General Booking Frequently Asked Questions
Scheduling
When should I fill out my request form?
Forms can be submitted no more than one year in advance of the requested event date.
My event is less than a year away, but Scheduling told me they can’t book it yet. What does that mean?
For scheduling purposes, the calendar year is split in two: the regular school year (fall and spring semesters) and summer. Events for summer can not be booked until the Summer Conferences office has finalized all of their contracts. Bookings for summer events typically begin around December. Events for the school year are booked on a Tier basis. If your event is an annual Tier event, it will be booked between January and April of the previous year. If your event does not fall within the tier categories, your event will be booked between April and July of the previous year.
View Tier Policy
All paperwork is processed on a first come first serve basis, so please submit paperwork as soon as you have a date in mind. If the Event Scheduling Office is unable to process your request at the time you submit it, we will hold onto it in our pending folder and let you know when we are able to book it.
When is it “too late” to submit a request for a space?
Generally, 48 hours in advance is the required amount of time to reserve space on campus. This allows our office time to process your request and book the appropriate setup for the space.
What if I want a room that comes with an “As-Is” setup? Can I book that the day of?
“As-Is” rooms like classrooms or small meeting rooms can be booked the day before or the day of pending availability. Please note that some of these rooms (like Malone 403, or 306) require special approval to be booked with such short notice. Please submit the request online and Event Scheduling will seek approval if necessary. We will then let you know whether or not the event is approved. Please provide us with as much time as possible to obtain these approvals.
Do I have to fill out an online request form to book an event on campus?
Yes, all space and equipment requests must be submitted via an online request form. Email and phone call requests will not be accepted.
Are there dates/times when Classrooms are not available to be booked?
The Registrar’s Office places a hold on all classroom spaces during the first two weeks of the fall and spring semesters as well as the first week of each summer session (I and II). Classrooms may not be booked during regular class hours (M-TH 8a-10p, Fri 8a-5p) for any date until the semester has progressed beyond these initial weeks.
When can I book classroom spaces during these restricted weeks?
-Tuesday/Thursday from 12:15-1:25 (Convocation Hour when no classes are in session)
-Saturday/Sunday
-Monday-Thursday after 10p
-Friday after 5p
How much time needs to pass between events in the same room?
-In a meeting room where setup styles can be rearranged (i.e. there is more than one type of arrangement that can be setup in the space), we require a minimum of two hours in between events. If Sodexho is involved with one or both of the events, then a minimum of three hours in between is required.
-In a meeting room with an “as-is” setup, meaning furniture/equipment can not be rearranged, a minimum of 30 minutes in between events is required.
-In a classroom space, a minimum of 10 minutes in between events is required.
Can I book an event over a University Holiday?
Typically, no. The only events that can be scheduled over a University Holiday are Religious Services and University Athletic Games. Because the University is closed due to the holiday, no events can be supported on campus.
View Blackout Policy
Who do I call if my event is at night or on the weekend?
Always call x82878. After hours, if you need immediate setup assistance or Event Support, your call will be routed to our on-call Event Operations staff. If your call is not urgent, or you are calling in regard to a future event, you will be prompted to leave a message for the Event Scheduling Office.
Equipment
When is it “too late” to submit a request for equipment?
Please submit all equipment requests or changes by 12:00 PM the day before your event. This gives Event Scheduling time to process the request (pending availability) and convey your event needs to our Event Operations setup staff.
What if I have a last minute equipment request the day of my event?
Please call the Event Scheduling Office at extension 82878. If the request can be accommodated, we will do our best to get it to you in a timely manner. Please note that equipment may no longer be available for such a late request or our staff may already be out on another setup at the time of your call. Please allow for a possible 15-30 minute delay for late request deliveries if our staff is already out completing another setup.
When should I send out invitations to my event?
No event is confirmed until you receive an email confirmation from the Event Scheduling Office with an event confirmation number (example: 2009-AAABCD). The confirmation will come as an attachment from the Event Scheduling Office and will list out all confirmed space and equipment for your requested event. Do not send out invitations until you receive this confirmation as spaces that you request may not be available. The confirmation ensures that space is booked for you.
Food
How do I order food for my event?
All food for catered events on campus must be booked through Sodexo Catering.
Where do I get tablecloths for my event?
Tablecloths are provided, for a fee, through the Sodexo Catering Office.
Visit Sodexo Catering Website for more information.
How do I book a BBQ on campus?
The first step in securing the BBQ is contact Sodexho Catering Services to hire a chef to run the BBQ. The LMU BBQ can not be booked without a Sodexho chef to prepare the food. Once the chef has been hired, you can reserve the BBQ online (pending availability) via the Event Services web form. We ask that you fax or email us a copy of your Sodexho invoice to confirm the chef. Once these steps are complete, the BBQ can be reserved.
How do I request cardboard trashcans or Facilities Management Support for my event?
All Facilities Management requests, including cardboard trashcans for your event, can be processed online via their SchoolDude request form. Please login to your MyLMU account to access the Facilities Management Website for further information.
Technology
Is someone available to run the audio visual equipment for the entirety of my event?
Yes, we do have Audio Visual Technicians available to stay at an event. The cost of this service is $25/hour. Please note on your form if you would like a technician present. Event Scheduling will email you the amount to be charged and will request a budget number from you upon booking.
What if I need AV help, but not for my whole event?
If you would like help with an audio visual setup, but do not need a tech for the entirety of your event, one can be scheduled for you, free of charge, for the first 15 minutes of your setup. Please note on your online form if you would like a Technician present at your event. If you need emergency assistance at your event because AV equipment is not working, please call us at x82878 and we will send someone over immediately.