Scheduling Services FAQ

If you are a faculty/staff member, simply visit 25Live and log in using your NetID.

Students are welcome and encouraged to use 25Live to view location information and availability, but will need to submit requests for events through college departments.

Visit our 25Live Tutorials page to view our helpful list of video tutorials.

Scheduling Services is also happy to arrange a virtual or in-person training session with you. Please email Scheduling Services to request a session.

Once your scheduler has processed your request and confirmed that the College can support your event in a successful manner, they will email you an event confirmation. If there are challenges to your event based on your request, your scheduler will contact you to see if there may be some alternative solutions that may work for your event and the College.

Do NOT promote your event or make any commitments until your event request has been confirmed by our office, according to the Campus Facilities Scheduling Policy.

Email your event scheduler requesting the specific changes. Please include your reservation reference number in the email (e.g. 2018-AABBCC). You may request to change the date, time, location or resources provided. The scheduler will determine if the change can be accommodated and edit your reservation accordingly. You will receive an updated confirmation after the change(s) have been made. Be sure to notify AIT, Bon Appetit or Custodial of any change/cancellation if you have arranged for their services.

PLEASE NOTE: If an event was reviewed and approved by the ECC (Event Coordination Council), any changes will need to be resubmitted to the ECC for approval. These types of events are NOT permitted to increase in size without re-approval as the ability to successfully service the event may change with additional attendees.

Your event scheduler is assigned based on the department or student group you belong to. Your scheduler will send you an event confirmation and any communication related to your reservation specifics. The scheduler’s name will be listed in the event details of your 25Live reservation.

Scheduling Services is the scheduler for most College Departments and Student Requests, Bill Stukes handles Athletics’ requests, Alice Ames processes request for CSA and Conservatory. See our full list of Schedulers and Service Providers »

Anything that is NOT a registered course that requires dedicated use of space (even outdoor space): meetings, lectures, socials, maintenance etc. All events must be scheduled through 25Live.

Requests for simple meetings requiring no services should be submitted at least 3 business days prior to the event. Requests for smaller events requiring services must be completed at least 10 business days in advance of the event date to ensure successful support of your event. This includes arrangements for space, equipment and services (catering, room setup, media technicians).

Additional lead time is required to plan large scale events, depending on expected attendance and complexity of the event. Often there are additional approvals that must be obtained before Scheduling Services can confirm your reservation request.

• 100 - 200 people = minimum 4 weeks
• 200-500 people = minimum 2 months
• More than 500 people = minimum 3 months
• Multi-day and/or multi-location events = 6 – 18 months

Please also visit our Planning Your Event page to view additional guides and forms that will help in hosting a successful event.

View our Planning Calendar to see large events that have already been scheduled in addition to those that are tentatively being planned on the date(s) you are considering.

Please note that Scheduling Services does not regulate which or how many events occur on the same night. There is always a chance another department may decide to host an event that competes for your audience. For this reason we encourage you to check the Planning Calendar occasionally even after your event(s) have been confirmed.

Be sure to submit your room request early! Requests are processed in the order they are received and you are one among many groups planning events on campus.

Please note: There are priority events that take precedence over other campus requests. Your Event Scheduler will help you work around those dates/events. See the Wheaton College Scheduling Cycle at the bottom of our Planning Your Event page, and our Policy_Exclusive and Priority Events Policy.

Only events that are being promoted to the general public (off campus guests) may be added to the Public Calendar.

Marketing Communications also uses this calendar as the source of information for the college's social media feed, press releases and its printed calendar, which is published four times per year and distributed to 30,000 homes in Wheaton and Glen Ellyn.

To promote your event on this calendar, complete the Promotional Event Description Form.

Events that are open to only the campus community should be added to the Happening on Campus calendar.

Risk Management has answered some of the most frequently asked questions about food at events in the SIO Student Programming guide found here.

Please contact Risk Management with any additional questions you might have.

