Planning Your Event

If you are planning a meeting, performance, or just need a table dropped off for a party, you will need to start by submitting a request via 25Live. This will begin the approval process for your event and the reservation of room(s), resources, and services.

Timeline

Requests for basic meetings should be submitted at least 3 business days prior to your event. Events that require resources (special set-ups, catering, sound technicians) require at least 14 business days.

Remember: the larger the event, the more lead time is required.

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

Audience

If you hope to have a significant portion of the campus community attend your event, make sure to check the Planning Calendar which displays tentative and confirmed reservations for larger or campus-wide events, in addition to breaks and holidays. This calendar is considered tentative but is an essential tool for department event planners as they consider dates for their event(s).

Scheduling Cycle

The annual scheduling cycle is established by allocating space in the following priority order:

1. Curricular Classes

Classes are scheduled into 25Live during the following estimated times:

• Fall Semester is entered by August 1st of the current year.
• Spring Semester is entered by December 1st of the current year.

2. Exclusive Events

These are annual institutional, campus-wide events such as Orientation, Homecoming, Family Weekend, Commencement, and Alumni Weekend which have exclusive use of College Facilities and dedicated staffing from Service Providers.

3. Priority Events

Prioritized events determined by Scheduling Services which includes annual department events that hold institutional significance such as Board of Trustee Meetings, Special Services, Theology Conference, Wheaton Connection, Conservatory Ensemble Concerts, and College Union Annual events.

4. Faculty, Staff, and Student Organization sponsored events and programs.

All other meetings/events fall within this category.