Scheduling & Event Services

Western Hall and Hanson Field Scheduling Policy

General Statement of Policy

Western Illinois University (WIU) is committed to providing spaces for campus events and services. The University Union Scheduling and Event Services Office will oversee the scheduling of campus events excluding; NCAA athletic events, residential conferences and camps, academic classes, and campus recreation events. The University retains the right to refuse access to spaces. The needs of the campus community and students are a priority. Other restrictions and procedures may apply to utilizing specific spaces on the WIU campus.

Western Hall and Hanson Field serve as NCAA athletic game/practice space and large scale program/special event space for Western Illinois University.

Responsibilities and Authority

The departments listed below coordinate use of Western Hall and Hanson Field for the following programs and/or services.

  • The Athletic Department will coordinate all university NCAA athletic events.
  • The University Union will be responsible for coordinating special use of the facility by student organizations, campus entities, and external organizations.
  • University Housing and Dining Services will coordinate use of the facility when on campus overnight housing is also requested, ie camps.

Events must be co-sponsored by an on-campus organization or department. If the event does not have a co-sponsorship, the Western Hall Advisory Committee will determine approval of the event.

Control Elements

1. No events outside of athletics and those listed below will be scheduled in Western Hall for the months of November, December, January and February. The exclusions for “black out” dates are:
  • IMEA (Illinois Music Educators Association)
  • Commencement
  • Ag Mech
2.  Western Hall/Hanson Field Advisory Committee

Questions and concerns regarding current or upcoming events in Western Hall or on Hanson Field will be reviewed by the Western Hall/Hanson Field Advisory Committee. The committee shall consist of representatives from the following areas:

  • Athletic Department
  • Building Services
  • University Union Scheduling and Event Services
  • Programming Body as needed
The duties of the committee are:
  • Annual review of all Western Hall/Hanson Field events
  • Scheduling and policy recommendations for the Vice President for Student Services
  • Determine scheduling of events by groups other than the Athletic Department, Bureau of Cultural Affairs, University Union Board and University Union
  • Periodic review of upcoming events scheduled in Western Hall and Hanson Field
3. Fees will be incurred for utilization of Western Hall and Hanson Field. Cost of facilities and expenses pertaining to use (i.e. security) are outlined in the site agreement.

Reservation Information

To reserve Western Hall or Hanson Field, please fill out a Facility Request Form at the link below and return to Scheduling & Event Services on the 1st Floor of the University Union.

Facility Request Form