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General Information About Campus Events and COVID-19 Guidelines

Considerations include but are not limited to:

  1. A face covering is required when attending or working events.
  2. Individuals must adhere to posted signage regarding room capacities and traffic patterns.
  3. Event spaces will be sanitized according to established University protocols and will include sanitization between events. 
  4. Room layouts must be designed with physical distance spacing suggested by the CDC (6ft radius) and not exceed state mandates on maximum capacities. Click here for a list of locations with COVID-19 Modified Capacities with 6ft. Spacing. 

Some events and meetings have converted to online/virtual and are listed in the Campus Calendar. Contact the Office of Event Services and Campus Center Operations at event.services@stockton.edu with questions. 


Student Club & Organizations:

Student Development COVID-19 Guidelines and Specific Considerations

Get access to request space in three easy steps!

You must be an active officer of a recognized club / organization.

Sign up on the roster of your club / organization in Osprey Hub.


Complete the annual required training. Click here to Enroll on Blackboard now! Be sure to click the gray arrow under ESCCO and click Enroll.


Course NAME:
ESCCO: 20-21 Student Clubs & Organizations - Process for Event Facility/Support Requests
(Keyword search for contains "student club")

Please log into 25Live to activate your account and begin searching for space availability. Your account will be modified within 3 business days to give access to the Event Form function, enabling you to submit requests.

Your Stockton credentials are your log in. Your account will be active through May 2020 as long as you remain an active member in Osprey Hub. If you have any questions, contact event.services@stockton.edu.

 Please note: Student clubs and organizations will not be able to submit a request earlier than 3 days in advance through the 25Live Event Form. If you need immediate assistance, please contact the Office of Student Development or your advisor.  

Staff / Faculty:

Please watch the tutorial videos below to learn 25Live, the scheduling platform used to submit requests. Once your request is submitted, the space will be held tentatively pending scheduler review and approval.

Ginna Petrillo

Division of Student Affairs, Athletics & Recreation and Enrollment Management

Lisa Warnock

All other organizations not listed above.

* If you requested space in Hammonton, Manahawkin, or Woodbine your scheduler has been chosen by default and does not need to be changed.

* If this request is for a Computer Lab your Scheduler has been chosen by default.

If you need immediate assistance, please contact event.services@stockton.edu.

Use your Stockton credentials to log in.

  • Be specific in your request. Incomplete information will result in processing delays.
  • Once the request is submitted, it will be routed to a scheduler for review and processing. Your event is not considered approved until you review notification. Notification will go out by email to the individual listed as the “Requestor”.
  • Once your request is submitted, the request is only editable by your scheduler. To request a change or cancellation, faculty and staff should contact their scheduler or event.services@stockton.edu. Student Clubs and Organizations should contact getinvolved@stockton.edu.
  • If you are submitting a request for a repeated event that is similar to a previous one, consider searching for the previous reservation and using the “copy” function.
  • Requests for dates earlier than the 3 day requirement should be directed to event.services@stockton.edu or 609 652-4878.
  • Consider setup and breakdown times when looking for an available space. The shading indicates that the space is not available.
  • Consider the room’s capacity and features when selecting a space. The capacity may changed based on room configuration and equipment.

*These are general guidelines. The exact scope of the space configuration needs and equipment will determine the specific setup and breakdown time buffers needed between events.

(Minimum duration in hours, before and after)

  • The Event Title will be the official title for your event as it shows on any published web calendars. Spelling and grammar count!
  • The Event Description field is used to help communicate specific details about the event. Images, logos or flyers must be included by using a URL location. If the image, logo or flyer does not reside on a URL, upload the file to your request for the event scheduler to process. You may also submit this information using the following form: TV/LED and Web Calendar Description Form
  • Choose the appropriate web calendar(s) based on the nature of your event. The event scheduler may adjust selections.
  • If the event should not appear on any web calendars, choose “Do Not Publish on the Web”. This will supersedes any other selection that is chosen.
  • Use caution when selecting any calendar beginning with “Webpage Dedicated”. These are intended only for events that have been designated to land on a specific office/program webpage.
  • event form-- The 25Live environment for event creation and editing, which can be customized, by security group, to meet requirements for each group’s role in the event creation and/or editing process. 
  • organization-- An academic department or other group that sponsors events on your campus. The "primary" organization is the main, responsible group among possibly several organizations associated with an event.
  • security group-- A group of 25Live users who share a common set of access and assignment rights to system functionality and data.
  • location-- The term used to describe a space in 25Live.
  • star/favorite-- 25Live users may favorite an event, location, resource, or organization that's important to them for any reason by using the star icons. Your starred items are easily accessed from many areas in 25Live, and may be "unstarred" as needed.
  • state-- The event's current place in the planning or completion process. The options are Draft (when it's not yet a "real" event with location and/or resource assignments), Tentative, Confirmed, Sealed, and Cancelled. 
  • tentative-- An event state in which an event can be edited (by authorized users) and the state changed.
  • cancelled-- An event state in which the event cannot normally be changed or restored to an editable state. When an event is saved in this state, all its location and resource assignments are immediately released for re-assignment. 
  • draft—An event stated used in the Student Club and Organization request process that requires Advisor review. This state does not encumber space. It is only a request.
  • confirmed--An event state in which the event has been approved and space is encumbered.

The following factors may impact the timeliness of the approval process:

  • Weighing your request against the needs of the institution based on scheduling priorities. For example, waiting until the 10th day of the semester when the academic schedule has been solidified to book meetings and workshops in classrooms or confirming dates for annual and major institutional events.
  • Missing detailed information to communicate specific needs to venue managers and service providers such as: room configuration, technical presentation needs, and safety-related information.
  • Lack of time to convert room setups and support between back-to-back events, such as events with complex setups, or events on weekends where overtime labor needs to be coordinated.
  • Concerns regarding safety and risk management factors requiring consultation with campus partners.

If your preferred space is not available, continue to submit the request without a space listed and your Advisor or the Event Scheduler will assist by suggesting options. Consider ways to modify your request like:

  • Changing the date or time frame
  • Adjusting the anticipated count to better reflect expectations
  • Choosing other rooms with different configurations
  • Altering the room setup or program format