Central Reservations Office - Reservation Request

The Central Reservations Office (CRO) serves as the University's centralized intake, coordination, approval, and official records office for reservable campus spaces and event-related services.

Scheduling and Reservation System

25Live is the University's core scheduling and reservation system for CRO-managed space and event records. It serves as the official system of record for space availability, event requests, confirmations, resource needs, service routing, utilization reporting, and historical event data.

Scheduling Priorities

When conflicts occur, the CRO will apply the following general scheduling priorities unless a specific facility policy, academic calendar requirement, or senior leadership decision requires otherwise.

1. Academic classes and instructional need approved through the academic scheduling process.
2. Official University events and strategic institutional priorities.
3. Student activities and recognized student organization events.
4. Auxiliary, conference, and revenue-generating University events.
5. External client events and community rentals.

Scheduling priorities do not guarantee approval. All events remain subject to availability, risk review, staffing capacity, cost recovery requirements, and compliance with university policy.

Ticketed Events

All ticketed events using University facilities must be coordinated through the CRO | Ticket Office unless an exception is approved in writing by CRO and the appropriate financial authority. This requirement protects revenue integrity, financial controls, customer experience, and event accountability.

Costs and Fees

Auxiliary-supported facilities and services must recover direct costs associated with event support. Cost recovery protects the financial sustainability of campus operations and ensures that events do not create unplanned subsidies for labor, security, housekeeping, ticketing, or specialized services.

Costs That May Be Charged

Event-related charges may include, but are not limited to, facility rental fees, labor and support services, security, technical and event production services, ticketing operations, equipment rentals, after-hours building costs, parking and transportation support, and charges for damages, excessive cleaning, missing equipment, or policy violations. Administrative or event coordination fees may also apply when approved by the AVC for Campus Enterprises or designee, with escalation to the COO when appropriate. Additional charges may be assessed based on the specific needs and requirements of the event.

Estimates and Final Billing

The CRO will provide estimated costs before final confirmation when charges apply. Estimates are based on information available at the time of request. Final charges may differ based on actual services used, event changes, additional labor, damages, late requests, or post-event conditions.

Fee Waivers and Exceptions

• Fee waivers or reductions may be considered only when the event directly supports the University mission, is sponsored by an official University unit, and does not create inappropriate unrecovered auxiliary costs.
• Direct costs such as labor, security, housekeeping, ticketing, damages, and specialized technical services generally may not be waived.
• Exceptions must be documented and approved by the AVC for Campus Enterprises or designee, with escalation to the COO when appropriate.