Home   >  About   >  Offices   >  Office of Conference and Event Services

Office of Conference and Event Services

Our office supports students, faculty, staff, and community members in planning events, meetings, and conferences at Drake University. We are located in the lower level of the Olmsted Center, next to the Sussman Theater, and are open Monday through Friday from 8:00 a.m. to 4:30 p.m. 

Event Spaces

Building Room Theater Classroom Banquet
Olmsted Parent’s Hall North*  300 150 240
Parent’s Hall South*  200 120 160
Sussman Theater  230 - -
Conference Room 310^  50 25 32
Conference Room 311^  50 25 32
Conference Room 312^  50 25 32
Conference Room 313^  50 25 32
Drake Romm - 26 26
Pomerantz Stage  100 54 88
Pomerantz Conference Room  30 15 15
Terrace Meeting Room 132a~  15 9 9
Terrace Meeting Room 132b~  15 9 9
Terrace Meeting Room 1323  30 22 22
Old Main Sheslow Auditorium  773 - -
Levitt Hall 180 - 128
Fine Arts Performing Arts Hall  400 - -
Monroe Recital Hall  - 100 -
Turner Jazz Center  80 80 -
Weeks Gallery  40 - -
Shivers Shivers Hospitality Suite  200 100 160

*Can be combined to create one Parent's Hall 
^Can be combined to create one conference room 
~Can be combined to create one TMR 132

I would like to rent space as a:

For Drake University Student Organizations, please follow the steps below to rent/reserve a space on campus: 

  1. Visit https://ems.drake.edu/EmsWebApp/ 
  2. You may browse space availability using the Browse > Browse Space Availability option. 
  3. Once you have determined which space(s) will work best for your event, you will need to log in to the system and submit your request.  Requests must be submitted online at least 5 business days in advance of an event. 
  4. Submitting an event/meeting request more than 5 business days out does not guarantee your space and event request will be approved.  (NOTE: Saturday, Sunday, and Holidays are not business days.  Requests submitted AFTER 3pm fall on the next business day.) 
  5. Once you have started the booking process, it is important to provide as much information as possible through the online form.  This is so to ensure University policies will be followed, procedures are in place, and set-up and event logistics are understood and feasible. 
  6. Please note that if you have any special accommodations, such as audio-visual equipment you can request this through VEMS. 
  7. Your request will be routed to the manager of your desired space for approval. You may have to wait up to 3 business days for an approval. After the space manager has reviewed the request you will receive a follow-up communication with the status of your request (i.e., Confirmed, Canceled, Tentative Hold). 
  8. DO NOT move forward with marketing your event until you have received an online confirmation stating that your event status is CONFIRMED. 

 
Please note: Only student organizations officially recognized by the Division of Student Affairs are eligible to rent a space. Other organizations can seek services as non-affiliated groups or email roomreservations@drake.edu for assistance. 

For Drake University Faculty and Staff, please follow the steps below to rent/reserve a space on campus: 

  1. Visit https://ems.drake.edu/EmsWebApp/ 
  2. You may browse space availability using the Browse >> Browse Space Availability option. 
  3. Once you have determined which space(s) will work best for your event, you will need to log in to the system and submit your request.  Requests must be submitted online at least 5 business days in advance of an event. 
  4. Submitting an event/meeting request more than 5 business days out does not guarantee your space and event request will be approved.  (NOTE: Saturday, Sunday, and Holidays are not business days.  Requests submitted AFTER 3pm fall on the next business day.) 
  5. Once you have started the booking process, it is important to provide as much information as possible through the online form.  This is so to ensure University policies will be followed, procedures are in place, and set-up and event logistics are understood and feasible. 
  6. Please note that if you have any special accommodations, such as audio-visual equipment you can request this through VEMS. 
  7. Your request will be routed to the manager of your desired space for approval. You may have to wait up to 3 business days for an approval. After the space manager has reviewed the request you will receive a follow-up communication with the status of your request (i.e., Confirmed, Canceled, Tentative Hold). 
  8. DO NOT move forward with marketing your event until you have received an online confirmation stating that your event status is CONFIRMED. 

For all external organizations, please send an email to roomreservations@drake.edu with the following information: 

  1. Type of event 
  2. Description of event 
  3. Date(s) of your event 
  4. Number of attendees 
  5. Potential setup needs 

Policies 

Because academic and University‑sponsored events take priority, the University reserves the right to: 

  1. Cancel, without advance notice, any event that is not in compliance with the general policy of the University regarding meetings or events on campus. 
  2. Change reservations to other facilities, with the understanding that, if possible, comparable space will be proved when the change is necessary. 

Policies regarding the below can be found here: 

  • Animals 
  • Copyright 
  • Insurance 
  • Non-discrimination 
  • Parking 
  • Political Visits 
  • Public Safety 
  • Smoke Free 
  • Weapons and dangerous substances 

Our Staff 

Visit us in the lower level of the Olmsted Center, next to the Sussman Theater. Our office is open Monday through Friday from 8:00 a.m. to 4:30 p.m. 
 

Betsy White 
Director of Conferences and Events 

Emily Lovell 
Assistant Events Manager