Frequently Asked Questions

Conference and Event Services

Our office is located in Scanlon Hall 127, 129, and 131.

• Westfield State University members should go to Campus Resources and click “Request Space” or visit 25Live directly.
• External clients will contact Conference and Event Services at events@westfield.ma.edu

Overnight housing occurs only during June and July. Please contact Conference and Event Services or fill out the inquiry form.

• Westfield State University members will use CaterTrax for any catering needs.
• External clients will contact Catering at catering@westfield.ma.edu

• Westfield State University members will request any audio and video needs when making a reservation.
• External Clients will work directly with a member of the Conference and Event Services team for audio and video needs.

• Westfield State University members will request set up requirements when making a reservation.
• External Clients will work directly with a member of the Conference and Event Services team for set up requirements.

Please contact Conference and Event Services for the most up to date facility rental fees at events@westfield.ma.edu.

Guests to Westfield State University will be able to access the “guest” Wi-Fi network while at the University.

Tours can be scheduled by contacting the Conference & Event Services Office at events@westfield.ma.edu

If the Event Group sponsoring the event is not an agency of the Commonwealth of Massachusetts, the organization must submit a policy of insurance naming WSU as joint beneficiary of the policy. This certificate of insurance, in the amount of not less than two (2) million dollars for bodily injury and one (1) million dollars for property damage must be filed with WSU 10 (ten) business days prior to the event. For the term of the Agreement, the Event Group shall have and maintain Commercial General Liability Insurance which includes coverage for personal/bodily injury and property damage with coverage limits in accordance with the following amount(s): 

• Bodily Injury: $1,000,000.00 per person / $1,000,000.00 per occurrence
• Property Injury: $1,000,000.00 per occurrence
• Aggregate Limit: $3,000,000.00

Prior to commencing services, the Event Group shall provide WSU with Certificate(s) of Insurance, or other evidence required by WSU, indicating the coverage and amounts required herein and naming WSU as additionally insured. Such additional insured coverage shall be without a deductible or self-insured retention and shall be non-contributing. WSU shall be given at least 30 (thirty) days’ notice before cancellation, or non-renewal of such insurance. Certificates of Insurance on which WSU is entitled to rely shall be provided upon execution of the Agreement, and annually thereafter upon the renewal date of the policy.

Alcohol requests can be made working with Conference and Event Services. All alcohol must be supplied and sold by Dining Services at Westfield State University.

Guests can bring signage approved by the University or create and order signage from the University for a fee. Contact Conference and Event Services for all signage questions at events@westfield.ma.edu.