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Loyola University Chicago

Campus Reservations

Staff/Faculty Policies

  University Policies for Faculty & Staff: ROOM RESERVATION POLICIES

Download the Faculty and Staff Campus Reservations Guide, click here: Faculty/Staff Handbook.

Click on each link below to read about our policies and proceedures.


   Reserving a Room:

All reservations must be placed via 25Live. This includes, but is not limited to reservations for:

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   Cancellation Policy:

All cancellations must be made at least 48 hours prior to the date of your event. To cancel a reservation, send an email with the reference number of the reservation you wish to cancel to campus-reservations@luc.edu or campusres-cancellations@luc.edu.

Due to limited space availability, Campus Reservations frequently performs random audits to ensure reserved facilities (academic and nonacademic) are being used. These audits can occur during daytime, evening, and weekend hours.

If a space is reserved, but not used or cancelled:

  1. First-time offenders will receive a warning email explaining our cancellation policy and its consequences.
  2. Second-time offenders will need to contact Campus Reservations prior to being able to place future reservations.
  3. Third-time offenders' supervisors will be notified of repeated offenses.

   Reserving a Table:

Policies and Procedures:

Using 25Live:

25Live is not supported by Internet Explorer. Please use Mozilla Firefox or Google Chrome to access 25Live.

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   MAKING A REQUEST

  1. Go to: https://campusres.luc.edu/25live.

  2. Enter username and password. Usernames and Passwords are available for faculty, staff, and registered Student Organizations ONLY. Faculty and Staff will sign in using their university ID and password.

  3. Click on the Event Creation and Editing Tab.

  4. Enter an Event Name.

  5. Choose an Event Type from the "All Event Types" dropdown menu. Click on it so that it appears in the "Selected Event Type" field.

  6. Choose a Sponsoring Department from the department index. Click on it so that it appears in the "Selected Organization" field.

  7. Enter an Expected Headcount.

  8. Choose a Start Date and End Date-- these two dates should always be the same. If the event has multiple dates, select the Repeats Ad Hoc dropdown next to the "Event Repeats?" header and click on the dates you wish to add.

  9. Choose a Start and End time. If your event requires setup, be sure to add setup time by clicking the "Pre-Event/Setup durations?" link below the start time and adding at least 1 hour in the setup field. Campus Reservations also recommends 30 minutes of takedown time to be added to your event's end time.

  10. Search for the room you wish to reserve and click on the room to add it to the "Selected Locations" field. If you do not have a specific room in mind, you can browse by capacity, building, or room type using the Find By... criteria. You will automatically be recommended available rooms. We suggest checking the Room Inventory to be sure that these rooms are appropriate for your event.

  11. If you have special set-up instruction or any other notes, type them in the Event and Room Setup Description field. Please note that all classroom spaces and some conference room spaces come with an "as is" setup. Please type "as is" in this field if you are requesting these rooms.

  12. When complete, click Finish.

After you submit your request, we will review it for approval. We will send you an email from our system within 2 business days. Please read this email thoroughly, as it may be further correspondence for a request we could not confirm.

For more information on how to use 25Live, please browse our Training Manual or watch our Training Videos.

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   CHECKING THE STATUS OF A REQUEST

  1. Go to https://campusres.luc.edu/25live.

  2. Log in and click on the green Events tab.

  3. Be sure that the Your Event Searches sub-tab is selected. Click on Pre-Defined Groups and choose Events You Have Requested.

  4. A table will appear below with a list of all requested events and their states (far right column).
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   REQUESTING AUDIOVISUAL EQUIPMENT


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).

 

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   Rooms that we have available

All reservations must be placed at least 7 business days in advance of the event. Please note banner reservations must be placed 14 days prior to the start date.

All academic spaces (classrooms, auditoriums, labs) are held for the first 14-21 days of any academic semester due to academic scheduling. No classroom requests can be confirmed during the hold period, even those occurring after the hold date. There are NO exceptions.

The purpose of a room reservation policy is to manage the usage of university facilities and resources for internal and external groups. Facility rental fees apply to select groups as defined below.

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   Types of Groups:

Internal Groups are defined as academic departments, registered student organizations, and administrative units that hold meetings for their staffs and members and may include specific Jesuit Community events. There will be no charge for this type of meeting.

External Affiliated Groups are defined as University departments holding events at Loyola University Chicago that include outside participants and charge an admission/registration fee, or act as a host to an outside organization. These events must be contracted, and appropriate service fees apply. For additional information and planning assistance, please contact Conference Services.

External Groups are defined as any outside group not hosted by a university department or registered student organization. These groups must work with Conference Services directly for their events.

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   Alcohol Usage Procedures

Loyola University Chicago does not have a license for the sale of alcoholic beverages on the Water Tower Campus or the Lakeshore Campus. The following procedures address specific steps that must be followed as part of any event at the University where alcohol is served. ARAMARK, the University's food service provider, has secured a caterer's liquor license for any events taking place at the Lakeside Campuses. The following procedures must be followed in order to conform to the caterer's license in accordance with the Chicago Municipal Code and the Illinois Liquor Control Act:

These procedures are in addition to other policies regarding alcohol use on campus by students, staff and faculty which can be found in the Student Handbook, the Employee Handbook and applicable business and employment policies, including but not limited to, the Entertainment Expense Policy and the Fitness for Duty Employee Policy.

These procedures do not supercede any existing policies related to alcohol.

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   Other important Information

FOR ROOM SET-UPs: Fill out the Room Setup field of your reservation request. If you need to update your room setup, please email Campus Reservations AT LEAST 3 business days before your event date. Room setup may not be modified if you submit your request within 3 business days of your event date.

FOR EMERGENCY SET-UP REQUESTS: Please contact Campus Safety at 773.508.6039. Ask for Millard Set-Up Services to be emergency paged. They will respond to your request as soon as is possible.

FOR A LOCKED ROOM: Please contact Campus Safety at 773.508.6039. An officer will respond to your request.

IF YOUR ROOM IS OCCUPIED: Have a copy of your reservation with you at all times. 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.

IF YOUR AV EQUIPMENT IS MISSING: ITRS can assist you. Please call 8-7174 for Lake Shore Campus support, or 5-6645 for Water Tower Campus support. Support Center office hours are 8:00 a.m. to 9:00 p.m., Monday through Friday, with limited hours on Saturdays.

CHANGES TO YOUR RESERVATION: Changes may be submitted by email to campus-reservations@luc.edu. Please include the Reference Number of the reservation (example: 2010-AAFYSU) and details of the requested change.

Please use 25Live to request events, look at room availability, and to look at scheduled events at Loyola's Lake Shore and Water Tower Campuses. Please note that the information displayed on 25Live is not real time and that room and service requests are processed on a first-come-first-serve basis. A space that appears available on 25Live may not be available when you submit your request.

Campus Reservations will make final determination regarding room availability. Appropriate space substitutions may occur at the direction of the Campus Reservationsist based on space availability. The University reserves the right to decline any request. All reservations are subject to change.
 
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