Student Organization Event Registration Information!
Please contact OCL should you have any questions on any of the information below.
Procedures for Reserving Spaces
When reserving a facility for any reason, the sponsor, whether student organization, University department, or University administrative office, must make all arrangements for the event and ensure compliance with the University’s policies and regulations. The sponsoring organization may be held accountable for breaches of policy and damage.
Most Popular Spaces With Descriptions for Student Events
R25 Reservation System
All student organizations must request academic and non-academic facilities through the R25 Reservation System. This site is administered by the Event and Space Planning Coordinator in Dowling Hall. Please check the Space Booking Exceptions on the Help Contents page to avoid requesting spaces that are not reserved via R25.
NEW THIS YEAR, Please take note:
All TCU Student Organizations will be given a username and password for R25 Access. There is no longer the option for individual student access. When organizations register at the beginning of each year with OCL they will be sent information on how they will access R25 throughout the year. Either the organizations general e-mail address or a student designated by the group will be where R25 confirmations will be sent. However, anyone from the group can make reservations.
Making a Request
Requests to use a facility for an event should be made through the R25 reservation system as soon as possible. Requests should be submitted at least two weeks in advance. The turnaround time for processing requests may be sooner, however the more time the better. Events requiring final approval at the Friday Event Registration Meetings and events requiring the submission of IDRs to campus departments must be in no later than two weeks prior to your event. No requests will be accepted the day of an event. Note: At the request of the applicant, the Event and Space Planning Coordinator will make every effort to schedule a handicapped accessible facility for any specific program or event.
Weekly Event Registration Meetings
After you have reserved a space on campus, you will be invited to a weekly event registration meeting. Event Registration Meetings are held every Friday morning. Student organizations interested in hosting an event must attend one of these meetings to seek approval for an event. Make sure you leave at least two to three weeks prior to your event when seeking approval. At the event registration meeting you must bring your completed Student Organization Event Planning Worksheet. You will receive a blank copy of this worksheet when you are notified to attend the meeting. Copies are also available in the Office for Campus Life.
Cost/Expenses for Event
Student Organizations are required to pay fees for event management services. Click here for a list of some current fees. Other fees may be imposed depending on the nature of the event. Contact OCL for details.
Special Permission
Events to be held in a residence hall must be approved by the Office of Residential Life and Learning. Events to be held in Dewick-MacPhie Dining Hall, Hotung Café, or Farkas Commons must be approved by Tufts Dining and the Office for Campus Life. Official approval will not be granted until a review of event at the Friday Event Registration Meeting.
Confirmed Reservations
Reservations made in R25 are first coded as “tentative.” The message you receive from R25 immediately upon making your reservation is NOT A CONFIRMATION of the space, it is an acknowledgement of the reservation. The space will be held tentative until you or your organization’s representative attends the weekly Event Registration Meeting. Following a review of your event at this meeting and official approval by all University representatives your will be officially confirmed. A confirmation email will be sent to the applicant once this reservation process is completed. You should keep a copy of this confirmation for your records and have it available at your event.
Additional Services
If the services of the Facilities Department, the Tufts University Police Department, Audio/Visual Services, OCL Event Staff etc. etc. are required, an interdepartmental requisition (IDR) must be filed with each department at least two weeks in advance. If food service is required, arrangements should be made directly with the Catering Office (617-627-3411), and an interdepartmental requisition should be submitted at least 3 weeks in advance. IDRs are required for all services from University departments.
AV (Audio Visual) Services and Facilities require requests to an on-line system, to then be followed up with the IDR.
Direct Link to AV: Audio Visual Request Form
Direct Link to Facilities: Facilities Request Form
Questions and Inquiries
If you have any questions and inquiries about using R25 please email the Event and Space Planning Coordinator at reservations@ase.tufts.edu. Questions can also be directed to the Office for Campus Life at ocl@tufts.edu. Also, don’t forget about OCL Open Block Wednesdays! One on one help for all your programming needs.
Note:
The ending time for all events will be decided in advance by the sponsor, the Event and Space Planning Coordinator and the TU Police Department. The University reserves the right to dictate closing times for all facilities on campus and end events early as deemed necessary.
Responsibilities of Sponsors
When a facility is reserved for use, the sponsoring organization assumes responsibility for the facility throughout the duration of use. Upon entering the room, the sponsor should note any damage or problems with the facility. Care should be taken during the time of use to protect the facility. After the event, the room must be left clean and in the condition in which the room was found prior to any set-up. If the sponsor anticipates that this will not be possible, the Facilities Department must be requisitioned to provide this service. The room furnishings are to be reset to the original set-up. Any damages should be reported to Tufts University Police Department (617-627-3030) at the conclusion of facility use. Any additional cleaning or repair required after use will be billed to the sponsoring organization.
Changing or Canceling a Reservation
If it becomes necessary to change the time, date, location, or another detail of your event, it is important to email the appropriate event scheduler to modify the information in R25. A corrected confirmation printout will be provided if time permits. All servicing departments (i.e. Tufts University Police Department, Catering, A/V Services) must also be notified of all changes by the sponsor, or sponsors will be liable for any associated charges. Repeated no-shows may result in the loss of reservation privileges.
Access to Locked Spaces
If a facility that you have reserved is locked, you must call Tufts University Police Department (617-627-3030) and request they open the room for you. The room reservation confirmation print-out must be presented when the police arrive. If a facility needs to be opened, it is your responsibility to ensure the building is secure at the end of your event, and to call TUPD to secure the facility if necessary.
