Plan an Event | Westfield State University

Inclement Weather Delay - Monday, Jan. 26, 2026

Due to inclement weather, WSU will be closed Monday, January 26, 2026. A campus parking ban will be in place beginning Saturday, January 24, at 6:00 p.m. See your WSU email for more info.

Conference and Event Services: Your Partner in Seamless Event Coordination

At Conference and Event Services, we specialize in managing University events of all sizes and facilitating external facility rentals. We're proud to oversee the comprehensive digital database housing academic classroom schedules, athletics, and extracurricular activities for our community, including students, faculty, staff, and external partners. Every week, we ensure seamless coordination by providing our service departments with detailed activity schedules and reports generated through our user-friendly event scheduling software, 25Live.

Internal Community

Steps for Planning an Event

Please use this guide when creating an event. When booking spaces on the Westfield State University campus, utilize our 25Live reservation system. It's crucial for both faculty and staff members to adhere to these procedures to ensure smooth operations.

Reservation Requirement

All events, meetings, maintenance tasks, exhibits, etc., must have a reservation in 25Live as a crucial part of the emergency response process.

Accessing 25Live

Faculty and staff can access 25Live for reservations. For assistance, contact your department's administrative assistant or Conference and Event Services at x5581 or x5636. Moving a class requires prior approval from the Registrar’s Office or DGCE (Graduate & Continuing Education).

Creating a Reservation

Use this PDF as a guide to create a reservation in 25Live.

Scheduling Procedures

Use this Scheduling Procedures (PDF) as a guide

Catering

All food and beverage orders must be made through Westfield State Dining Services. Contact Catering at x5478 or email catering@westfield.ma.edu.

Signage

Outdoor sign charges are applicable and will be billed to the department account. Visit the Copy Center for more details.

Public Safety

If alcohol is served, please fill out an ARB form. An ARB form is needed at least 30 days prior to the event. No outside alcohol is allowed for campus events.

External Community

To initiate the reservation process for your event, kindly utilize our event inquiry form. For common questions and answers, please visit our FAQ page.