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Scheduling and calendar questions:

How do I schedule an event?


Scheduling an Event

  1. Avoid conflicts, view calendar
  2. Reserve your space
  3. Approval and confirmation
  4. Make arrangements with necessary services providers
  5. More than 75 participants, attend a Campus Activities Coordinating Comm. (CACC) meeting

If you need help planning your event contact 315-859-4193 first. When the College is NOT in session, please contact the Office of Auxiliary Services at 315-859-4372 for event planning assistance.

Please direct any room scheduling questions to r25help@listserv.hamilton.edu
View PDF of instructions
View slides from Sept. Staff Assembly presentation about the calendar



Publicizing an Event

If you have an event that you feel should be promoted in the media, it is always best to provide as much advance notice as possible (at least two weeks), since some media outlets have early deadlines. Contact the media relations office at pr@hamilton.edu or 315-859-4680.

STEP 1: Avoid conflicts, view the calendar

To avoid competing with other events, check your proposed date/time on the Events Calendar.

STEP 2: Reserve your space

  1. Sign in to 25Live: https://25live-web.hamilton.edu/25live
  1. Create an Event. You will request a specific space during the reservation proceess. You can check the space availability before creating your event using the Find Available Locations box or the Locations tab. You will not be able to submit your reservation without selecting a space. Please note the other required fields for your reservation include Event Name, Event Type, Sponsoring Organization(s), Date and Time, Description and Location(s).

 

 

  1. Enter Event Name. This field is limited to 40 characters. See sample event names. 
     
  2. Enter Event Description. The description appears on the web calendar. The description should not be the same as the event name, and the event location and time do not need to be included. Please be as complete as possible. This calendar is used by many different audiences and you will ensure appropriate and engaged attendees if you describe your event in detail. See sample event descriptions.
     
  3. Enter Time of Event. Enter the time you want attendees to come to the event. If you want to reserve the room longer to allow for additional setup and take down time, click on the link below the time for Pre-Event/Setup Duration or Post-Event Setup Duration to adjust the length of the reservation. Please use SETUP and TAKEDOWN to indicate additional time. Do NOT list the setup time as the actual start time of the event as this will cause confusion for possible attendees referencing the calendar.


 

  1. Select Event Resources: AV, Catering, Physical Plant
    Select the category of resource and review setup instructions as you may need to contact service providers separately. Describe your AV needs along with Physical Plant and/or Catering requests in the "comments" section. If you have questions about your AV needs, please contact Audiovisual Services at 315-859-4120.

 

  1. Select Custom Attributes: 
    Choose who you want to attend the event.
    Is it open to a particular class only; a specific organization only; faculty, staff and students only; faculty and staff only; or the general public? You can anticipate an off-campus audience only if you indicate an event is open to the public.

    Indicate if the event should appear on the events calendar and in the daily events email. Please check “Daily email/web (Events-at-Hamilton).”
     

STEP 3: Approval and Confirmation

  • Wait for your confirmation that your space/event has been approved.
  • Confirmations are sent by email to the requestor and will normally be received within two business days. Keep in mind that most scheduling offices are NOT open in the evenings or on weekends.
  • You will receive an immediate acknowledgement that your request has been submitted — that is NOT your confirmation. The acknowledgement will also indicate that your request has been changed to a preference – this is normal.
  • You will receive a separate confirmation email.
  • • If you need to make a change to your original reservation, please email R25HELP@listserv.hamilton.edu or contact the scheduler for your specific space.

STEP 4: Make necessary arrangements with support service providers

Audiovisual 315-859-4120   Media Relations* 315-859-4680
Bon Appetit Food Service 315-859-4985   Physical Plant 315-859-4500
Campus Safety 315-859-4141   Student Activities 315-859-4194
College Bookstore 315-859-4242   Telephone Services 315-859-4098

* To publicize an event on the website or in the media, contact the media relations office two weeks in advance.

STEP 5: More than 75 people, attend a Campus Activities Coordinating Committee (CACC) meeting

If your event will draw more than 75 people, attend a CACC meeting at least three days prior to your event. CACC meetings are held every Tuesday at noon in Sadove Student Center. Representatives from Student Activities, Campus Safety, Bon Appetit Food Service, Physical Plant and Events Calendar will be there to confirm your arrangements and to ensure that all of your programming needs are met. CACC attendance is MANDATORY for all student events requiring support and is strongly recommended for other members of the Hamilton community.

Contact Numbers for Questions about Reserving Specific Rooms

Room/Dept. Contact
Phone#
Athletic Facilities & Fields 
Athletics
315-859-4754
Azel Backus House, Cemetery, Commons and McEwen Dining Halls, The Little Pub, Spencer House, Root Glen, Bristol Center, Rogers Estate, Science Center Atrium and KJ Commons
Conference and Auxiliary Services
315-859-4372
Beinecke Village (Tolles Pavillion, Display Area, Events Barn), Bundy Dining Hall, Sadove Student Center, Babbitt Outdoor Pavillion, Chapel, Eells House, Days Massolo Center,  ALCC and Buttrick Trustee Room
Student Activities
315-859-4194
Café Opus in McEwen, Blood Dance Studio, List 104; Schambach Classrooms & List 106 after 4 p.m.
Music Department
315-859-4261
Classrooms and Auditoria, Browsing Room - 201 (Christian Johnson Hall)
Registrar
315-859-4637
Burke Library Study Rooms, the Graves Room, and all other Library Spaces
Library
315-859-4475
Kennedy Center for Theatre and the Studio Arts 315-859-4057
Wellin Hall, Schambach Center
Performing Arts
315-859-4350
Ruth and Elmer Wellin Museum of Art 315-859-4396

Sample Event Names and Descriptions

Reference The Editorial Style Guide for common questions, such as how to cite faculty titles.


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