Event and Space Management Policies and Procedures

All users of Elon University facilities must comply with university established rules, regulations and policies, as well as appropriate state and federal laws, including fire and police department rules and regulations. Review all general policies and procedures.

Elon facilities may be reserved for use by recognized student organizations, university departments/offices, university-affiliated and non-university affiliated organizations. Please read the following definitions carefully to determine the appropriate category for your organization and/or event type. Please note that examples given are not all inclusive.

Steps to Request Space

Student Organizations

Any meeting or event sponsored by a student organization that is registered with the Office of Student Involvement. Events must meet the primary mission of the sponsoring organization.

Examples: student organization weekly meetings, student conferences, student performances, banquets

Steps for Submission

Requests for student sponsored events must be submitted through PhoenixCONNECT. In addition to event requests, the online platform offers students information about the many opportunities to get involved on campus, and improve communication with and among the Elon community. PhoenixCONNECT includes details about all recognized groups and organizations, and showcases campus activities and events.

  1. Requests for student sponsored events must be submitted no less than 15 business days/21 days prior to the date of the event using PhoenixCONNECT.
  2. To submit an event request, login to PhoenixCONNECT using your Elon email username and password.
  3. Next, find your organization or department page. If your event is not sponsored by a student organization or university department, select the ‘Elon Events’ tab to submit your request.
  4. All requests are reviewed by Moseley Center and Student Involvement staff. Once approved, finalized notification of your event location will be sent via email.

Please note: Events may or may not be approved on a case-by-case basis. Please contact Campus Center Operations at (336) 278-7215 if you have questions.

Request space via PhoenixCONNECT

University Department/Offices

Any meeting or event coordinated by an Elon department or office. Events must meet the primary mission of the sponsoring department and be consistent with the university’s mission.

Examples: departmental meetings, awards ceremonies, training sessions, guest lectures, etiquette dinners

Steps for Submission

Requests for all university department events must be submitted using the 25Live web-based event management application. 25Live allows faculty and staff to check availability and request space reservations on Elon’s campus, view space features and layouts, and more.

For optimal experience, please use Google Chrome or Firefox 3.0 (or higher) browsers to access 25Live. For step-by-step guidance on submitting an event request, explore help articles.

Level I Events

Level I event requests do not require assistance from event resource providers and occur in designated rooms.

  1. Event requests should be submitted based on the guidelines outlined for each event category as noted below. appropriate  on the day of the event or up to 13 days prior to the event submission date using 25Live Express Scheduling. Reservation requests for events more than 13 days in advance must be must be submitted via 25Live Pro.
  2. To submit an event request, login to 25Live’s Express Scheduling portal using your Elon email username and password.
  3. Enter the date and time of your meeting, then select a venue from the list of available express locations.
  4. Next, enter the name of your event, then select “Save” to submit your request.
  5. After submitting, your reference number will appear. Click the reference number to review event details and to ensure the requested location has been assigned.

Request a Level I (Express) event via 25Live

Level II & III Events

Level II event requests require minimal logistics/resource provider support, and/or typically occur in fixed rooms, academic spaces or in locations with capacities less than 300.

Level III event requests require extensive logistical/resource provider support, and/or typically occur in large event venues with capacities greater than 300 or outdoors.

  1. To ensure adequate time for processing, planning and preparation, Level II requests must be submitted 10 business days/14 days and Level III requests must be submitted 15 business days/21 days in advance.
  2. To submit an event request, login to 25Live using your Elon email username and password.
  3. Select the “Create an Event” button or the “Event Wizard” tab.
  4. Complete all required fields, then select “Save” to submit your request.
  5. All requests are reviewed by the Office of Event and Space Management. Once approved, finalized notification of your event location will be sent via email.

Request a Level II or III event via 25Live

Please note: Requests for space should be based on the following minimum advance notice for each type of event. All event requests will be accepted on a first-come-first-serve basis.

University-Affiliated

Any meeting or event coordinated by current university employees/students hosting non-university related events.

Examples: association meetings, baby showers, graduation parties, conferences

Steps for Submission

Please contact the Office of Event and Space Management at events@elon.edu for assistance.

Non-Affiliated

Any meeting or event coordinated by any group or individual that is not associated with the university and requesting space for private use.

Examples: recitals, fundraisers, wedding receptions, graduations, ceremonies

Steps for Submission

Please contact the Office of Event and Space Management at events@elon.edu for assistance.