You should choose a space whose capacity and function are appropriate for your event. Do not choose a space that is too big only because it is available. Be aware that Fordham University is a private religious institution and reserves the right to grant use of its facilities based on determination made by institutional leaders.
Are there any general guidelines for conduct and use of space?
Yes. The general guidelines are as follows: Use of space is limited to the start and end time as confirmed by the reservation coordinator Space may be used only if a confirmation has been received from the reservation coordinator Food cannot be served in academic classrooms Furniture may not be removed from any space Furniture may not be reconfigured - only Custodial Services has the authority to manage the furniture setup It is not allowed to attach any materials to the walls of any space Event materials must be removed from the space or put in the trash bins at the end of the event Noise must be kept at acceptable level, inside the reserved space and in all common spaces such as hallways Pets are not allowed in University spaces with the exception of service animals Open flame is not allowed in any space Space should be left in the condition/configuration that was received
Are there any charges for use of space for University constituents (staff, faculty)?
In general, university constituents do not pay rental fees unless the event involves an outside group. Such events could incur co-sponsorship fees. Other possible fees for use of University space could include: dedicated audio/media services, security guard fees, alcohol fees, fees related to Sodexo services, overtime custodial services.
Can I reserve a residence hall lounge or other spaces in the residence halls on 25Live?
Not at this time. For question about the residence halls spaces, please contact the Office of Residential Life.
In what cases would my event require security?
In general, an event would require security guards if the public is invited, if alcohol is served, or if the event includes over 100 attendees. The reservation coordinator would let you know if you need to follow up with the Security Office.
What should I do if I need extra setup and take-down time?
You should provide the reservation coordinator the actual start time of the event and also include the time you would like to enter the space for set up. You can enter the setup and take-down event times within the 25Live Event Request form.
Who should I notify if there is damage to the room or equipment?
You should immediately report all damages to the event reservation coordinator.
I see that a room is not being used - may I enter and use?
No, that is not permitted.
What should I do if the space for my event is locked?
You must contact the Security Office at your campus. Contact information can be found here. It is best to have a copy of your event confirmation at hand when contacting the Security Office.
Additional Resources for Events
Can I request to have a room setup in a particular way, such as a Banquet layout?
Yes. A small group of spaces allow for multiple layouts of furniture depending on the event type. After selecting the space for you event in the 25LIve Event Wizard, you will be presented with a list of available layouts for that space. It is at that time that you can select the setup you require.
Who do I contact if I need any audio/visual equipment?
Contact Media Services for any academic space, and reference the resource training document for any non-academic space.
I would like to serve food at my event, what are the policies around catering?
All food and beverage services are coordinated by the University Caterer - SODEXO. Please refer to the Catering section of their website.
Why doesn’t my event show on the calendar immediately after I submit my request?
Only approved and confirmed events are displayed on the 25Live calendar and availability grid. When an event is submitted, it is initially a tentative event. The event is not "approved" until the reservation coordinator for the spaces reviews the request and processes it accordingly, either to approve or deny it.
Who determines whether my request is granted?
The reservation coordinator of each space determines whether a request is granted or denied.
How long should I wait to receive approval and confirmation of my requested space?
You should expect to receive a confirmation 3-5 business days after receipt of the request.
How many days or months in advance may I make a request for a space?
Requests may be submitted anytime. Reservation coordinator may keep the request in their queue and process at a later date. Requests must be submitted with a minimum of two weeks notice. As a general guideline, please refer to the scheduling cycle for the University: The annual scheduling cycle is established by allocating space in the following priority order: Curricular Classes are scheduled in 25Live during the following estimated times: Fall Semester - Reservations are entered by middle of August Spring Semester - Reservations are entered in the beginning of January University Wide Events: These include annual institutional events such as Open Houses, Orientations, Convocation, and Commencement. Departmental Events that have departmental space priority, for example, Theatre Programs in the Pope Auditorium, Kehoe Theatre, and White Box, etc. Faculty, Staff and Student Organization sponsored events and programs
Can requests for classrooms be confirmed before the 3rd week of the semester?
During the first three weeks of each semester, the Enrollment Services office receives many requests from faculty for classroom changes. Therefore, only such requests can be accommodate until the third week of class. After that time, requests for classroom use from other groups can be accommodated.
Can I cancel a confirmed reservation and if so, how do I cancel it?
If you would like to cancel your event, you may do so by contacting the person from whom you received the confirmation email. You must request the cancellation in writing by sending an email to the reservation coordinator of the space.
What is the minimum amount of time required if I need to cancel a reservation?
You must notify the reservation coordinator as soon as possible about the cancellation but no later than 72 hrs prior to the event. Please refer to your contract for any penalties associated with cancellation of events.
Can my confirmed reservation be cancelled by the Reservation Coordinator?
In extraordinary circumstances, the reservation coordinator has the right to change/cancel any reservations as needed.
Can I allow my colleague to use a room that I have already reserved?
No, event reservations are not transferable. All confirmed events must be conducted in the manner stipulated in the confirmation. No changes or additions can be made unless confirmed in writing by the reservation coordinator.
I misspelled the title of my event, can I correct my mistake online?
No. You must contact the reservation coordinator of the space who will help you correct it.
What should I do if there is someone else is occupying the space I have reserved?
It is recommended that you carry a copy of your confirmation with you to present it to the group occupying the room. If the party occupying the room refuses to leave the space, you may contact the Security Office at your campus for resolution of the conflict.
EVENT CONTINGENCY INFORMATION
The University reserves the right to cancel an event if, in the sole discretion of the University, events beyond its control make it impractical to hold the event. Such events shall include, but not be limited to, storm, fire, flood, earthquake, damage or destruction of facilities, labor disputes, war, civil commotion, shortages or unavailability of labor or goods, governmental law, ordinance, regulation, order or act.