Host events and conferences

Host your event with U of I

Whether you’re planning a meeting, multi-day conference, camp, seminar or celebration, University of Idaho offers expert support, welcoming venues and full-service coordination to help bring your event to life. Our team works with campus partners, community groups and national organizations to host events of every size — right here in Moscow or anywhere your audience may be.

Event and conference support

We offer two units that work closely together to support a wide variety of university and non-university events:

Event services

Our Event Services team supports events of all sizes — from campus meetings to large-scale productions. Available services include:

Audio-visual equipment and technical support
Video systems and lighting
Staging, tables and chairs
Equipment rentals
Event setup and takedown

When you partner with U of I, our Strategic Events team helps guide your planning process with flexible support options based on your needs:

Consultation

Ideal for event organizers who want expert input before managing their own event.

90-minute consultation with an event manager
Post-meeting notes and recommended resources
Client is responsible for event planning and execution

Planning services

Great for those who want guidance developing a full event strategy.

60-minute kickoff meeting to determine goals, scope and roles
Up to three (3) additional planning sessions with an event manager
Guidance on concept development, timeline, budgeting and logistics
Client manages and executes the event

Full event management

Comprehensive support from start to finish.

Project management from kickoff through post-event debrief
Full planning support and management including budget, vendor, venue and promotion
Onsite event execution, registration/ticketing and operations
Post-event evaluation and reporting

Request an event consultation meeting.

Conference Services

Our full-service Conference Services team provides start-to-finish planning and management for conferences and special programs. We collaborate with university departments and external organizations to ensure seamless execution — on time and within budget.

We can assist with:

Venue coordination
Registration services (online and in-person)
Budgeting and financial management
Contracting and vendor coordination
On-site logistics and event staffing

Download our detailed Conference Services brochure.

Event planning resources

Frequently asked event and conference questions

Can you help manage conference budgets and payments?

Yes. Our team offers full financial management. We’ll work with you to create a detailed budget, set appropriate registration fees and handle all income and expenses. After the event, you’ll receive a full financial report. Any surplus funds can be returned to your organization or held for a future event.

Is there a fee for coordination services?

Yes, but you choose the level of support you need. Once we understand your event’s scope, we’ll provide a custom quote with transparent, competitive pricing — no surprises.

Do you only coordinate events at University of Idaho?

No. We coordinate events across Idaho and beyond. Our team regularly partners with venues like the University Inn Best Western, Coeur d’Alene Resort and conference centers nationwide.

Do you offer registration services?

Yes. We provide secure, flexible registration with multiple payment options: credit card, check, purchase order, wire transfer or in-person cash. Each event is assigned a dedicated registration specialist to support your participants.

Moscow campus venues

University of Idaho’s Moscow campus offers a range of venues for events and conferences — from large-scale facilities to intimate meeting spaces. Available locations include the P1FCU-Kibbie Activity Center, Bruce M. Pitman Center, Idaho Student Union and Teaching and Learning Center (TLC), as well as non-academic venues like the Administration Auditorium, Memorial Gym, Physical Education Building and the Swim Center.

Explore our campus venues to find the right space for your next event.

Reservation guidelines by location

Idaho Student Union Building

Reservations must be submitted through the online reservation form and are processed on a first-come, first-served basis. To ensure equitable access, the following schedule applies to weekly meeting reservations:

Fall semester requests open:

First week of April: ASUI-recognized student organizations
Second week of April: U of I-affiliated departments
Third week of April: Non-affiliated groups or individuals

Spring semester requests open:

First week of October: ASUI-recognized student organizations
Second week of October: U of I-affiliated departments
Third week of October: Non-affiliated groups or individuals

Summer and Winter Session requests:

Accepted any time, first-come, first-served.

ASUI-recognized student groups may reserve up to one two-hour meeting per week. Additional time may be requested based on availability; hourly rental rates apply beyond the allotted time.

Teaching and Learning Center (TLC) at the Idaho Student Union

If Idaho Student Union meeting spaces are unavailable, TLC classrooms may be reserved through the Office of the Registrar. These are governed by academic space scheduling policies. After-hours events may incur additional fees. Non-affiliated groups will be charged standard rental rates.

Bruce M. Pitman Center

Reservations are accepted on a first-come, first-served basis via the online reservation form. Reservations will not be confirmed more than three years in advance.

Administration Auditorium, Memorial Gym and Physical Education Buildings

These academic spaces can be reserved for special events, following guidelines set by the Office of the Registrar. Use the online request form to initiate your reservation.

P1FCU-Kibbie Activity Center and East Practice Field

These spaces are available on a first-come, first-served basis depending on availability. All reservations must be submitted through the online reservation form.

ICCU Arena alumni rooms and gyms

These spaces are available on a first-come, first-served basis depending on availability. All reservations must be submitted through the online reservation form.

Reservation policies and definitions

The following policies apply to reserving event and meeting spaces in multi-use facilities across University of Idaho’s Moscow campus. These include the P1FCU-Kibbie Activity Center, ICCU Arena, Bruce M. Pitman Center, Idaho Student Union/Teaching and Learning Center (TLC), as well as non-academic spaces like the Administration Auditorium, Memorial Gym, Physical Education Building and the Swim Center.

University of Idaho Administrative Operations reserves the right to schedule, assign or reassign event space based on factors such as campus activities, institutional priorities, group size, room capacity, special equipment needs and overall availability. We will make every effort to involve affected groups in any changes.

Download the Reservation Procedures and Policies Guidebook.

Group definitions

ASUI-Recognized Student Groups

These include the Associated Students of University of Idaho (ASUI) and their programs, student organizations registered with the Department of Student Involvement, Residence Life groups, Fraternity and Sorority Life, College of Law student organizations and the Graduate and Professional Student Association.

Note: Fraternity and Sorority Life houses must have a current Facilities Use Agreement and proof of liability insurance on file to reserve space.

University-affiliated groups

Any official U of I academic college, department or administrative unit.

Non-affiliated groups

Groups or individuals not officially affiliated with University of Idaho. This includes U of I employees or students acting outside of their official roles.

Note: Non-affiliated groups must have a signed Facilities Use Agreement, a current certificate of liability insurance and a 50% non-refundable room deposit before a reservation can be confirmed.

Cancellations

To avoid penalties, please cancel your reservation at least 48 hours in advance.

Late cancellations or no-shows will incur a $25 fee. If services or equipment were already provided before cancellation, additional charges may apply to recover those costs.

Repeated no-shows or inappropriate use of space may result in the denial of future reservation requests.

Need help planning your event? Contact our team!

Events
208-885-0302
events@uidaho.edu

Conferences
208-885-2573
conferences@uidaho.edu

Summer conferences
208-885-2573
hagenhunsaker@uidaho.edu

Event support services staff

Ryan Watson
Associate director, event production
208-885-7929
rwatson@uidaho.edu

Eric Stenback
Event technical specialist
208-885-6947
estenbac@uidaho.edu

Corbin Hohstadt
Technical manager, sound/production/lighting
chohstadt@uidaho.edu

Jacob Cutshall
Video production center manager
jcutshal@uidaho.edu

Ben Bonin
Technical coordinator
bbonin@uidaho.edu

Steve Bonnar
Event support coordinator
sbonnar@uidaho.edu

Cailen Silver
Event operations coordinator
csilver@uidaho.edu