The Office of Event & Space Management

The Office of Event and Space Management at Elon manages the coordination, facilitation and execution of all campus events. The office will oversee the university’s master events calendar, and monitor space utilization and institutional resources to assist with diverse programming, student engagement, learning and development.

Review key event policies and procedures below or refer to the full general use and conditions policy. LINK!!!

General Event & Space Management Policies & Procedures are as follows:

  1. All minor event requests must be completed and submitted to the Office of Event and Space Management TEN (10) BUSINESS DAYS/14 DAYS prior to any event in order to ensure sufficient time for processing, planning and preparation of requested events and activities, with consideration to the university master event calendar, financial cost, and physical and human organizational resources.
      • Minor events: Normally occur in fixed rooms or academic spaces. Requires minimal logistical/resource provider support, may include small technology systems, table/chair requests, campus safety and police, etc.
      • Minor event venues examples: academic locations, conference rooms, meeting rooms, tabling, etc.
  2. All major event requests must be completed and submitted to the Office of Event and Space Management FIFTEEN (15) BUSINESS DAYS/21 DAYS prior to any event in order to ensure sufficient time for processing, planning and preparation of requested events and activities, with consideration to the university master event calendar, financial cost, and physical and human organizational resources.
      • Major events: Normally occur in specified major event venues and/or outdoors requiring setup/room configurations. Requires extensive logistical/resource provider support including, but not limited to large audio-visual equipment, moving and setup, campus safety and police, Facilities Management, etc.
      • Major event venues examples: Schar center, Alumni gym, McKinnon Hall, Lakeside Hall, Lakeside Plaza, Oaks 212, McCrary Theatre, Whitley Auditorium, etc.
      • All major events soliciting payment for admission and/or offering FREE admission require ticketed admission and must be coordinated.
  3. A priority scheduling system will apply for all reservation requests to best meet the diverse needs of the Elon University campus community and to maximize utilization of university facilities. The order of priority level will be based on event type and group categories. The final determination of group category and event type will be made by the Office of Event and Space Management. Dates for submitting reservation requests and group category information is published on the Event and Space Management website. Any requests submitted prior to the set priority scheduling dates, will be DENIED and must be re-submitted on the appropriate date.
  4. The Office of Event and Space Management recognizes that events are sometimes co-sponsored by multiple organizations and entities. However, groups shall not use their privileges for access to university space and services inappropriately for other groups to avoid or reduce expenses and/or provide access to Elon’s campus for unauthorized groups. Groups may not reserve space for events, in which they are not directly sponsoring, financially responsible for, actively involved in or represent. Instances of misrepresentation will result in an adjustment of all related fees to the appropriate rate category and may result in the loss of reservation privileges for university space in the future. (See event categories) LINK!!!
  5. Compliance with all university building policies and procedures is always required for any event. Inappropriate conduct or any misuse of a facility may result in the suspension and/or termination of reservation privileges.
  6. The Office of Event and Space Management may at any time reassign or cancel a reservation/confirmation if, due to unforeseen or uncontrollable circumstances, the space reserved must be used for other purposes in the best interest of the institution or such reservation is deemed outside of the overall university mission and goal.
  7. The Office of Event and Space Management reserves the right to assign university police/security coverage to any event deemed a safety risk. The sponsoring organization will be responsible for all costs associated with the event. Please note that all events requesting door sales require university police coverage. Please contact Campus Safety and Police at (336) 278-5555 for security-related cost estimates.
  8. All safety requirements as issued by Insurance and Risk Management team must be enforced at all times. The Office of Event and Space Management, Campus Safety and Police administration, and Insurance and Risk Management team reserve the right to reassign or cancel confirmed reservations due to unforeseen or uncontrollable circumstances that pose a safety risk to the event and/or attendees.
  9. Event cancellations and/or changes must be submitted to the Office of Event and Space Management by completion of the Event Cancellation or Change Form no later than SEVENTY-TWO (72) HOURS prior to the event. Failure to properly cancel a reservation will result in the suspension and/or termination of the right to reserve space, and/or full charge of all preparation costs for said event.
  10. Event advertisements should not occur before the organization or requester has received an event confirmation from the Office of Event and Space Management. The initial email response is not considered an event confirmation for your request. Please contact the Office of Event and Space Management if you are unsure of your event status prior to advertising.
  11. Event rental equipment (tables, chairs, tents, etc.) ordered and secured by the sponsoring organization is the sole responsibility of the organization. Organization representatives must be present to oversee set-up and breakdown of resources, and must ensure equipment pick-up occurs within the agreed times established with the Office of Event and Space Management. Elon University and the Office of Event and Space Management will not assume responsibility for outsourced rental equipment.