Event Planning and Space Reservations
Step-by-step directions
Please view the procedural documents below to learn how to book space in 25Live. Click here for the list of location codes to help you search for room availability by building.
Questions about 25Live can be directed at 25live@cmich.edu.
Faculty, staff & student workers
To ensure a successful space request submission, view step-by-step directions:
- Requesting an event process
- Express Scheduling process
- Requesting a meeting process
- Supplemental course space request process
- School of Music rehearsal or practice request process
Registered Student Organizations
Student organizations have different requirements to meet when submitting space requests. Please view the documents below for step-by-step directions.
Helpful definitions
Course-related supplemental classrooms: You are requesting additional space(s) for an academic course.
Meetings: You are requesting a space as-is within building hours with no event services needed.
Express scheduling: You are requesting a space quickly (week or day-of) for a meeting.
Tabling: You are promoting information at a table inside or outside a campus building.
Events: Any program/activity that requires event services or approvals. Examples of event services: Catering, event parking, speaker contract approvals, police security, facilities management, OIT on-site support, special event furniture rentals and setup/teardown support.
Most utilized event service providers:
- CMU Catering: Please order through the CMU catering order form.
- Facilities Management: Custodial services. A work order is submitted on your behalf by the CMU events team.
- Parking Services: Please request through the online event parking form
- University Events (UE): Event furniture rentals, technology rentals, A/V supplies and services, setup support, strike-down support. Request services through 25Live resources.
- Events & Conference Services (ECS): University Center space setup support (all but two spaces in the University Center require event service support). Request services through 25Live resources.
Request response times
Please review the full calendar of submissions here.
Meetings (location/space only)
- Where approval is needed, within 5 business day(s).
- Express schedule requests are automatically approved.
- No booking contract is sent.
Single Day and Single Location Events (location/space and services)
- Location response / confirmation – within 2 weeks of request submission (with caveat that should activities, attendee counts, or services required change, the location may not be approved).
- Services – confirmed at least 2 months prior to the event if all logistics provided to the event team and approved.
- Booking Contract sent and event confirmed (no further changes) 3 weeks prior to event date.
Multi Day and/or Multi Location Events (location/space and services)
- Location response / confirmation – within 4 weeks of request submission (with caveat that should activities, attendee counts, or services required change, the location may not be approved).
- Services – confirmed at least 2 months prior to the event if all logistics provided to the event team and approved.
- Booking Contract sent and event confirmed (no further changes) 3 weeks prior to the first event date if all required logistics provided.
Last-minute request feasibility will be determined upon receipt of all logistics; it is encouraged that submissions be done as soon as possible.
New updates made to 25Live
Thanks to a multi-year campus-wide initiative, 25Live now serves as the central space request platform and calendar for all activity across campus.
Based on the feedback we’ve received, the following updates have been made:
- Security improvements to ensure visibility of the needed event types and locations.
- Ability to view event details (including tasks), the event calendar and all event types.
- Ability to edit events that you are owner/requestor.
- Ability to request your event be cancelled. to cancel your event.
- Generate reports.
What the space reservation and event planning project team is working on:
- Developing and updating materials that bring greater clarity on university policies, service provider processes & needs, process distinction between meetings and events, submission and prioritization of events, roles and responsibilities, procedures, training materials, and more.
- Mapping out the location approval process across campus.
- Refining the entire process from intake (request) through completion and billing. Success will depend on collaboration and shared understanding of responsibilities throughout the event process.
Looking for planning help?
Registrar's Office
- The CMU Registrar's office can assist with course-related classroom requests.
Events and Conferences Services
- Events and conferences services can help guide you on hosting your event or meeting in the University Center and guidance on event policy requirements.
University Events
- University Events can assist with special event request questions and guide you on event needs and supplies.
CMU Catering
- CMU Catering can provide catering options that work within your budget and event-type.
Changes, cancellations and platform issues
- View the appropriate process document to learn how to edit or cancel your request.
- Experiencing technical issues with 25Live? Email: 25live@cmich.edu