Whitman Event Calendar Listing and Venue Reservations
Instructional Media Services

This is intended to be used as a guide to help with estimating budgets for Visiting Educators – costs quoted are subject to change.


The easiest way for faculty to request advertising is using the Whitman form. The link is found on the Whitman Communications web page: Event Advertising

Before you fill out the Event Advertising Form, it will be very helpful if you already have the event date, location, and the title of the presentation.  A picture and bio of the speaker and a short description (50 words or less) of the event or lecture and any other relevant materials will be also very helpful.  Please contact Qi Jia or your building academic assistant for submitting the full name of the endowment and budget number.  Check for information about Endowed Lectures coordinated by the Office of the Provost and Dean of the Faculty.

Off-campus advertising costs (as per Event Advertising Form):

  NPR series of 10 ads (run three ads a day for three or four days prior to the event)
NPR series of 20 ads (run over the course of 2 weeks) $350
  Union Bulletin  standard ad (2x5, black and white) $150-$170
Union Bulletin 2"x3" color ad in Marquee (insert in UB that comes out every Thursday and is focused on community events during the week) $75

On-Campus advertising ( as per Event Advertising form):

Posters (three week lead time) 8.5 x 11 $.53/sheet
Posters (three week lead time) 11 x 17 $1.05/sheet
Hanging posters around campus $11.00

Press Release
Bryce Heuett (two weeks lead time) FREE

Announcements in The Fountain
Gillian Frew (3 or 4 days lead time) FREE

Whitman  Event Calendar Listing and Venue Reservations

Post the event on the Events Calendar at using the "Submit an Event" link.

Reserve Whitman Venue

Explore reservable spaces on campus using the Reservable Spaces Link or contact  Victor Saldana, Scheduling Coordinator, Conferences and Events, x5366.
If additional tables and chairs are needed for the event/lecture, email

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Please note that Bon Appetit must be used for all on-campus catering.
Bon Appétit Contact: Teresa Maddess, Catering Director x5127 or
For information about Bon Appetit catering for meals or receptions, see

Local Off-Campus Dining - Dinner costs should not be more than $60 per person (excluding the tax/tip).

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Instructional Media Services

Contact: Charles Marr x5257 or
Requests for technology support is arranged by filling out the following Event Support Request Form:
Please be aware that IMS does not support off-campus events.

IMS requests a minimum notice of 5 business days before a weekday (M-F, 8am-5pm) event to arrange either a simple set-up of technology, or consultant attendance during an event.  Weekend set-ups, consultant attendance of a weekend event, or live-streaming requires a notice of 7 business days.  Simple set-ups of technology, as determined by IMS, are normally not charged.  Consultant attendance is charged at $25/hour with a one-hour minimum.  Weekend and after-hours support is charged at $50/hour.

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Please be aware that hotel rates and availability are subject to change. 
Rates are generally higher April through October and some weekends are substantially higher due to local tourism events.

  Bed & Breakfast (within walking distance of campus) $160 (or more) per night
  Best Western Walla Walla Suites $110 + tax
  Marcus Whitman Hotel & Conference Center  (includes complementary breakfast) Airport shuttle available $112 + tax (more on weekends - $150-$300 - for high demand nights)
Courtyard by Marriot Hotel  (does not include breakfast) Airport shuttle available $96 + tax for Std room, $236 + tax for King Suite room (through Dec, 2020)

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Airfare: Please obtain a quote from an outside travel agent (our office uses Teri Owens at, but there are others.) Be sure to include the service fee charged for booking through an agent or service in your estimate. You may also use an on-line travel site such as Travelocity or Expedia

Rental Cars: Whitman has a contract with Enterprise and National Car rental agencies for deeply discounted rental car use for College business purposes.  One benefit is waiving of one-way rental drop-off fees.  Contact Ruth Ladderud for discount code and details. All gas used in rental vehicles is reimbursable.
  Beginning Jan. 1, 2021, Mileage Reimbursement rate is 57 cents a mile. A good source to determine mileage distance is Mapquest.