FIRST create your event request in 25Live and select one of the Bon Appétit catering options within the Resources section. Upon submission, Bon Appétit will be notified of your event/room request and that you plan to place a catering order.

THEN after you have secured your location, visit the Bon Appétit catering website to place your catering order.

PLEASE NOTE: Placing your catering order before you have secured your location in 25Live does not guarantee that you will get the location listed in your catering order. 25Live reservation requests are processed on a first come, first serve basis (after classes and exclusive/priority events) so this should be your first step when planning an event.

We recommend that you first give Bon Appétit the opportunity to cater your event. Visit the Bon Appétit catering website to veiw their menu and service options. You may use an off-campus caterer, but it should be a licensed caterer. Contact the Purchasing Department to verify that your caterer is on file with them.

Exception: You may NOT use an off-campus caterer for events held in Anderson Commons (Main Dining Room, BMR 110 North Party Room, and BMR 101 South Party Room). Bon Appétit's contract with the college gives them exclusive catering rights in these locations.

Yes - however, you may not bring food into anderson commons (main dining room, north party room or south party room). the college’s contract with Bon Appétit gives them exclusive catering rights in those rooms.

Yes - as long as you are not charging for the food and your event is not open to the entire College or the general public. Please be sure to keep hot foods hot and cold foods cold. Risk Management's food safety guidelines can be found on page 21 of the SIO student event planning guide, found here.

(Exception) You may not bring food into Anderson Commons (Main Dining Room, North Party Room or South Party Room). The College’s contract with Bon Appétit gives them exclusive catering rights in those rooms.

Resources are items (tables, chairs, garbage cans) or services (catering, media, setup) that can be added to an event request. General users do not have access to resources but each department has one or more event planners that have been trained in how to request resources. If your event goes beyond a simple meeting, consider meeting with your department event planner (usually the office coordinator) to discuss details and have them submit your request. If you do not see resources as an option when requesting events and find that you often need them for your events, you may email Scheduling.Services@wheaton.edu to request additional training.

Custodial service and equipment needs are noted in 25Live and communicated to Facilities Management through the software. Select “Custodial – Setup Crew” in the Resources section of your event request form. Enter a detailed description of how you'd like the room set up in the instructions field.

Note that Facilities requires setup requests to be submitted at least 10 days prior to your event.

In order to maximize our resources of facilities and custodial personnel, we recommend that you request a venue that best meets the needs of your event without requiring much alteration (ie. addition of furniture or changes to tables, chairs, etc.). Costs of setting up rooms or cleaning outside of normally scheduled custodial hours will be billed to your event budget.

Audio/Video support is initiated in 25Live which alerts Academic & Institutional Technology that they have a new request. Select “AV – Equipment & Staff Support” in the Resources section of your event request form. Someone from AIT will contact you and help you determine what you need from their department for your event. Please submit your request at least 3 weeks prior to your event.

Note that due to staffing cuts, AIT live event support is only offered in the following locations:

ARM 132 Recital Hall
ARM 190 Concert Hall
BGH 105 Barrows
BMR 136 Coray
EDM Auditorium

Event Planners are responsible for supplying or renting tablecloths for their own events. If you are catering a meal with Bon Appétit, you may rent tablecloths through one of their vendors. You may also rent linens through them for non-catered events (e.g. you want a tablecloth for a book table)

Visit the Bon Appétit catering website to place your order. (Make sure you reserve your room in 25Live first!)

Events that invite trained service animals to campus may take place in one of our Beamer Center locations.

The ECC is the Events Coordination Council. It is made up of Service Providers and others who assist with event management and promotion. It meets every two weeks to review events that are open to the Public or Campus Community and/or require significant assistance from Academic & Institutional Technology (A/V), Bon Appétit (catering), or Custodial (room setup.)

Your event scheduler will add your event request to their agenda when appropriate and delay confirming your event until ECC determines whether your event can be successfully supported. They do not determine whether an event SHOULD happen, but rather whether it's POSSIBLE given the College's available resources.