Events and Programs

Records relating to planning and coordinating events that do not directly support a financial document and do not document the event itself. May include correspondence and other documents related to scheduling, venue set-up, and presenter/participant attendance. Records generated from university-sponsored events should be held under the appropriate series in the "Events and Programs" section of this schedule. 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 this 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 Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Records generated from university-sponsored events. May include agendas, publicity materials, and other documents presented or distributed at the event. May also include authorized photographic and audiovisual documentation. (Photographic and audiovisual materials must be accompanied by signed releases from subjects and/or participants for as long as the materials are retained, including when transferred for archival preservation.) 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 05008.001.18736) 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 "Risk Management" section of this 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 Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).

Records generated from university-sponsored scholarly conferences and events. May include agendas, correspondence, publicity materials, proceedings, and other documents.

May also include authorized photographic and audiovisual documentation. (Photographic and audiovisual materials must be accompanied by signed releases from subjects and/or participants for as long as the materials are retained, including when transferred 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 Children at Western compliance records for events or programs that include minors, see the records series Child-Related Program Compliance Records (GS 01050.001.18382).