Event and Space Management Policies and Procedures
All users of Elon University facilities must comply with university established rules, regulations and policies, as well as appropriate state and federal laws, including fire and police department rules and regulations. Review all general policies and procedures.
Elon University facilities are dedicated to students, faculty, and staff events/activities during the academic year. External requests (i.e. university affiliated, and non-affiliated) will be reviewed on a case-by-case basis during summer months of June and July and/or approved extended breaks when there is available space, staffing, and resources to support request. Repeating meetings (e.g., weekly or monthly) are prohibited for external groups.
Please read the following definitions carefully to determine the appropriate category for your organization and/or event type. Please note that examples given are not all inclusive.
Steps to Request Space
Any meeting or event sponsored by a student organization that is registered with the Office of Student Involvement. Events must meet the primary mission of the sponsoring organization.
Examples: student organization weekly meetings, student conferences, student performances, banquets
Steps for Submission
Requests for student sponsored events must be submitted through PhoenixCONNECT. In addition to event requests, the online platform offers students information about the many opportunities to get involved on campus, and improve communication with and among the Elon community. PhoenixCONNECT includes details about all recognized groups and organizations, and showcases campus activities and events.
- Requests for student sponsored events must be submitted no less than 15 business days/21 days prior to the date of the event using PhoenixCONNECT.
- To submit an event request, login to PhoenixCONNECT using your Elon email username and password.
- Next, find your organization or department page. If your event is not sponsored by a student organization or university department, select the ‘Elon Events’ tab to submit your request.
- All requests are reviewed by Moseley Center and Student Involvement staff. Once approved, finalized notification of your event location will be sent via email.
Please note: Events may or may not be approved on a case-by-case basis. Please contact Campus Center Operations at (336) 278-7215 if you have questions.
Request space via PhoenixCONNECT
Any meeting or event coordinated by an Elon department or office. Events must meet the primary mission of the sponsoring department and be consistent with the university’s mission.
Examples: departmental meetings, awards ceremonies, training sessions, guest lectures, etiquette dinners
Steps for Submission
Requests for all university department events must be submitted using PhoenixSPACES the CollegeNET web-based event management application. PhoenixSPACES allows faculty and staff to check availability and request space reservations on Elon’s campus, view space features and layouts, and more. For step-by-step guidance on submitting an event request, explore help articles.
Level I Events
Level I event requests do not require assistance from event resource providers and occur in designated rooms.
- Impromptu meeting requests can be submitted on the day of the event or up to 13 days prior to the start date using Express Scheduling located on the PhoenixSPACES dashboard.
- To submit an event request, login using your Elon email username and password.
- Locate the Express Scheduling section on the dashboard. Enter the date and time of your meeting, then select a venue from the list of available express locations.
- Next, enter the name of your event, then select “Save” to submit your request.
- After submitting, your reference number will appear. Click the reference number to review event details and to ensure the requested location has been assigned.
Request a Level I (Express) event via PhoenixSPACES
Level II & III Events
Level II event requests require minimal logistics/resource provider support, and/or typically occur in fixed rooms, academic spaces or in locations with capacities less than 300.
Level III event requests require extensive logistical/resource provider support, and/or typically occur in large event venues with capacities greater than 300 or outdoors.
- To ensure adequate time for processing, planning and preparation, Level II requests must be submitted 10 business days/14 days and Level III requests must be submitted 15 business days/21 days in advance.
- To submit an event request, login using your Elon email username and password.
- Select the “Event Form” button.
- Complete all required fields, then select “Save” to submit your request.
- All requests are reviewed by the Office of Event and Space Management. Once approved, finalized notification of your event location will be sent via email.
Request a Level II or III event via PhoenixSPACES
Please note: Requests for space should be based on the following minimum advance notice for each type of event. All event requests will be accepted on a first-come-first-serve basis.
Any meeting or event coordinated by current university employees/students hosting non-university related events.
Examples: association meetings, celebrations, and conferences
Steps for Submission
Requests will be reviewed on a case-by-case basis during summer months when there is available space, staffing, and resources to support request. Repeating meetings (e.g., weekly or monthly) are prohibited for external groups.
External Event Request Form
Please contact the Office of Event and Space Management at events@elon.edu for additional assistance.
Any meeting or event coordinated by any group or individual that is not associated with the university and requesting space for private use.
Examples: recitals, fundraisers, receptions, graduations, ceremonies
Steps for Submission
Requests will be reviewed on a case-by-case basis during summer months when there is available space, staffing, and resources to support request. Repeating meetings (e.g., weekly or monthly) are prohibited for external groups.
External Event Request Form
Please contact the Office of Event and Space Management at events@elon.edu for additional assistance.
Guides for Using PhoenixSPACES
The Office of Event and Space Management processes event requests using PhoenixSPACES powered by CollegeNET. These guides show you how to submit requests using the tool.
How to Submit an Event Request
One-Page Virtual Event Request Guide