On-Line Parking System Event Request

Quick Sheet

For assistance, contact Parking Services at x3606

Log Into Parking System
•Access the system from the Parking Services homepage, or directly from this url: Login is located in the upper right corner.
•Departments select the Guest / Departmentoption– login using department email address and password.
Access Event Form
•On the Parking Services home page scroll down to “OTHER FEATURES” section.
•Select “Request Event”.
For information on Events
•As needed, access event information herefor rules and fees associated with event requests.
Completing Event Form
•Event Details
•Event Information – Basic information. All fields required.
•Requestor Details – Person setting up the event. All fields required.
•Event Details/Additional Information
  • Estimated number of vehicles-usually one per person attending.
  • Location of event- physical location (i.e., building, athletic field or Red Square)
  • Budget string.
  • Parking paid by - select from drop down
  • Attendee - person coming to the event
  • Sponsor - department
  • Shuttle information - outside shuttle service provided by the host, NOT arranged by WWU event manager
  • Shuttle start time and end time- when will the shuttle starts and stops
•Resources – All required to complete, but all can be set to NO
  • Do you need lot attendants? Y/N – scheduled for duration of event unless you limit the attendants’ hours by using the date override box. Attendants are charged on an hourly rate, 1-hour minimum.
  • Multiple day events - use the Date Override; enter when the attendant is needed for each day.
  • Single day events - enter the attendant hours in the “Attendant Information” block, along with any information the attendant may need.
  • Attendant Information -A note field for information the attendant may need to know, i.e,.where you would like the attendant to be located within the lot, if event has a shuttle (attendant may need to be located at the shuttle pick up and drop off location), etc.
  • Do you need signs? Y/N
If yes:
  • How many signs do you need? The number of signs required to adequately direct event attendees to the parking location and to the event itself. Date override field not applicable.
  • Sign Location -Where you want the signs placed on/around campus. Sign design can be loaded to the event by using the “Browse” or “Choose file” button.

Submit Form
•Click the submit button on the bottom of the form.
Event Confirmation
•Confirmation message will display on-line with the Event number associated with your event.
  • Requestor email is for internal use only. Event manager may use that email address for event clarification if needed.

Things to Know
•Date and Time Fields
  • Event Information
  • Event date and time conflicts may cause an error that does NOT appear until the event is submitted. All event information will need to be re-entered.(system bug, reported)
  • Event Details and Resources
  • If event dates and times conflict, an error message will appear, but your information will not need to be re-entered; simply correctthe field where the error occurred.
  • Resources
  • If the event is multiple days, but you only need the resource for a specific time period, check the “Date Override” box.
  • Day and time fields for EACH day of the event will appear. Enter information for each day, even if the resources hours requiredis 0, from 8:00am to 8:15amfor the days the resource is NOT required.
  • NOTE: If the resource begin time is 12:00pm (noon) there will be an error. (system bug, reported)
  • Work around: set start time to 11:59am.

Logout
•Select name in the upper right hand corner.
•Select Logout from the drop down.

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