Yale College Registered Student Organizations have the ability to submit room booking requests when creating an event in Yale Connect. This is made possible via Yale Connect’s integration with 25Live, the system that the University Registrar uses to manage campus spaces. The following guide explains how to submit a room booking request and what to expect.
Important Information to Know Before Getting Started
Multiple Spaces: Student leaders should not use the Yale Connect-25Live integration when needing to book multiple spaces for a single event. There are two ways to book multiple spaces for a single event:
- Submit a major event proposal if planning to host an on-campus event that includes multiple rooms.
Contact [email protected] if planning a regularly occurring event that requires several classrooms spaces (e.g., board game night, rehearsals or practice sessions where group members need to branch into separate spaces).
When either submitting a major event proposal or contacting the Student Organizations office for the event types described above, a Graduate Assistant will help in booking the multiple spaces directly in 25Live.
Editing a Room Booking: Editing an event with a room booking can be a hassle. This is because once a room booking request has been sent (per the instructions below), it locks in the date and time of the event, making them 'un-editable.' The room is locked in so that other users do not try to book the space at the same time, and so that other users may book the space before and after your event. As such, it is highly recommended that you only submit a room booking request if you know the exact date and time of your event. If the event date or time does need to be modified in your event, or if time needs to be added to the Setup or Breakdown options, you must:
- Select to edit the event
- Open the booking and cancel the request in the Where section
- Update the date/time or Setup/Breakdown options in the event
- Submit a new room booking request in the Where section
- Resubmit the event form
Submitting a Room Request
To submit a room request via the Yale Connect-25Live integration, start by going to your Group’s Events tab and selecting Create Event in the top right corner.
Before you can search and submit a request to book a room, you must enter the following information in the event: Event Name, Description, Event Type, Start Date, End Date, and Number of Attendees.
Next, in the Where section, select On-Campus Room Reservation as the type. In this same section, be sure to use the Setup Time and Breakdown dropdown menus to add time before and after your event’s start and end times. Then select Book rooms.
If you submit your room request without Setup or Breakdown times, other groups may reserve the space before and after your event, when you may have needed time to setup or cleanup.
After selecting Book rooms, a window will open defaulting to display rooms that are available and at the minimum capacity per your expected number of attendees. You can use the filters at the top of the window to filter by room features.
When you have found an available space that meets your needs, select Book.
Selecting Book will trigger a room request in 25Live, where it will be reviewed and approved (or declined) by the University Registrar. The room will show as Pending status until the University Registrar has made a decision on approval.
The Student Organization leader who submitted the request will be notified via email when the room has been approved or declined.
After submitting a room request, continue to enter information about the event. Once you have entered the event creation information, click Create Event and Proceed to Approval Form at the bottom of the form. This form asks questions specific to the Yale College Student Organization Office’s event oversight and policies.
