Campus and Classroom Scheduling

• All reservations are TENTATIVE until the requester receives a confirmation notification. Advertising and marketing for events should not occur until the reservation is CONFIRMED.  Please note that the email confirming your submission to reserve space DOES NOT mean your reservation is confirmed.
• Once the reservation request has been entered into 25Live Pro, the requester will be limited on what they can edit, depending on the request status.
• Reservation requests are typically reviewed within two (2) business days; however, this may be delayed during peak times. Requests to use academic space over the weekend should be submitted by 12pm on Thursday.
• Rain dates and/or rain locations may be requested when the original event request is submitted to anticipate possible inclement weather.
• The University reserves the right to reassign space and/or cancel events to best accommodate the University community.

• CONFIRMED Requests:
  • If modifications need to be made, please reply to your confirmation email with the requested changes.
• TENTATIVE Requests:
  • The requester can make changes to most fields, with exception to the Event Date and Time.
  • Please be aware that when you edit a reservation, the Event Location may be deleted.  Before saving your edits, please make sure your Event Location is still being requested.   

If you are unable to make changes, contact the approver of the space. Please include the Event Name and Event Reference Number (example: 2022-ABCDEF) in all communications.  Depending on the requested change, some event requests may need to be re-reviewed or resubmitted through 25Live Pro.

• CONFIRMED Requests:
  • If a cancellation is required, please reply to your confirmation email with CANCEL in the subject line.
• TENTATIVE Requests:
  • The requester should be able to cancel a request.  If you are unable to cancel your request, contact the approver of the space.  Please include the Event Name and Event Reference Number in all communications.

Canceling an event does not automatically cancel any supplemental requests made for additional services. Requesters are required to follow up with individual departments to cancel all requests for additional services.

If the University experiences an emergency closing due to weather, utility failure, or other unforeseen disaster, the event may be canceled. Events may also be canceled due to the untimeliness of the request, lack of sufficient support staff, space/time conflicts, etc.  The University will make every attempt to relocate or reschedule the event, rather than cancel, when feasible.

If you experience issues accessing your reserved space, please contact Public Safety by calling (610) 436-3311 or visiting the office located at 690 South Church Street.  The Registrar’s Office does not have the ability to unlock academic spaces or buildings.  

If possible, please be able to access your confirmation received from 25Live Pro.

Furniture is required to remain in academic spaces; therefore, it is not permitted to be removed from the reserved academic space.  Similarly, additional furniture from other areas (rooms, lobbies, etc.) is not permitted to be brought into to the reserved academic space.

It is preferred that academic spaces are used “as-is” and no additional resources (tables, chairs, etc.) are requested.  If additional resources, such as tables are needed, the requester is responsible to place a work order through the WCU Facilities Division for delivery and removal.  Directions are below.

1. Visit the WCU Facilities Division website
2. Click on iServiceDesk (you must be connected to the WCU Network WiFi or VPN)
3. Select Building Administrators 
4. Log in with your WCU credentials, if needed
5. On the left-hand side, select Move Request
6. Provide the information

Assistance in changing the room layout or setting up additional resources will not be provided.  All additional resources are required to be removed prior to the next scheduled class or event.  

In MHN168 (Main Hall Auditorium, Room 168) and SECC108 (Sciences & Engineering Center and The Commons, Room 108), the stage and aisle must remain clear of any furniture, such as chairs, tables, stools, etc.  ALL FURNITURE MUST REMAIN WHERE IT IS, INCLUDING PODIUMS, PORTABLE WHITEBOARDS, AND MOVEABLE FURNITURE.  All closets and technical rooms must remain closed and locked.

University facilities used for an event MUST be restored to the original condition and in good order at the end of the event.  Keeping a space in good order includes:

• Straightening chairs, desks, and tables.
• Turning off lights.
• Ensuring any technology used is turned off.
• Removing everything one came with (such as papers, flyers, decorations, etc.).
• Gathering and disposing of trash in the classroom receptacles.  If there is more trash than the receptacle can hold, dumpsters are located outside the buildings.

Failure to return the space to original condition will result in a loss of privileges to reserve space for future events.  

Users are also expected to take extra care that no damage is done to the physical space, furniture, or equipment and the room is returned to class-ready condition.  If damage is found, the requester may be held financially liable.

The technology located in our large lecture halls work differently than the technology located in smaller academic spaces.  If an event is confirmed in a large lecture hall and the technology will need to be utilized, it is the responsibility of the event requester to submit a request with the IS&T Help Desk via ServiceNow and request training at least two (2) weeks prior to the event.

IS&T has retrofitted the majority (not all) classrooms with cameras and microphones to support hyflex teaching modality for remote/hybrid learning via Zoom. This technology is also available for faculty and staff to use for hosting virtual events.  Training documentation and videos are available on the Multimedia Services webpage.  Please contact the IT Help Desk: (610) 436-3350, #4 (Hyflex/Zoom Assistance) if you need technology support. 

Academic spaces are intended to be used as classrooms. They are not intended for banquets, catered events, dinners, or parties.  Bringing food and beverages into any academic space is discouraged. 

Food and beverages are NOT PERMITTED in the following spaces/areas:

• BPC 101: Business & Public Management Center, Room 101
• EOB 068: E.O. Bull Center Main Stage, Room 068
• MER 112: Merion Science Center, Room 112
• MER 113: Merion Science Center, Room 113
• MNH 168: Main Hall Auditorium, Room 168
• PAC 140: Performing Arts Center Theatre, Room 140
• PHL 114: Emilie K. Asplundh Concert Hall, Room 114
• SECC 108: Sciences & Engineering Center and The Commons, Room 108
• SSL 151: Science Complex Link Auditorium, Room 151
• All rooms in SWOPE Music Building (SMB)
• All computer labs
• Any specialty spaces (i.e. sciences labs) as determined by the overseeing department.

Requests for activities resulting in noise levels exceeding the noise level of general lecture courses should not be scheduled in academic spaces between the hours of:

• 8:00am – 10:00pm (Monday through Thursday)
• 8:00am – 4:00pm (Friday)

Alcohol

• Alcoholic beverages are generally not permitted in or on WCU facilities.  For more information, please refer to the Facility Use Policy, posted on the Office of Conference Services website.
• Special permission for the serving of alcoholic beverages must be endorsed by the appropriate Vice President and approved by the WCU President prior to the event.

Smoking

• All WCU facilities are non-smoking.
• Contact the Facility Administrator for information regarding the designated smoking areas for specific buildings.

Safety

• Legal occupancy figures for every classroom, lecture hall, and meeting space have been determined and distributed by the Fire Marshal.
• Special decorations must be approved by the Fire Marshal.
• Open flames are not permitted in any facility.

• Fees may be charged per Section III of the Facility Use Policy posted on the Office of Conference Services website.
• If the support service department requires personnel overtime to facilitate the event, the requester may be liable for this expense.
  • The Facilities Division has the right to assign sufficient overtime support to ensure that the event is properly set and cleaned up.
  • Public Safety has the right to assign sufficient staff to provide adequate support for scheduled events.