Internal Event Guidelines

Internal Event Guidelines

All room reservations must be scheduled in 25Live preferably by a faculty or staff member. Students should be aware that if they make an unauthorized request, the reservation will be cancelled immediately. Please comply with the following guidelines, when making room requests.

Club/Organization Sponsored Events
Contact Billie Brown (724-773-3959) or Jill Bender (724-773-3951) to set up a meeting with Sherrika Mitchell in Student Activities. She will review the event and assist with planning.  An Internal Event Notification (IEN) Form will then be completed.

The IEN Form is located in Box (box.psu.edu) for any club/organization that wants to reserve a room. You may also stop by SUB 113 and get a paper form from Billie Brown.

Before submitting an IEN, you must check the availability of the space you wish to reserve on the Campus Events Calendar. If you are still not sure if your room is available, contact Billie Brown (724-773-3959) or Jill Bender (724-773-3951).

Classroom Reservation
Classrooms are defined as rooms in GCB, LCB, MBB, 106 RAB and 001 LIB. Reservations for future semesters will be processed after the “Schedule of Courses” is published for that particular semester. (i.e., fall room requests will be processed after mid-March and spring room requests after mid-October.)

Non-Classrooms/Conference Rooms
Non-classrooms/conference rooms are defined as all campus conference rooms and SUB (14, 15, 16, Lodge, & Auditorium).

Artwork/Displays in Student Union Building (SUB) and Bistro Hallway
To reserve Art/Display space on the walls, indicate “EVENT” as an art exhibit or display for SUB 16 and/or Bistro Hallway. Also, include all other information needed per the IEN form. Please note that these requests are approved on a first-come, first-served basis.

Students
If you are a student, contact Billie Brown (724-773-3959) or Jill Bender (724-773-3951) to set up meeting with Amy Gartley or Sherrika Mitchell in Student Activities. They will review events and assist with planning and then submit the IEN on behalf of the student.

Faculty
If you are a faculty member, contact Nicole Foust (724-773-3571) and the IEN will be submitted by the Academic Affairs Office on your behalf. If you are acting in the capacity of a student organization adviser for the event, refer to “Club / Organization” information for planning/support and submission.

Staff
Staff members should submit reservation requests through 25Live or refer to your designated department requestor. If you are acting in the capacity of a student organization adviser for the event, refer to “Club/Organization” information for planning/support and submission.

External Groups
If an external group not related to the campus wishes to reserve space, it must be coordinated through the public relations office. External groups can contact Renata Shaw (724-773-3553) or April Johnston (724-773-3816) to obtain the necessary forms to request use of campus space.

Important: Changes and/or cancellations should go through the Registrar’s office for classroom reservations. All others should be reported to Cindy Platz through email or a phone call (724-773-3546) if the date of event is near. This will ensure that support services are cancelled and that the space is free for others on campus to use. Please do not wait to cancel until the day of the event.