Policies: Reservations

Requests

• Once the reservation request has been entered into 25Live, the requester may not directly modify the reservation information.
• The reservation status is TENTATIVE until confirmed.

Confirmations

• Reservation requests are reviewed within 2 business days. Events should not be advertised nor may they be considered scheduled until a confirmed reservation notification is received from the approver.
• The university reserves the right to reassign space and or cancel events to best accommodate the university community.

Modifications

• CONFIRMED Requests: If modifications need to be made, please reply to your confirmation email with changes.
• TENTATIVE Requests: The requester should contact the approver of the space. Please include the event name, event reference number, and any modifications needed.
• Depending on the requested change, some event requests may need to be re-reviewed or if already confirmed, possibly resubmitted through 25Live.

Cancellations

• CONFIRMED Requests: If cancellations need to be made, please reply to your confirmation email with CANCEL in the subject line.
• TENTATIVE Requests: then the requester should contact the approver of the space. Please include the event name, event reference number.
• Canceling an event does not automatically cancel any requests made for additional services for an event. Requesters should follow up with any service providers to cancel requested services for an event.
• Outdoor events may be cancelled due to inclement weather. Rain dates and/or rain locations may be scheduled simultaneously to anticipate this eventuality.
• Indoor events may be cancelled due to untimeliness of the request, lack of sufficient support staff to provide adequate coverage for all scheduled events, space/time conflicts, etc.
• Space Approvers may work with organizations/groups of cancelled events to attempt to relocate or reschedule rather than cancel whenever possible.

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