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Please direct any room scheduling questions to r25help@listserv.hamilton.edu.

How do I schedule an event?

When the College is NOT in session, please contact the Office of Auxiliary Services at 315-859-4372 for event planning assistance.


STEP 1: Avoid conflicts, view the calendar

Make sure there are no major conflicts with your event. Check your proposed date/time on the Events Calendar, see the Events at Hamilton calendar.

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

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. If you have questions about reserving a space or scheduling an event, contact the appropriate scheduler for the space or email the calendar help. If you need help planning your event contact 315-859-4193 first.
  1. Please allow 48 hours to process your event and keep in mind that most scheduling offices are NOT open in the evenings or on weekends.
  1. If you are making a Van Reservation, please select “Van Reservation” as your Event Type. Be sure to include an account number and the name of your authorized driver when it appears on the third screen.

Please note, the first time you use the new reservation system, you will need to search for "Van Reservation" and then click on the star in the right column to more easily choose the event type for future reservations.

  1. Indicate any audiovisual needs by selecting the resource “AV-Request for Support.” Then 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.

Please note, the first time you use the new reservation system, you will need to search for "AV" and then click on the star in the right column to more easily add the resource to future reservations.

  1. To add a website for an event, check the "Web Site" option (under Custom Attributes) and enter the fully-qualified URL (e.g., http://www.hamilton.edu).

  1. If you want your event to appear on the “Public Event Calendars” please check “Open to the Public” in the Events Category section; if your event is not open to the public, but you’d like it to appear on the “Events at Hamilton” calendar and in the daily events email, please check “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 one business day. You will receive an immediate acknowledgement that your request has been submitted - that is NOT your confirmation. You will receive a separate confirmation email from the office scheduling your event.

 

STEP 4: Make necessary arrangements with support service providers

Bon Appetit Food Service 315-859-4985   Student Activities 315-859-4194
Campus Safety 315-859-4141   Telephone Services 315-859-4160
College Bookstore 315-859-4242   Media Relations 315-859-4680
Physical Plant 315-859-4500      

* 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 Campus Activities Coordinating Committee (CACC) meeting at least 3 days prior to your event. CACC meetings are held every Tuesday at 3 p.m. 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 REQUIRED for all student events requiring support and is strongly recommended for other members of the Hamilton community.
 

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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 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 Circulation
315-859-4479
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

 

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