Hosting Events in the University Commons

The University Commons is an excellent place to hold your meeting, event or program.  Please take time to explore our spaces, learn about room capaciites and available audio/visual services, and our available furniture and equipment.

• Department Timeline for Reserving Space

• COMPLEX EVENTS (including any event that has a unique setup needs or diagram, multiple rooms, catering, extension of hours, police coverage, PPO overtime)

  • Submit in 25Live - All complex event space requests must be submitted in 25Live at least 21 days prior to the event date. (Note that extension of hours requires 2 weeks notice)
  • Requests Confirmed - Requests processed and confirmed in 2-4 business days by Event Scheduling
  • You Need to Confirm - 10 days in advance to put in your catering order and confirm your room setup/diagram. Tentative events will be cancelled at this time, if room setup/diagram are not provided.
  • Cancellation - 7 days in advance for cancellation of room, catering, and UC AV Services
  • Headcount - 3 days in advance to confirm event headcount and catering headcount

  SIMPLE EVENTS (no change in room setup, no catering)

  • Submit in 25Live - Encourage submission 21 days prior to event date
  • Last Day to Request - Requests must be made a minimum of 4 days prior to the event date*
  • *Any requests for AV Services in UC spaces made less than one week prior to the event will not receive an estimate of fees and will be held responsible for all AV costs.
  • Requests Confirmed - Requests processed and confirmed in 2-4 business days by Event Scheduling

  EMERGENCY EVENTS
  We are aware that sometimes, circumstances out of our control require events to be scheduled last minute, including memorials/vigils, protests, and small meetings.  For these types of events, please email Event Scheduling to secure a meeting space if they fall outside of the 4-day period.

• Student Organization Timeline for Reserving Space

• ALL EVENTS

  • Submit in 25Live - All event space requests must be submitted in 25Live at least 21 days prior to the event date. If requesting money from SGA, please follow the timeline for financial requests (2-8 weeks depending on amount of money being requested).
  • Requests Reviewed - Requests will be processed and put in the tentative state in 2-4 business days by Event Scheduling. Notice of receival will be sent to you and CASL for approval via email.
  • CASL Checklist – Before CASL approves your event, you must complete the checklist sent to you by CASL staff with your event information. This must be completed within one week of the date it was sent. Reply all to the email!
  • CASL Approval – CASL will approve or deny your event based on the completed checklist and you must schedule a meeting with CASL to review all additional event details. CASL approval does not signify SGA financial approval.
  • Requests Confirmed – Once CASL approves, Event Scheduling will confirm your event space.
  • You Need to Confirm - 10 days in advance to put in your catering order (as long as money is approved by SGA) and confirm your room setup/diagram. Tentative events will be cancelled at this time, if room setup/diagram are not provided.
  • Cancellation - 7 days in advance for cancellation of room, catering, and UC AV Services
  • Headcount - 3 days in advance to confirm event headcount and catering headcount