Welcome to Elon University's Event Planning site. 

This site is intended to guide you through the event planning process and provide you with helpful resources. 

Event and Meeting Event Guidelines

All events sponsored by students, faculty, or staff must be registered through the Office of Campus Center Operations in the Moseley Center. When registering an event it is important to complete and submit the request/registration form no less than seven days in advance. Registration for off campus events must be submitted no less than fourteen days in advance. The Campus Center will send you an event confirmation when the event has been approved and all spaces have been assigned. Events may or may not be approved on a case by case basis. Please contact Campus Center Operations (336-278-7215) if you have any questions. 

Student Organization Risk Management guildlines presentation given to student organization leaders can be found here.

Please also see the Student Handbook for additional guidelines for student groups: Student Handbook

Important Dates

There are several weeks and weekends throughout the semester that will be very difficult to schedule events or meetings.

  • Call to Honor September 11th (During Numen Lumen Hour) All Locations

  • Family Weekend September 19th-21st (18th for Large Spaces) All Locations

  • Fall Convocation October 2nd Most Locations

  • Fall Break October 10th-October 14th Hours vary across campus

  • Homecoming October 17th-19th All Locations

  • Board of Trustees Fall Meeting October 23rd-25th Large Capacity Rooms

  • Explore Elon November 15th All Locations

  • Thanksgiving Break November 26th-November 30th University Closed (Starting at 5:00pm on the 26th)

  • Reading Day & Finals Week December 3rd-9th Classrooms and Computer Labs-No Student Events

Please click the following for a complete list of 2014/2015 Dates:

    lease keep in mind the Major Holidays that may limit student, staff, and faculty participation Holiday Calendar

    Events with student or faculty participation are prohibited during Reading Day through finals. 

    Schedulers

    All throughout the University, there are several people who schedule locations all around campus. Once the request starts the approval process, an alert is sent to the scheduler for approval of the location. Below are the work flows for approval based off what group you are a part off.

    *Please Note: This site is a work in progress.  If you have any suggestions to make the site more useful, we'd love to hear from you!

    Step 1) Reserve the Location

    Use Elon's "SPACES" reservation system to select the most appropriate venue for your event. The Space, Planning And Calendar Event Scheduling (SPACES) system is a one-stop shop for requesting spaces and viewing location details.

    Important Tips:

    • Please use Firefox 3.0 (or higher) or Google Chrome browsers to access SPACES.
    • Once you land on the website, click "Sign In" to begin your event registration or approval (the "Sign In" link is located in the upper right hand corner of the site). Log in using your Elon username and password.
    • For more information, see the SPACES help documentation.

    Step 2) Contact Event Resource Providers

    The following event resource providers will help ensure the success of your event.  Be sure to contact them well in advance to discuss your event and reserve their services.  If you don't contact them, chances are they won't know about your event!

    Campus Safety & Police(parking & security) x5555
    Catering(via Aramark's Mill Point Catering) x5357
    Event Technology Support(audio/visual services) x6521
    Physical Plant(room setup & layout, housekeeping, recycling) x5500
    Video Services(streaming/recording) x5079

    Step 3) Advertise your Event

    Once your event is planned and you've confirmed the resources above, be sure to promote it! 

    Promotion ideas: