Events - Significant

Records relating to the university's involvement in celebrations/ceremonies/events of a particular significance (such as milestone anniversaries, openings/dedications of major buildings or programs, inaugurations, noteworthy occasions, national/inernational recognition, etc.). 

Related documentation may typically include, but is not limited to: 

• Programs, lists of VIPs in attendance, etc.;
• Photographs and/or audio-visual recordings, transcripts of speeches;
• Samples/designs of logos, commemorative items;
• Websites, social media sites, etc.;
• Planning and coordination records.

Recordings and documentation of certain events, such as Board of Trustees meetings, must be retained according to separate retention rules. Please contact University Archives with questions about event records status. 

Photographic and audiovisual materials may need to be accompanied by signed releases from subjects if they are to be re-used or retained for archival preservation. 

Please note the following exceptions: 

• Logistical and planning materials, which do not directly support a financial record, are transitory and can be disposed of when no longer needed. See Event Planning and Logistics Documents (GS 05008.001).
• Financial records relating to events must be held for the retention period prescribed under the "Financial Management" section of this schedule.
• For event-related hold harmless agreements for both adults and minors, see the Safety, Health, and Legal Compliance section of the WWU General Records Retention Schedule.
• For adult event participant registration records, see Non-Academic Registration Records (Adults) (GS 01050.001.18442).
• Minor participant registration records must be kept under Child-Related Program Compliance Records (GS 01050.001.18382).
• For additional recordkeeping requirements relating to events or programs that include minors, see Child-Related Program Compliance Records (GS 01050.001.18382).