain location for outdoor events. Our aim is to ensure that all parties are prepared in the event of inclement weather and that event operations can run smoothly under all conditions.

Rain locations are intended as contingency spaces and may not replicate the original outdoor event in size, layout, capacity, or overall experience.

Rain Location Scheduling

Advance Reservation Required
  • Use of an Event Management space as a rain location should be arranged at the time of your initial booking.
    • Event Management spaces operate on a first-come, first-served basis. If your desired space is already booked, you will need to shift to an alternate date or location.
    • Last-minute indoor location requests will not be accommodated, regardless of space availability.
  • All Event Management spaces reserved as rain locations are subject to all Event Management policies.

Activation of Rain Location

Decision Timeline

The client is responsible for monitoring weather conditions and making the final call regarding the rain location. This must be communicated in writing via email to your event coordinator by 9:00 AM one (1) business day* prior to the event.

Event Management reserves the right to require activation of a rain location or modify event plans in cases of severe weather or safety concerns

* Business days are defined as Monday through Friday, 8:30AM – 5PM, excluding university holidays.

Failure to Confirm or Deny Usage

If no decision is communicated by the cut-off time, the space WILL be set by housekeeping, and the group WILL be responsible for all applicable housekeeping fees.

For Student Union–recognized groups, this means your student group’s cost center will be charged and not reimbursed by SU.

Venue Setup & Access

Rain locations are subject to all Event Management policies and procedures.

  • It is the responsibility of the client to understand the limitations of indoor event spaces.
    • Not all outdoor equipment is suitable for indoor use. Clients must confirm with their vendors and event coordinator that rentals (e.g., staging, sound) are compatible with an indoor setup. This includes considerations such as equipment size, power requirements, and materials that could damage the facility.
    • Activation of a rain location may require adjustments to vendor load-in locations, schedules, and building access points.
      • If your event team, vendors, or guests require early access, this must be arranged and approved by your event coordinator in advance.
    • Access to the rain location will follow the reserved event times unless otherwise approved. Set-up and breakdown timelines may be adjusted based on operational needs.
  • All indoor events must comply with established room capacities and fire code regulations. Attendance may need to be reduced to meet these requirements.
    • Event Management reserves the right to adjust room setups based on weather-related crowding, safety needs, or concurrent events.
  • Partial or hybrid use of indoor and outdoor spaces is not guaranteed and must be pre-approved by Event Management.
  • All furniture in premier-level and outdoor spaces must be moved by professional housekeeping and will accrue additional costs.
    • Your event coordinator will create a spec diagram based on event details entered in Reserve-A-Space and will coordinate with housekeeping on your behalf.
    • Clients should ensure all Reservation Details and Additional Information are updated with accurate event information in their Reserve-A-Space dashboard.
      • Student groups must also meet with their event coordinator no later than 14 days prior to the event to discuss space layout and needs.
  • A/V needs should be discussed with your event coordinator and Media Services (if applicable) at least 14 days in advance.
    • If A/V vendors are being used in any capacity, it must be cleared with your event coordinator at least 14 days prior to the event.

Charges & Refunds

  • If the rain location is confirmed and used, the standard rental rate and housekeeping fees will be charged.
    • SU-Recognized groups will have their costs covered by SU, as long as all Campus Life and SU financial procedures are followed, and the group has communicated that the space will be used no later than 9:00 AM one business day prior to the event.
      • Please contact your Campus Life Advisor and SU Business Coordinator for questions about Campus Life and SU funding policies.
  • If the rain location is canceled by 9:00 AM one business day prior, no housekeeping charges will be made.
  • If the rain location is neither canceled nor confirmed by the deadline, the group’s cost center will be charged for housekeeping and rental fees.
    • For Student Union–recognized groups, this means the student group’s cost center will be charged and not reimbursed by SU.

Limitations

Event Management is not responsible for:

  • Unpredictable or rapidly changing weather
  • Guest dissatisfaction due to change of location

Some events of a larger scale may not be accommodated indoors. In these cases, scheduling a rain date may be a more appropriate alternative

Event Management reserves the right to reassign, modify, or cancel rain locations due to facility, safety, or operational constraints.

Client Responsibilities

  • Clients are responsible for communicating any location changes to all attendees, vendors, and stakeholders in a timely manner.
  • Clients must ensure that selected rain locations meet accessibility needs for all attendees.

We require and strongly encourage having a clearly communicated rain plan shared with all vendors and attendees in advance to avoid confusion and delays.

Acknowledgment

By reserving any Event Management premier space as your rain location, you agree to these terms and acknowledge the shared responsibility in coordinating a successful backup plan.

Failure to comply may result in event modification, cancellation, or loss of future reservation privileges.