Event Scheduling Is Open for Business

CONFERENCE AND EVENT SERVICES | With the gradual return to on-campus events, Kellie McDonald, the new assistant director of Event Scheduling with the Conference and Event Services, is offering some updates and reminders. McDonald, and the new team of administrative coordinators – Anastasiia Glushneva and Tanya Kapoor, along with 10 student assistants – are ready to help with event scheduling needs and answer any questions.

New software launch
Event Scheduling is getting ready to say goodbye to 25Live as our event scheduling software. They have been working closely with campus partners to find the right platform for the campus and current needs. The department plans to implement in early spring with testing and training through summer. Their goal is to fully launch the new system by fall 2022.

Event visitor policy
As of Monday, Oct. 18, the university announced a new External Event Guest Policy. If you plan to invite off-campus guests to participate in your event, a 25Live request will need to be submitted. Once that is done, you are required to fill out the Event COVID Safety Agreement (you must include your event confirmation number). A placard will be emailed to the event requester at least two business days before the event. It is the responsibility of the requestor to send the placard to all their external guests. Only one placard is needed per car but each guest must complete the Lion Health Check.

For essential visitors, such as a speaker or presenter, your dean or vice president will need to submit the “essential visitor” access request form which has been provided directly to leadership by Public Safety. You do not need to fill out the Event COVID Safety Agreement above.

5 business days required for new event requests
As a friendly reminder, please book all events at least five business days in advance. This will help ensure the right resources are scheduled for your event including equipment, event labor, FM needs, and classroom support.

Cancellation reminder
If you need to cancel your event or if your event moves to a virtual platform please remember to let Event Scheduling know, especially if you have equipment tied to your event. Please fill out the: CES Reservation Cancellation Form to cancel your event.

St. Robert’s Renovation
St. Roberts Auditorium has undergone a complete renovation. It is nearly completed and will be ready for events in mid- to late November.