25Live Scheduling Policy

Eligibility
Anyone with an active Bryant user ID and password can log in to 25Live to view space availability and submit event requests.

Roles
Users are classified as event requesters, schedulers, or approvers based on their department's permissions and responsibilities.
 

In order to effectively manage space usage, an event prioritization system will be used.

Classrooms
The Registrar’s Office has priority over all classrooms. Once all classes have been scheduled for the semester, classrooms will be available in 25Live for other purposes. Requests for classrooms will only be reviewed on a semester-by-semester basis after class schedules have been posted. Classrooms for the finals period will be on hold until final exams have been posted.

University-Sponsored Events
Includes departmental meetings, training, faculty events, and university events.

Student Organizations & Campus Life Events
Includes student-run events, clubs, and student organizations, where space is available. Student Organizations have a 3-day buffer. They cannot request a space until 3 days from the current date. Major events must be submitted at least one month in advance. They can only use these rooms after 6pm Monday - Friday. This means your event would start at 7pm as one hour of setup time is required. Orgs. cannot use MRC 3 or MRC 4 for weekly meetings

External/Outside Groups
External groups may request space but will be prioritized after university events. Coordination must go through the Office of Conferences & Special Events.

ACADEMIC INNOVATION CENTER (AIC) 
All space in the AIC must be approved by Laura McNulty before reservations are confirmed. Please allow time for this approval.

MRC 3 and MRC 4 
Can only be assigned two weeks in advance. The Conferences office has priority for these rooms for companies who wish to use our facilities. Both rooms require one hour of additional setup time. This is automatically generated when the location is selected. Setup instructions for these rooms must be entered in the Setup Instructions box on the Locations page of your request.

M40 
Executive Education and Career Accelerator Office has priority use of this room (contact Julie Ditson for approval)

Bello 101 
No longer available for catering purposes. The former coat closet is used for catering. This space is now a Data Visualization Lab. If this space is requested, please get approval from Laura Kohl (library).

Bello 102 
Only available during Library open times. Please check the library website for those hours as they change.

Rotunda 
When requesting space in the Rotunda, please fill out a work order for your table, chairs, and setup.

M36 
This is an art room and cannot be assigned for general meetings. Only applicable events can be assigned to this space. Approval given from Joan Zaretti and Valerie Carrigan.

M42 
This is used by the President's Office. Anyone requesting it must contact Shannon Healy for approval.

Unistructure 370, 371 and 380
Science labs and cannot be used for any other purpose than that related to science classes.

Unistructure 279 (also referred to as the Green Room) 
Can be requested for meetings. It is reserved along with Janikies for special events such as Bryant Players productions, President's Cultural Series events and the Women's Summit. 

Unistructure 250 (the Ideation Lab) 
Can be requested for academic class-related events only.

Unistructure 355 and Gulski Conference Room 
Can be requested by faculty or staff only for general meetings.

Gulski Main Dining Room 
Can be reserved for Dinners/Receptions. It cannot be reserved for general meetings. This space is not available from 2-3pm daily for cleaning. Housekeeping can drop off tables, but will not do setup.

Gulski Conference Room 
Room setups for Gulski Main Dining Room and the Conference Room are limited in scope and must be requested through AVI (not Facilities).

BELC Dining Meeting Room 
Can be reserved but is restricted to 4 layouts diagramed in the reservation. 

BELC Amphitheater 
Has flexible layouts. Please complete the:

The Fisher Student Center (FSC) 
Rooms in the FSC are primarily geared toward student organizations: therefore, those organizations have priority use of the FSC after 2pm Monday through Friday during the academic year. FSC spaces require 30 minutes of additional setup time. You must add this in the Additional time area of your request. Kaylee Goyette is the scheduler for anything requested in FSC and Hall 17 Meeting Room. 

IFC (Interfaith Center)
Rabbi Steven Jablow is the scheduler for this building.

• Log in to 25Live with your Bryant credentials.
• Use the Locations tab to search for spaces by building name, space features, or other criteria.
• Review space availability through the Availability tab for the selected space.
• Spaces cannot be double-booked
  

To submit a request:

• Click on the Event Creation and Editing tab or use the “I know when (or where) I want to hold my event” option from the home dashboard.
• Complete the Request Form, which includes 10 questions (8 of which are required). Be sure to provide accurate details, including the event’s type, expected attendance, setup requirements, and time frame.
• Submit the form and monitor the progress.

