University Events Scheduling and Communications

All App State Faculty, Staff, and Students must abide by the following University Events Scheduling and Communications general policies and procedures and the policies and procedures of their chosen facility. 

Please visit the Scheduling Non-Academic Events Using the Event Form guide to learn how to complete the 25Live Event Form accurately. Failure to complete the 25Live Event Form correctly may result in the event/location request being denied. 

The Office of University Events Scheduling and Communication asks that events are not promoted (invitations, Announce, social media, Scala, etc.) before the event is approved. It is important to note that the initial email response from the 25Live system is not an event approval. Please contact the Office of University Events Scheduling and Communications if you are unsure of your event status before promoting your event.

Event Cancellations or Changes - In consideration of our on-campus resource providers’ availability, event preparation time, space utilization, and financial cost, we ask that all event cancellations or changes be made no later than 7 days prior to the event date.

1. Organizations using Grandview Catering & Events that cancel without at least 7 days' notice will be charged 50% of the total quoted price to cover costs of food and beverages that have been ordered specifically for your event. Any cancellation charges due to official university-imposed closures, the cancellation fee will be waived. 

All safety requirements issued by Environmental Health, Safety and Emergency Management (EHS&EM), App State Police, University Events, and Conference & Event Services must be adhered to at all times. The Office of University Events Scheduling and Communications, App State Police, and Environmental Health, Safety, and Emergency Management reserve the right to reassign or cancel confirmed reservations due to unforeseen or uncontrollable circumstances that pose a safety risk.

1. EHS&EM will be notified for events with 500 or more guests, outdoor events that request weather monitoring, events in which alcohol will be served, and events that require a tent.
2. App State Police will be notified for events in which alcohol will be served, events with 500 or more guests, when minors are on campus, when there is a controversial speaker, and when a request has been made for the Chancellor or Provost to attend an event. App State Police reserves the right to assign officer coverage to any necessary event. Please contact App State Police at (828) 262-8000 for questions or concerns. 
3. Minors on Campus - Core Elements of the Minors on Campus policy: 
   1. Required registration of all programs and activities serving minors.
   2. Background checks are required every four (4) years.
   3. Required mandate to report instances of neglect, abuse, or inappropriate behaviors with minors .
   4. Required training. 
   5. Acceptable behavior. 
   6. Required supervision ratios.
   7. Included non-university entities hosting minors in Appalachian Facilities.

Compliance with all university building policies and procedures is required for any event occurrence. All rooms must be left in the same condition they were found. If food is present at the event, it is the responsibility of the group or individual to clean up after themselves. Inappropriate conduct or any misuse of a facility may result in the suspension and/or termination of reservation privileges.

If the items you are serving are baked goods, pizzas, and/or coffee and beverages that are prepared in a commercial kitchen there is no need to fill our the Grandview Catering & Events Right of First Refusal form. No additional food may be served without approval. 

The preparation and sale of food and beverages on campus (not including the items listed above) is reserved exclusively for Grandview Catering & Events. If you would like to use a different vendor for food at any function, a Right of First Refusal form must be completed and approved.