There's a lot going on at Elizabethtown College. Think about all of the classrooms and facilities that are in use at all hours of the day. The College's Scheduling Office oversees the reservation process of each room for every event on campus, from department meetings to large, campus-wide events.
Staff, faculty and official student organizations may reserve campus spaces for meetings and events using the 25Live scheduling system. Protocols and tutorial for 25Live scheduling can be found our our website.
Spring 2021 Event Information & Updates:
As the campus community begins to hold on-campus events for the Spring 2021 semester, a new set of event scheduling guidelines have been developed in order to provide a safe environment adhering to the College's health and safety guidelines related to COVID-19 mitigation efforts. To accommodate the physical social distancing requirements for academic classes, we have reallocated all event space to be utilized for academic or dining services space, except for the Bowers Center for Sports, Fitness & Well-Being's fieldhouse.
A few notes on changes in space usage and re-allocation:
- Support and preference will be given to student events planned through the Office of Community Living and/or other student-driven/oriented divisions. Events on weekends are to encourage students to stay on campus and minimize non-essential travel
- PLEASE NOTE : Academic classes have first priority in scheduling of spaces. If your event is approved before the class schedule has been finalized (typically within three weeks after the start of classes) your event location, date or time may need adjusted. If this happens, the Scheduling Office will reach out to help find a new solution.
- All in-person events must have approval prior to the event being planned. (Approval must be confirmed by the Scheduling Office; process outlined below)
- Non-academic gatherings are limited to the number of people determined by the College administration and informed by state regulations; outdoor events cannot exceed 250 people; indoor events are limited to 10% of the fire code; in some cases, group sizes will need to be much smaller in order to accommodate proper social distancing.
- This guidance is subject to change based on guidance by the CDC and other government agencies.
- Any event that is scheduled in a virtual manner or is subsequently moved to a virtual event must be scheduled through 25Live to avoid scheduling conflicts and Zoom fatigue
- All department, club, or institutional committee meetings will continue to be held virtually
- Catering Services will resume for the spring semester, but will have additional safety guidelines regarding food service.
With these changes, we would like to reiterate the process for scheduling events, including virtual events will be conducted through 25Live. Additionally, all student in-person activities will be approved through the Office of Community Living prior to scheduling on 25Live.
Events may be in-person, virtual, or a hybrid, though all in-person events must have prior approval to the event being planned from the Scheduling Office. Outdoor in-person events are highly encouraged. You can find a listing of our reservable outdoor spaces here. If you do not see an outdoor space in 25Live, feel free to reach out to the Scheduling Office and we will be happy to assist you!
Below you will find protocols, along with the two forms that are REQUIRED for any events with a hybrid or in-person format.
All events with an in-person portion must submit the two below forms:
Pre-Approval Event Form (MUST be submitted with the 25Live reservation)
Event Contact Form (Must be submitted 48 hours before the event and within 24 hours after the event is complete)