[Sarah Strohmenger]

Hi Alexa!?

We utilize the Mazevo room scheduling software, and launched the requestor process within that system this past Fall.? Our faculty, staff, and student leaders submit their room requests directly into Mazevo for review and approval from our Reservations team! We also utilize Engage on-campus, however it is considered a separate entity in the reservation process.??

We’ve established some guidelines around how we approve Requestor accounts, particularly for Student Organization leaders, which has been smooth for the most part.? Most of our spaces require our team to review and approve usage before the reservation is confirmed, so we’ve still been able to have some oversight if there are policy/procedure questions or if there’s a reason why a reservation might not otherwise be able to be approved.?

Happy to chat more if you have questions!?

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Sarah Strohmenger
Program Manager, Event & Meeting Services
Arizona State University
sarah.strohmenger@asu.edu
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Original Message:
Sent: 04-22-2024 13:49
From: Alexa Lowey
Subject: Student Event Submissions

Hey all,

Looking to see how/where other institutions have their student organizations submit their event/space requests. Currently our student leaders use the Event Submission process through our Engage platform, and then we manually add them to 25Live to reserve the space and assign resources etc..

Do your students submit directly into the space reservation software used on your campus? What does this process look like? Pro/cons?

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Alexa Lowey
Event Scheduling Coordinator
Elon University
Elon University NC
(336) 278-3868
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[Samantha Bowers]

Hi Alexa,?

We are currently having students put reservation requests in through 25Live for their events. They wait for the confirmation email (they usually get it within 2-3 business days) and then they submit a budget and submit their event on the Engage platform. I do like this method because their event approval, promotion, and funding is contingent on space being available. The con is if they do not receive funding for their event, that communication isn’t always relayed in time for another group to use the space they had reserved.?

We are working to integrate 25Live into the Engage event submission process. It would be an all-in-one event submission form – reservation request, funding request, and event promotion. From my understanding, this will show in the 25Live workflow task list just like any other reservation that is submitted directly into the software.?

I would be more than happy to chat more!?

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Sam Bowers
Assistant Director of Operations
Student Engagement | Syracuse University
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——————————————-
Original Message:
Sent: 04-22-2024 13:49
From: Alexa Lowey
Subject: Student Event Submissions

Hey all,

Looking to see how/where other institutions have their student organizations submit their event/space requests. Currently our student leaders use the Event Submission process through our Engage platform, and then we manually add them to 25Live to reserve the space and assign resources etc..

Do your students submit directly into the space reservation software used on your campus? What does this process look like? Pro/cons?

——————————
Alexa Lowey
Event Scheduling Coordinator
Elon University
Elon University NC
(336) 278-3868
——————————

[Laura Ballou]

We have departments and student organizations submit a reservation request directly into EMS.? We utilize different templates for our advanced reservation process and reservations for during the semester.

We are a CampusGroups campus and student organization events that are required to be registered are submitted through that system and that is where all of the service provider coordination, budget review, etc. takes place.

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Laura Ballou
Assistant Dean, Student Life Operations
University of Rochester
Rochester NY
(585) 275-2332
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——————————————-
Original Message:
Sent: 04-22-2024 13:49
From: Alexa Lowey
Subject: Student Event Submissions

Hey all,

Looking to see how/where other institutions have their student organizations submit their event/space requests. Currently our student leaders use the Event Submission process through our Engage platform, and then we manually add them to 25Live to reserve the space and assign resources etc..

Do your students submit directly into the space reservation software used on your campus? What does this process look like? Pro/cons?

——————————
Alexa Lowey
Event Scheduling Coordinator
Elon University
Elon University NC
(336) 278-3868
——————————