Oct 19, 2020  
2018-2019 University Catalogue 
    
2018-2019 University Catalogue [Archived Catalogue]

Event Scheduling & Promotion


C O N T E N T S

Overview

The University is committed to managing space to its full potential and ensuring that space is allocated appropriately. All buildings and space at UArts, regardless of the source of funding, belong to the University. Among the University’s many resources, the allocation of space is critical. University physical facilities, like its personnel, funds, and equipment, are resources which must be managed and maintained in accordance with policy and reasonable use to support the University’s mission.

25Live Training & Support

For assistance with or to request group or individual training for 25Live contact the Office of the Registrar at registrar@uarts.edu or 215.717.6420.

Event Requests

25Live (Location, Resource, Calendaring System)

25Live is an event planning, management, and reporting tool that includes support for location requests (room) scheduling, resource requests (eg. Dining Services) request, and event promotion through various public calendars that publish to the University Website.

Submitting an Event Request

Faculty and Staff can submit event requests via 25Live. The help section in 25Live includes step-by-step instrucitons on how to submit an event request.

Location Assignment Priorities

No event or use of space may interfere with scheduled classes. Location assignments are conducted on a first-come/first-served basis according to the following priorities:

  1. Academics: Classroom instruction as well as academic programs such as Convocation and Commencement
  2. Major Student Events: Scheduled by the academic & administrative units
  3. Faculty/Administration Events: Board meetings, admissions, information sessions, advancement events, award ceremonies, campus wide gatherings (faculty, staff & administration) and conference programs
  4. All other activities and events, including rentals

Request Submission Lead Time

Event Requests including Locations only

Event requests should be submitted at least 3 business days prior to the date requested. Location coordinators will process requests within 2 business days. In extenuating circumstances a request may be submitted on the same day. In such instances first submit the request via 25Live, then contact the Location Coordinator to request an expedited decision.

Event Requests including Locations & Resources

Event requests that include resources as well as a location generally require 10 business days prior to the event date for approval. Refer to the Service Providers section below for additional information related to lead times by service provider.

Late Requests

25Live will not prevent the addition of resource requests that do not adhere to required lead times. Assignment of late requests is at the discretion of the service provider.

Evening & Weekend Event Requests

Individuals or groups submitting event requests occurring during the weekend or weekdays outside of published building hours may be charged for overtime and other direct costs associated with the request.  These charges include but are not limited to Housekeeping for set-ups and Public Safety for additional guards.

Non-Academic Event Requests

Academic and administrative units are not permitted to schedule locations for non-academic purposes.

Non-University Functions by Individual or Groups External to the University

Faculty, students and staff are encouraged to work with professional associations, community organizations and individuals to invite them onto campus to present  non-University programs that benefit the students and enhance students’ academic course of study. Requests for use of University space by faculty, staff or students for non-University functions or purposes are considered rental requests and must be made through Director of Campus Events & Scheduling. Departmental or individual “sponsorship” of an event does not in an of itself result in an automatic waiver of rental fee or discount to the rental fee.

Rental Fees

The University publishes a list of rental fees that is revised periodically to reflect local market conditions for space rentals and special events.

Faculty/Staff receive a 10% discount off of the published list of rental rates for the use of UArts meeting spaces, classrooms, studios and theaters for non-University functions.

UArts alumni receive a 10% discount off of the published list of rental rates for non-University functions.

Alcohol at Events

Requirements

  • Alcohol sales are prohibited as the University does not own a liquor license. This prohibition includes the sale of drink tickets that can be redeemed in exchange for alcoholic beverages.
  • Alcohol must be served by UArts Dining Services bartenders who have social host liability insurance.
  • Dining Services bartenders will set-up, serve, and breakdown the alcohol.
  • Public Safety must be notified of any event in which alcohol will be served; if students will be in attendance a guard (or guards) must be requested for the event and Student Life will  the Student Life On Call (SLOC).
  • Departments may purchase their own alcohol.