• After submission, the Scheduler will review the request. You will receive an email confirmation once your request is processed.
• If the event is time-sensitive, please follow up with the Scheduler by email or phone.
• For classroom space requests, confirmation may be delayed until after the academic schedule is finalized.
  
       IMPORTANT! Do not assume you have a space simply because you requested it.
   
• A request is considered a Draft.
• A Tentative event means the space is assigned but is awaiting final approval.
• A Confirmed event means request is approved.

Use of the Stepan Grand Hall is approved by the Provost Office.  The Provost Office must receive your Approval Request form at least 30-days prior to your event.  To reserve this space, first check availability, then enter information in 25Live, and finally complete the authorization form. The Stepan Grand Hall Setup form must be completed/diagramed and emailed within (10) business days of event. Your setup form must be sent to scheduler@bryant.edu, then it will be uploaded to your reservation in 25Live and the reservation will then change from tentative status to confirmed status. 

Viewing Space Availability

• Log in to 25Live with your Bryant credentials.
• Use the Locations tab to search for Stepan Grand Hall - Bello
• Review space availability through the Availability tab for the selected space.
• Stepan Grand Hall – Bello requires 2 hours of setup which is automatically built into the reservation
• Spaces cannot be double-booked

Submitting a Reservation Request

To submit a request: 

• Click on the Event Creation and Editing tab.
• The reservation includes 10 questions (8 of which are required)
• Reservation will be at tentative status until all required forms have been received.

Approval

• Complete the:

  Grand Hall Approval Request Form

  Be sure to provide accurate details, including the event’s type, expected attendance, setup requirements, and time frame.

• Submit the form to Christina Kochan in the Provost Office for approval.  Once the authorization form is approved, it will be returned to the requester and sent to the scheduler@bryant.edu  mailbox.  The approval form will be uploaded into 25Live for you to monitor the progress.

Facilities Set up

• Once you have received the approved form, you must complete the: 
   

  Grand Hall Setup Request Form
• Form must be completed within 2 weeks of event. Send the completed form to scheduler@bryant.edu. Your reservation will not be confirmed until appropriate forms have been received.  A Facilities manager may need to reach out to you to further discuss the setup requirements and a facilities charge may be assessed depending upon the date, time, or size of event.

 Confirmation of Reservations

• After all approved and required forms have been received, the Scheduler will review the request. You will receive an email when your request is confirmed.
• If the event is time-sensitive, please follow up with the Scheduler by email or phone.
   

For Bello Grand Hall requests, approval must be obtained by the provosts office, the scheduler will send you the approval form and setup form which must be completed before your reservation is confirmed. Christina Kochan handles all approvals for Stepan Grand Hall – Bello.

The Academic Innovation Center (AIC) spaces require a completed approval form before these spaces can be confirmed. Only academic events can reserve the AIC spaces. All AIC spaces are approved by Laura McNulty.

Viewing Space Availability

• Log in to 25Live with your Bryant credentials.
• Use the Locations tab to search for AIC Forum.
• Review space availability through the Availability tab for the selected space.
• AIC Forum requires 2 hours of setup which is automatically built into the reservation.
• Spaces cannot be double-booked

Submitting a Reservation Request

• To submit a request, click on the Event Creation and Editing tab
• The reservation includes 10 questions (8 of which are required)
• Reservation will be at tentative status until all required forms have been received.

Approval

• Complete the: 

  AIC Approval Request Form

  Be sure to provide accurate details, including the event’s type, expected attendance, setup requirements, and time frame.

• Submit the form to Christina Kochan in the Provost Office for approval.  Once the authorization form is approved, it will be returned to the requester and sent to the scheduler@bryant.edu mailbox.  The approval form will be uploaded into 25Live The approval form will be uploaded into 25Live for you to monitor the progress.

Facilities Set up

• Once you have received the approved form the: 

  AIC Forum Setup Request Form

   must be completed within 2 weeks of event.  

• Send the completed form to scheduler@bryant.edu.  Your reservation will not be confirmed until appropriate forms have been received.  A Facilities manager may need to reach out to you to further discuss the setup requirements and a facilities charge may be assessed depending upon the date, time, or size of event.

Confirmation of Reservation

• After submission, the Scheduler will review the request. You will receive an email when the request is put into tentative status and another confirmation once your request is confirmed.
• If the event is time-sensitive, please follow up with the Scheduler by email or phone.

The Academic Innovation Center (AIC) spaces require a completed approval form before these spaces can be confirmed. Only academic events can reserve the AIC spaces. All AIC spaces are approved by Laura McNulty.

