Space Scheduling and Event Services
Space Scheduling and Event Services is the combined effort of One Stop Registration and the Events Department in the effort to schedule and support classes, meetings, and events at UC Blue Ash College. These pages contain the details about how to book spaces for a meeting or event, and to request potential services that are available.
Difference between meetings and events Expand
While meetings and events both require space to be reserved, events typically have more to them in preparation, execution, and/or promotion, than meetings. For this reason, the Events Department at UCBA handles the requests for services such as housekeeping, room setup, IT support, and security through the event service request form. The below chart breaks down some of the typical differences between events and meetings. However, some meetings may require some of the same services that events typically require. In these cases, the events form should still be completed for these meetings.
-- typically small
-- open to a particular group rather than the public, i.e., limited audience
-- focused on an issue or set of issues, or problem or set of problems
-- typically has an agenda of multiple items
-- may include somewhat confidential or sensitive information
-- may draw on specialized language, shared experience, context
-- may be limited to a particular discourse community or a particular project that requires more than one specified discourse community
-- lasts for a specified time
-- may require follow-up meetings
-- may require note-taking and record-keeping
-- may result in action items and assignments
-- may occur on a regular basis OR serve as a one-time startup to action
-- food could range from nothing to coffee/cold drinks and donuts, bagels, light snacks
-- priorities of the meeting are work-related
-- not publicized
-- can be open to public
-- broadly educational &/or entertaining
-- features a specific speaker, performance, or group
-- audience engagement
-- may encourage action but does not require it
-- no follow-up
-- may or may not include a reception of varietal foods and drinks
-- allows the host institution to demonstrate its involvement in and commitment to the broader community
-- may involve support, planning, and organizational contributions from other institutions and groups
-- requires mass publicity
-- may require room setup
NOTE: Meetings still require an events form to be completed if:
Room setup will be needed
If your meeting will have catering that will need setup, assistance, or cleanup
If meeting will need audio or video setup
If meeting will need security
- any type of service, setup, or planning
I need to schedule a meeting Expand
Looking to book a room for a simple meeting that doesn't need setup or support? Every department has users trained on 25Live for making bookings like this. Learn more about scheduling meetings and to see a list of users.
I need to schedule an event with services, planning, or more. Expand
UC Blue Ash College Faculty, Staff, Students, and Alumni participate in hundreds of activities and events every year. Because events are a core part of how we communicate, interact, and engage with each other and the community, UCBA has an Events Department to assist with the preparation and execution of events. The Event Department coordinates efforts with various other UCBA departments to assist in providing a wide array of services quickly and efficiently, to make it easier for faculty, staff, and students to plan and execute their events.
Using the 25Live scheduling database Expand
UC Blue Ash College uses R25 and 25Live to schedule and prepare all bookings. Faculty & Staff are able to search this database to see what rooms are available and when. Faculty and Staff can also be trained to make submisisons directly in 25Live for meetings.
What rooms and resources are available? Expand
In order to make it easy to see what rooms are available at UCBA, a room index has been made available. This table includes all the spaces at UCBA and how they are reserved.
Meeting Scheduling at UCBA
UC Blue Ash College uses 25Live to schedule meetings and to reserve spaces. Every department has trained users who can assist with entries into the system. Others can still see what's available, and schedule to be trained themselves.
UC Blue Ash College Faculty, Staff, Students, and Alumni participate in hundreds of activities and events every year. Because events are a core part of how we communicate, interact, and engage with each other and the community, UCBA has an Events Department to assist with the preparation and execution of events.
25Live Tutorials and Training
UCBA Faculty & Staff can be trained on how to book space in 25Live. This section provides tutorials and helpful resources for those who have already been trained, and more details for others on how to get trained in 25Live.
External Usage and Rentals
UC Blue Ash College is available to be rented to outside organizations and groups. However, these groups must meet certain criteria and requirements in order to host events at UCBA. Also, there may be rental fees and other costs associated with outside use.