UESC Policies and Procedures
All App State Faculty, Staff, and Students must abide by the following University Events Scheduling and Communications (UESC) general policies and procedures. Additionally, they must adhere to the policies and procedures of their chosen facility.
25Live General Policies and Procedures
Updated September 23, 2024
1.1 Spaces Available for Student Requests
1.2 Student Clubs/Organizations
1.3 Weekend Events
1.4 Student Club Event Type
1.5 Student Intern Approvers
1.6 Event Planning
1.7 Student Conduct
2.1 Event Status
2.2 Requests with Multiple Locations
2.3 Durham Park Requests
2.4 Event Safety Requirements
3.1 New Approvers
3.2 Approver Groups
3.3 Student Intern Approvers
3.4 Denying a Space Request
3.5 Bumped Events (due to classes)
3.6 Requests from Student Organizations
3.7 Request Approval/Denial Timeline
4.1 Promotional Materials
1.0 APP STATE STUDENTS
1.1 Spaces Available for Student Requests
Students have the ability to request classrooms, event spaces, and meeting spaces on campus. Specialized rooms such as labs, studios, etc. are off limits and hidden to students.
1.2 Student Clubs/Organizations
University Events Scheduling and Communications regularly updates the system to reflect student groups’ active, frozen, or locked status. A locked or frozen group cannot make a request through 25Live.
1.3 Weekend Events
Weekend meetings and events must be scheduled in the Plemmons Student Union due to academic spaces being closed on the weekend.
1.4 Student Club Event Type
All student organizations should only use the ‘Student Club Event’ event type, regardless of the type of student club. If another event type is used, the event will be denied and will have to be re-entered correctly. Example: the rehearsal and practice event types should only be used by students in the college of Hayes School of Music to request practice or rehearsal time, not by a student organization wanting to rehearse as a group.
1.5 Student Intern Approvers
All student intern approvers are required to complete 25Live training each semester while working for their department. Once training is completed, the student will be added to the appropriate security group. One 12-month employee must be in the approver group and supervise all student interns. The 12-month employee must also serve as the backup approver when students are not on campus.
1.6 Event Planning
Students needing assistance with event planning or logistics: please reach out to Campus Activities at campusactivities@appstate.edu.
1.7 Student Conduct
All students must abide by the University Student Code of Conduct when reserving and utilizing spaces.
2.0 REQUESTORS
2.1 Event Status
Requestors inquiring about the status of their event request, should refer to the space scheduler/approver of the room for an event status update. If the scheduler is unresponsive, the requestor may contact UESC for help.
2.2 Requests with Multiple Locations
Multiple locations should only be requested on one event form when that event requires the use of all of those spaces (ex. orientation, conference, open house). If an event that only needs the use of one space requests multiple locations, instead of waiting for a location denial before requesting the next location, then all the locations will be immediately denied. Example: if a group plans to use spaces in RCOE, BCHS, and the PSU for a trivia night in order to avoid having to find another location, this request will be denied.
2.3 Durham Park Requests
No events (including setup for the event) are permitted until after 5:30 pm on workdays.
Large student events such as festivals with 250 or more people and outside vendors shall not take place in Durham Park unless the event is scheduled on a weekend in which there is no home football game
2.4 Event Safety Requirements
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. You must enter correct headcount information and answer all questions on your event form to make sure the correct safety departments are automatically notified.
- EHS&EM will be automatically notified through 25Live 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.
- 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.
- Minors on Campus policy.
3.0 APPROVERS/SCHEDULERS
3.1 New Approvers
All new approvers will need to complete 25Live training. To schedule a training, please reach out to Maureen White (whitemj4@appstate.edu).
3.2 Approver Groups
Each approver group must have one 12-month employee. The 12-month employee must also serve as the backup approver when faculty and students are not on campus.
3.3 Student Intern Approvers
Please see section 1.3 Student Intern Approvers
3.4 Denying a Space Request
Upon denying any event in 25Live an email must be sent to the requestor explaining the reasons for the denial. All reasoning should refer back to any policies or procedures that have been established by the department or college.
3.5 Bumped Events (due to classes)
When an event is bumped, an automatic email from 25Live will be sent to the scheduler of the location. The scheduler must then let the requestor know that their event was bumped due to a class. The scheduler should assist the requestor in finding a new location within their building for the same day/time. If there are no available options, the scheduler should recommend alternative buildings or help the requestor reschedule to a different day.
3.6 Requests from Student Organizations
University Events Scheduling and Communications regularly updates the system to reflect student groups’ active, frozen, or locked status. A locked or frozen group cannot make a request through 25Live. Any space requests received by an Approver are from approved student groups.
3.7 Request Approval/Denial Timeline
Requests for a space need to be approved/denied at least 5 days prior to the event. This allows the requester time to request a new space without needing to change the date of their event, as well as distribute marketing materials for the event.
4.0 EVENT MARKETING
4.1 Promotional Materials
UESC asks that event promotional materials are not distributed before an event location has been approved. This is to avoid confusion in case of a location denial. Distribution methods include invitations, Announce, Engage, social media, Scala, etc.
Important note: the initial email response from the 25Live system is not an event approval. Please contact UESC if you are unsure of your event status before promoting your event.