To Request Permission to Serve Alcohol

  1. When submitting an event request, on the resources section of the request form add Dining Services: Bartender.

Loud Events

Requestors should indicate if an event may generate loud sounds. This will help staff reviewing subsequent location requests to determine if a potential sound conflict will exist.

To indicate that an event may be loud

When submitting an event request, on the requirements section of the request form check the associated box and include any relevant details.

Setup/Take-down Time

Will be added soon.

Student Attendance at Events

To ensure student safety and to be prepared to provide support in case of emergency, events that will attended by students should be identified when an event request is being submitted. Student Affairs will be alerted and conduct a brief walk through the day of the event.

To indicate student attendance at an event

When submitting an event request, on the requirements section of the request form check the associated box and include any relevant details.

Student Initiated Requests

Students are not currently permitted to submit event or location requests via 25Live. All such requests must be submitted on behalf of a student or student group by a sponsoring faculty or staff member from their department or Student Activities.

Locations

Most University locations can be scheduled for functions beyond the primary academic use that most frequently defines each space.  Accordingly, it is important that all members of the UArts community understand that schedulable space is a University resource, and not owned by the unit that is most frequently scheduled to use the space. While the Registrar has responsibility for scheduling classroom, studio and other locations for class purposes, discipline-specific location requests are reviewed by staff or faculty in the associated department or school office. Scheduling administrators responsible for specific locations are expected to respond to requests within 2 business days.

Scheduling of academic space (any space routinely used for classes) will only be confirmed after the Registrar has set the class schedule for the coming semester.

Resources

Audio Visual Services

Resource Request Requirements

Requests must be submitted 5 business days prior to the event start date.

To request Audio Visual Services

  1. Submit an event request via 25Live.
  2. From the resources section of the request form add A/V: General Request.
  3. Update the Setup Instructions associated with the added resource to include details of the request.

Dining Services

Resource Request Requirements

  • Requests should be submitted at least 10 business days prior to the event start date.
  • Headcounts are required
  • Enter expected headcounts as the expected attendance on the 25Live event request form.
  • Final headcounts must be provided 10 days prior to the scheduled event.
  • Requests will be charged using the final headcount provided. If the headcount is exceeded additional charges will apply.

To request Dining Services

  1. Submit an event request via 25Live.
  2. From the resources section of the request form select resources to include.
  3. On the other other requirements page include the GL number that should be charged.

Facilities

Resource Request Requirements

  • Requests must be submitted 10 business days prior to the event start date.
  • 8-foot tables, 60” round tables, and metal chairs can be requested for events at no charge.

Service Charges

  • Facilities provides event setup and housekeeping services at no additional charge for University events. Large events, such as performance festivals or art shows that will require considerable additional housekeeping services, should be communicated to Facilities.
  • Facilities will deliver and setup approved requests for campus furniture, including folding table, round tables, folding chairs, and/or stackable chairs at no charge.

Academic & administrative units will be charged for:

  • Furniture rentals for large events and non-standard furniture such as high top tables, café tables, and stools.
  • Table linens
  • Setups requiring overtime due to overlapping or large events
  • Cleaning services for large events or post-event clean up requiring additional services.

To request resources from Facilities

  1. Submit an event request via 25Live.
  2. From the resources section of the request form select resources to include.

Public Safety

Public Safety provides security services at the main entrances of campus buildings, during normal building hours, based on published schedules.

Resource Request Requirements

  • Requests must be submitted 10 business days prior to the event start date.
  • One guard is required for every 100 people expected to attend an event.
  • Guards can be requested for a minimum of 4 hours; events less than 4 hours in length, requiring a guard, will be charged for 4 hours.

Service Charges

  • A rate of $25 per hour per guard is charged. Requests for additional security received less than 48 hours before the start of an event will be charged at a rate of $75 per hour per guard.

Academic & administrative units will be charged for:

  • Security for planned events
  • Security for academic programs occurring outside of normal building hours
  • Security for events requiring additional services due to expected attendance or alcoholic beverages being served.

To request resources from Public Safety

  1. Submit an event request via 25Live.
  2. From the resources section of the request form select resources to include.
  3. On the other other requirements page include the GL number that should be charged.