»Academic, Student, and Administrative Events

• Event Space reservations for the upcoming academic year open at the end of March
• Event reservations must be submitted at least 5 business days in advance (7 days for student events)
• All event requests must be submitted using Chapman's 25Live Scheduling System

25Live Training

• We now offer on-demand 25Live training. Please email eventoperations@chapman.edu for access.

Permissions

Once the training is complete, the Event Scheduling staff will grant you permission to your section. If later you need to have access to another section, please email eventoperations@chapman.edu.

• When planning your event, please be sure to avoid restricted dates when university resources are unavailable. Restricted dates will show up as a blackout in 25Live.
• Be sure to consider religious holidays and observances that might conflict with your event
• When selecting your event venue, please note that in order to accommodate other event requests, your preferred location may not be available, and you may be asked to consider an alternative space or date
• Events including external attendees that require parking cannot be schedule Mon-Thurs, 8am-4pm due to lack of parking

• Room layout -- multi-purpose rooms require set-up information: View Sample Layouts
• Tables/chairs needed (consider all needs such as check-in tables, info/materials/awards tables, etc)
• Space diagram - email Event Operations for a to-scale diagram
• Electrical needs
• Linen or stage skirt requests should be included in your food service order
• Resources in 25Live are campus-specific -- be sure you've selected the correct campus (Orange/Rinker)
• If your expected attendance changes after any of these details have been arranged, please let us know

• All food service should be arranged through Sodexo unless an approved exception is granted. Please ensure any exception is on file with Event Operations.
• Catering through Sodexo can be arranged by emailing catering@chapman.edu
  • Submit order at least 1 week in advance (earlier for busy event days i.e. Commencement) 
  • A 25Live reservation confirmation number is required to order catering
• Consider the type of service
  • Buffet (tables and extra space needed)
  • Served Meals - staging/meal prep location needed (may require a separate room reservation)

• The event organizer is responsible for compliance with all applicable laws and regulations related to alcohol at events
• Food and nonalcoholic beverages must be served when alcohol is being served
• What measures are in place to prevent minors from being served alcohol?
• If you have attendees both over and under 21, we strongly recommend working with a licensed bar service
• If not working with a licensed bar service, alcohol must be coordinated and served by Sodexo

• Media setup should be included if any of the below apply:
  • The event includes a presentation (most spaces do not have installed computers - you will need to bring your own device)
  • The event requires media equipment such as a screen, projector, large monitor, clicker
  • The event includes a Zoom, Teams, or streaming component
  • The event includes a video recording component 
• Consider the audio needs of your event
  • Microphones - number and types
  • Sound System - are you providing your own device?
  • Consider when you will need tech assistance (during setup, start of the event, during event)

• A speaker/performer agreement is required, reviewed by Legal Affairs & signed by EVP/COS in advance of the event date (View more details on contract requirements)
• Academic Contracts require Provost approval before going to Legal Affairs, using the Academic Contract Request Form

• All vendors must have an executed agreement and Certificate of Insurance on file with Chapman prior to the event date
• Are you renting stages or lighting fixtures? (city permit may be required)
• Do you have your event space scheduled during your delivery/pick up time?
• Does the vendor need to drive on campus? (limited to before 8am or after 3pm & requires approval)

• Weights are required for all tents, canopies, and umbrellas
• Tent sizes over 40' x 40' will require a fire safety permit (This includes multiple tents next to each other)

• You must have all appropriate licenses in place prior to you event

• Event organizers hosting paid events or events with external guests must work with Ticketing Services
• Please complete the Event Build Request Form at least two weeks before your desired on-sale date

• Events involving external guests can only be accommodated after 4 pm M-Th.
• Please email Event Operations to arrange a parking registration link allowing your external guests to park for free.
• If your event is ticketed, free parking will be automatically arranged by Ticketing Services.

• Does your event include any of the following?
  • Presence of Government Officials
  • Controversial speakers or topics
  • Large attendance that may require crowd control
• If your event includes any of the above, please email Event Operations to coordinate security 

• Is your event on file with Risk?
• Are you trained in Risk protocols?
• Do you have an adequate number of chaperones?
• Please review our Minor Registration Checklist

• A fully executed Facility Use Agreement and Certificate of Insurance must be on file
• Facility fees will apply
• Please work with Event Operations on co-sponsorship requirements

• Please add to the Chapman Event Calendar website by setting the event type to "public"
• Include required event details:
  • Registration Link
  • Event Details
  • Event Description
  • Event Contact Information

• If your event details change after you have received your event confirmation, email eventoperations@chapman.edu
• All change requests involving event setup or media resources must be received at least 3 business days in advance to be properly scheduled
• If your event is canceled, you are required to email eventoperations@chapman.edu as soon as possible so the space and resources associated can be used for other event needs