Are you planning a special event, activity, or meeting here at Doane? To ensure the best possible service and success for your upcoming event or meeting, here are the steps you will want to follow:
STEP 1 - Pay Attention to Reservation Request Deadlines
MEETING ROOM REQUEST
- A minimum of 1 business day in advance if no resources are needed; a minimum of 2 business days in advance if any special setup (tech, tables, etc) or resources are needed.
- Some spaces/rooms in 25Live can be reserved via Express Scheduling if no special setup or resources are needed and can be reserved immediately if they are available.
STANDARD EVENT - a minimum of 14 days prior to event
- 50 or less people in attendance.
- Catering needs.
- Space and resource reservations (tables, chairs, podium, etc).
- Set up and operation of audio-visual equipment.
MID-SIZE EVENT - a minimum of 45 days prior to event
- 50-100 people in attendance.
- Any event that occurs in a major venue and has performer, speaker, alcohol, inflatables, or special set up needs.
- Special setup/production support (for lights, sound, power, video, etc) needed.
BIG EVENT - a minimum of 60 days prior to event
- Over 100 people in attendance.
- Any event that occurs in a major venue (Heckman, Conservatory, Ed/Art 236-242, Fuhrer or Haddix Arenas, etc) and has a contracted performer, speaker, dance/arts, competitions, concert, alcohol, inflatables, etc.
- Special setup/production support (for lights, sound, power, video, etc) needed.
- IMPORTANT: Big events often require additional resources such as technology, intricate set ups, and staff - some of which may be outside of what we are able to reasonably provide. For events that require a contract agreement, extensive set up or technology, or multiple spaces and resource reservations, please start your planning process EARLY by scheduling a meeting with Student Affairs at least 60 to 90 days prior to the event start date. Student Affairs office is in Perry Pod located on the lower level of the Perry Campus Center. The phone number is 402-826-8271.
STEP 2 - Contact Student Affairs for Basic Help and Guidance
Develop a budget, marketing plan, and think about liability for the event.
Email [email protected] in the Student Affairs Office or call at (402) 826-8111 to learn how they can assist you in developing a budget and marketing plan for your event.
If your event has a participatory activity such as a bounce-house, mechanical bull, team or individual sport, or other physical activity, please have all participants fill out and sign this document and keep it on file.
STEP 3 - Reserve Your Room/Space in 25Live®
All Doane students who will be scheduling events need to complete 25Live Getting Started - Login & Update Contact Info in order to access the 25Live system. This will allow the Event Services department to assign any events that you may have previously scheduled, as well as allow you to create, edit and get alerts about your upcoming events.
25 LIVE EVENT REQUEST FORM
We have put together the following Training Guides to help you with your reservations and scheduling.
- 25Live - Getting Started-Login & Update Contact Info
- 25Live - EVENT SPACE RESERVATION (Detailed slideshow on how to Log-in & Reserve Space in 25Live)
- 25Live - Submitting an Event Request Form
- 25Live - Express Scheduling
- 25Live - Viewing Location Availability
- 25Live - Room Layout/Setup & Resource Requests
- 25Live - Viewing Your Event Request
- 25Live - Editing an Event
- 25Live - Using the 25Live Calendar
- 25Live - Saving Searches
- 25Live - Quick VS Advanced Searches
Questions? Need help navigating 25Live? Don’t hesitate to contact the Event Services department directly at [email protected].
STEP 4 - Catering/Food Needs
It is mandatory that all food orders for campus events be placed through Fresh Ideas. Fresh Ideas has first-right-of-refusal for supplying meals and snacks at all Doane campuses. Any external food items, such as pizza, donuts, snacks, or drinks, are prohibited unless approved by Fresh Ideas. The Fresh Ideas team is highly cooperative and will collaborate with the entire event planning team to ensure the culinary success of your event.
By answering a few simple questions about if you will be having food, snacks, or beverages at your event within the 25Live reservation system, our on-campus food service vendor, Fresh Ideas, will be informed of your request and an email will automatically be generated to start communication between you and Fresh Ideas. For further information, please contact them directly at [email protected].
Want to have alcohol at your events? No alcoholic beverages may be served or provided at any event unless approved by the Office of Campus Engagement and the host organization complies with the protocols below.
- At an approved on-campus or off-campus event, licensed third party vendors are required for alcohol service and are the only parties allowed to serve and distribute alcoholic beverages at an event to students.
- Students must be of legal drinking age, with proof of a valid ID, and third party vendors must provide designated wristbands to identify minors and "of age" event participants. ALL attendees must wear a wristband.
- All contracts for vendors must be approved and signed by the Office of Campus Engagement.
- More information regarding Doane’s social policy can be found in the Student Handbook Section 3.03.
STEP 5 - Finalize, Edit, and Confirm Your Event
Events will be held in a “TENTATIVE” state until all information has been received so that you can continue to make edits and changes to your event. Unfortunately, events held in a TENTATIVE state will NOT appear on any public calendars (including Doane.edu) until they are moved to a “CONFIRMED” state.
14 days prior to your event, you will receive an email alerting you that your event is coming up and what state it is being held in.
Events will be moved to a “CONFIRMED” state a minimum of 7-10 days prior to the event and can NOT be edited without contacting the Event Services department directly by phone 402.826.6775 or email [email protected].