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Event Scheduling

Registered student organizations, faculty, and staff looking to using campus facilities for meetings and/or activities are required to complete a reservation request in 25Live.

Reserving Space on Campus

The information provided below is intended to assist you in submitting reservation requests via 25Live.

First-time Users
For Students: To log on use your MyNSU credentials.  You might need to reach out to your Student Organization's president to submit a request for access to 25Live.  Only registered Student Organizations are permitted to request space on campus.

For Faculty and Staff
Sign in using NSU Portal Log In. Next, send an email to kdferguson@nsu.edu for training instructions and to request access.

For Non-University Affiliated Request (External Requests)
Please contact Kim Ferguson at kdferguson@nsu.edu.  Please allow 10 business days for necessary approvals.

Approvals
Each request requires approval from the following entities:

  • University Police
  • Facilities Management
  • Information Technology Services Support Staff (Required on events requesting technical support)
  • Student Organization's Adviser (Required for Student Organization requests only)

Event requests will not be approved if all required approvals are not obtained. 

Reservations Outside of the Student Center

While the Student Center is the "hub" of the campus. There other locations on campus available for reservations. 

Academic Spaces
All locations reservation request must be requested in 25Live unless notated below.

  • Edward L. Hamm Fine Arts Building
  • Nursing and General Education Building: Rooms 101 and 205 must be reserved via June Gordon-White at jgordon-white@nsu.edu
  • G.W.C. Brown Memorial Hall: All Rooms must be reserved via June Gordon-White at jgordon-white@nsu.edu
  • James Hugo Madison Hall
  • James D. Bowser Building
  • Herman H. Bozeman Education Building: Room 231 must be approved by the School of Education.
  • Roy A. Woods Science Building
  • Robinson Technology Building must be reserved through the Dean of The College of Science, Engineering, and Technology at mokeeve@nsu.edu
  • L. Douglas Wilder Performing Arts Center, click here for information
  • Scott/Dozier Dinning Hall: Reservation request via 25Live.
  • Lyman Beecher Brooks Library: For questions regarding space reservations in the library please contact dmdyson@nsu.edu.

If you have any questions regarding any space on campus feel free to contact the Event Scheduling Manager. 

Completing an Event Reservation Request

Event Reservation Requests must be completed via 25Live in order to reserve space on NSU's campus. For Student Organizations & University Departments, please follow the following steps in order to begin a request:

  • Log into 25Live.   
  • Select "Event Wizard" tab
  • Complete the required fields. (Identified with *)
  • Read and agree to "Event Request Affirmation"
  • Click "Save" 

Your event is submitted for approval, you will relieve final confirmation once all necessary approvals are obtained. 

For External Requests
Please contact Kim Ferguson at kdferguson@nsu.edu.
 

Charges and Cancellations

Student Organizations/ University Departments: 

For changes: Log in to 25Live using your MyNSU credentials and locate the event to make changes. Click Edit. Make the necessary changes. 

For Cancellations: Email the Event Manager and include the event name, date and location of the event. 

External Requests: Please contact Kim Ferguson at kdferguson@nsu.edu.

Posting Information

All flyers/ posters that are hung anywhere on campus must first be taken Event Scheduling on the 2nd floor of the Student Center and stamped for approval. You must have a confirmed event in order to have your flyers stamped. Approved fliers are to be posted on bulletin boards only. Posting of fliers is prohibited on:  windows, doors, lamp posts, etc.

Failure to follow this regulation will subject the organization to disciplinary sanctions.

Event Fliers

Approved fliers are to be posted on bulletin boards only. ONLY information regarding specific university affiliated events (i.e, registered student organizations or university departments) are allowed for posting.  Posting of fliers is prohibited on windows, doors, lamp posts, brick etc. Failure to follow this policy will subject the organization to disciplinary sanctions.

All fliers will be checked for: grammatical errors, event information (such as date, time, and location), use of trademarked logos including NSU, and must adhere to Student Catalog guidelines. 

Please bring a copy of the confirmation to the Event Scheduling Office (Located on the second floor of the Student Center, Suite 201) or the Office of Student Activities & Leadership (Located on the third floor of the Student Center, Suite 323). 

Media Equipment

All media and technology equipment requests (e.g. TV, Computer, Overhead Projector, and Screen) must be requested via 25Live in the reservation request. The "Requirements" page in the reservation request will list all technology available to request (computer, microphone, projector, remote clicker, telephone, TV monitor and etc.). Please list the quantity needed for each.


 

Catering

All food must be ordered from NSU Dining Services (Thompson Hospitality) prior to the event. No outside food is allowed, unless you have obtained a written waiver from Thompson Hospitality. Norfolk State University has an exclusive contract with Pepsi Beverage company. Only Pepsi products are allowed on the campus.

A completed Business Meal Certification Form, signed by an authorized approver, must be provided to Thompson Hospitality prior to the event.  Failure to adhere may result in disciplinary sanction and/or fine and failure to reserve space. 

Want to request catering at your event?
For menu items view the Catering Guide on the Thompson Hospitality website. Please email all orders to norfolkcatering@thompsonhospitality.com with the follow information:  point of contact first and last name, phone number, event date, event start and end time, event location - including the building and room number, number of expected guests, preferred menu items (see Catering Guide) and the intended methods of payment (i.e. credit card, purchase order, etc...)

Student Organization Advisors

You must approve all events submitted in 25Live by your organizations. 

  1. Click on the "Task Tab"
  2. Review all event details.
  3. Click Approve

Please keep in mind the organization's event will not be approved until the advisor has approved the event. Advisors are required to attend major events (ie. talent shows, pageants, concerts, etc.)