Space Request Procedure for Athletic Areas (Main Gym, MAC, Eannarino Exercise Room, Pool, Chace Lobby, Conaty, Chace Wellness Center, Bulldog Room).

For non-Athletic events, the Chace, MAC requires 1 ½ hours of both setup and takedown time in addition to the actual event time so that it can be reset. All Chace spaces must be requested through 25Live. Do not contact Athletics directly. All Athletic Spaces (Chace, Stadium, Conaty, Fields, Track, Strength and Conditioning) are sent to Jane Bruscini and Nick Schleicher for approval.

Viewing Space Availability

• Log in to 25Live with your Bryant credentials.
• Use the Locations tab to search for the Athletic space you require.
• Review space availability through the Availability tab for the selected space.
• Spaces cannot be double-booked

Submitting a Reservation Request

• To submit a request, click on the Event Creation and Editing tab
• The reservation includes 10 questions (8 of which are required). Be sure to provide accurate details, including the event’s type, expected attendance, setup requirements, and time frame.
• Reservation will be at tentative status until all approvals have been received.

Approval

• The Scheduler will forward the request to Nicholas Schleicher and Jan Bruscini in Athletics for approval.

Confirmation of Reservation

• After approval from Athletics, the Scheduler will review the request. You will receive an email confirmation once your request is processed.

The Athletic Area spaces require approval by Nicholas Schleicher before these spaces can be confirmed. Your request will be marked as tentative and forwarded to Nicholas Schleicher and Jan Bruscini for approval.
 

Booking Windows
Some spaces may have specific booking windows based on event size or type. Larger events may require longer lead times for booking. 

Classrooms
The priority of classrooms is classes. For each semester, classrooms may be scheduled after class locations have been finalized which may be a few weeks after the start of each semester.

Timing

• 25Live requests are processed in the order they are received. If you do not receive a Tentative or Confirmed event summary within 48 hours, please check Your Event Drafts in which you are the Requestor (on your Dashboard).
• With rare exceptions, you can only request a space within a 6-month period:  Schedules change quickly so there is no need to hold space for a year out.
• Certain spaces may have restricted usage times (e.g., not available for use during exam periods or after regular working hours).  

Room Setup & Equipment
Detailed guidelines for room setup and equipment requests should be specified on the request form. Users must adhere to standard room configurations and equipment usage policies.

Approval Levels
Some spaces, especially premium or restricted spaces, may require approval from specific departments or offices (e.g., for conferences, external groups).

Event Modifications: 

• If an event is still in draft status, the requester can make changes directly in 25Live by selecting "Edit this Event".
• After the event has been confirmed, the requester must contact the Scheduler to request changes or cancellations.
• Any changes or cancellations must be communicated by email to scheduler@bryant.edu 
   

Cancellations by the Scheduler:
In the event of a conflict, the Scheduler may cancel events. Affected users will be notified and must identify an alternate time or location.

Setup
When a space has a flexible layout, the 25 Live system has a floorplan layout on the details page of a reservation. Please allow 14 day's notice for any facilities setup requirement. A facilities charge may be assessed depending upon the date, time, or size of event.

Catering
For catering services, please contact AVI

IT/AV Services

• Only choose the resource of A/V for the Grand Hall, Chace and Unistructure. Even though you select AV as part of your 25Live request for an event, you still need to contact AV directly, either in person (room 277 in the Unistructure), by calling ext. 6128.
• For the FSC, IFC, and AlC enter A/V needs in the setup instructions box.

External groups wishing to book university space must coordinate through the Office of Conferences & Special Events. Contact: conferences@bryant.edu or call 401-232-6921 for more information.

External group requests will be processed after university-related events are scheduled. 

• If multiple events request the same space and time, the prioritization criteria will be used to resolve conflicts.
• Some spaces have 'blackout' hours. This means the spaces are not available during those times.
• PLEASE DO NOT BOOK during Commencement, Spring Break, REDay, Women's Summit, Exam weeks. 

The Scheduler will notify requesters of any conflicts, changes, or cancellations related to their event.

Confirmations, changes, and cancellations will be communicated by email. It is the responsibility of the requester to check their email for updates regarding their space reservation.

User Support
If you encounter issues with your Bryant user ID or password, please contact the IT Service Desk at ITServiceDesk@bryant.edu  or call (401) 232-6111.

Scheduling Assistance
For questions regarding event scheduling, contact the Scheduler via scheduler@bryant.edu.

Swapping space amongst departments is not allowed.  If a department agrees with another department  to use their reserved space, the original department of that space needs to cancel their reservation.  Then the space will become available for a new reservation.