25Live and Event Planning Resources

• Event Room Capacities (PDF) 
• Event Planning Checklist (PDF)
• External Speaker, Performer, or Artist Checklist (PDF) 
• Event Venue Rental Rates & Fees (PDF)
• Classroom Rental Rates (PDF)
• Facilities Labor and Rental Costs FY22 (PDF)
• Special Approval Business Process (PDF)

Service Providers are the groups that handle on-site needs for your event.

Facilities handle furniture setups and drop-offs as well as trash and cleaning details.

Campus Police will be present with a detail for most events expecting a large crowd and anything with alcohol service.

Chartwells Catering is our contracted on-campus caterer. Any events seeking external food vendors will need to fill out a liability waiver form.

The Academic Technology Center can help with most A/V needs for your event.

Lens and Lights is a student group who can provide enhanced audio and lighting both in- and outdoors.

The Marketing Communications team has a great set of tools and resources to use when planning your event; please visit their page for the full list.

The Office of Accessibility Services has a number of resources on their website including a very handy checklist to use when planning events and programming.

They can be contacted by email at accessibilityservices@wpi.edu or by phone at x4158 with questions.