Loyola University Chicago

Campus Reservations

Staff/Faculty FAQs

If you have any additional questions, please email us at campus-reservations@luc.edu

How do I make a space request?

All reservations must be made online using our scheduling system, 25Live-- we no longer accept reservations via email or phone. We encourage all requestors to browse the 25Live training resources on our website (training manual, videos, FAQs, and more) for help with the system.

How do I cancel a reservation?

To cancel an event, please email campus-reservations@luc.edu. Please include:

  • Reservation number (e.g. 2013-ABCDEF)
  • The dates and spaces you wish to cancel (many reservations have multiple dates and places)
  • Your contact information

Why can't requests for classrooms and auditoriums be confirmed before the third week of the semester?

The mission of Loyola University Chicago is to provide a place for the highest quality academics. In order to achieve this goal, our students must have the best facilities. To make sure they are in the best facilities, the Office of Registration and Records needs to have the ability to move a class freely during the first 3 weeks.
The Campus Reservations department can make reservations in non-academic spaces during the first three weeks; however, space is limited.

Why am I not receiving emails?

Emails will only go to your @luc.edu email address-- they may be being forwarded automatically into your Junk Mail folder. If you are having this problem, call the help desk (4-4444) and they will be able to assist you. If you did not receive a confirmation via email, you can email Campus Reservations (campus-reservations@luc.edu) and we will send one to you.

How long should I wait to hear back from you before sending a follow up email?

Please wait two business days before sending us an email about a request. Please note that during the first 4 weeks of a semester, we receive hundreds of requests and inquiries each day. During that time, it may take longer than usual to receive confirmation or correspondence regarding your request, and additional emails will delay our processing time even further.

Which space should I use for my event?

A full list of facilities and who reserves them is available on our website (the Room Inventory). You can also browse recommended and available spaces using 25Live-- view the "Speedbook" section of our training manual to find out how!

How can I ensure that my room will be set up properly?

Please be sure to make note of any custom setup you will need in the "Event Setup and Description" field within the Event Wizard  in 25Live (this will be the last field in the event request form). Please note that some rooms (e.g. classrooms) do come with an "as is" setup. We recommend reviewing our Room Inventory if you have any questions about the setup options for the room you're requesting. If you need to make changes to your setup, please email campus-reservations@luc.edu with the reference number of your reservation and the changes you would like to make at least 3 business days before your event. Campus Reservations meets with Millard once a week to go over all upcoming events.

How can I ensure that my room will have the AV I need?

We recommend reviewing our Room Inventory to review the technology present in the room you're requesting. All ITRS supported spaces will link to instructional PDFs to help you navigate the technology in the room. 

If your room is supported by ITRS, please contact the IT Help Desk for assistance (helpdesk@luc.edu). You can find a list of ITRS supported rooms here: LSC - WTC.

If your room is a space in Damen Student Center or Centennial Forum, please contact Bryan Goodwin for AV assistance (bgoodwin@luc.edu).

If you are requesting AV equipment that does not come standard in your room, you may be able to check it out through Digital Media Services. If you are unable to check out, you can also rent AV equipment and support through Conference Services for a fee (conferences@luc.edu).

What should I do if there is someone else in my room?

Our computer system does not allow double bookings (there is no override function, no administrator rights, etc. that can allow a double booking in our system). Most of the time "double bookings" are caused when people do not read their requests, emails, or reservations from campus reservations. Please always keep a printout of your confirmation with you-- if the group will not vacate, please contact Campus Safety at 773.508.6039. An officer will respond to your request and remove the occupants.
On a few very rare occasions, classrooms do not updated in LOCUS correctly. Because Campus Reservations’ computer system pulls its classroom information from LOCUS, we have had instances where there was a class occupying a space where we had scheduled a meeting. For all academic space reservations, we check both LOCUS and our scheduling system, but very rarely glitches can happen. If you believe this has happened to you, please contact Campus Reservations as soon as possible.