Event Planning and Facility Reservations

Event Planning & Facility Reservations

To reserve space on the Chester Campus, follow instructions from the Office of University Center Administration as posted on the MyWidener portal.

• All student organizations are required to submit requests on both Experience Widener and 25Live.  Instructions on the Student Organization Resource Center site.
• A maintenance work order needs to be placed for room setup arrangements for all areas except University Center rooms. Room setups for University Center are to be selected in the designated area of the “25Live Pro” scheduling tool. Please be specific when describing your setup arrangement to ensure it will be what you desire. Consult with the appropriate reservationist to ensure the facility can accommodate the setup you are seeking.
• The “25Live Pro” form is NOT an official request for audiovisual (A.V.) needs. If you need to reserve audiovisual equipment for your event, then please call the Teaching and Learning Technologies Office at 610-499-4090. Please note that it is helpful to list your A.V. equipment needs on the form, since some facilities are checked prior to usage to see if all is in place. A.V. equipment for Alumni Auditorium (excluding a laptop computer) is reserved through the University Center Office. If you require a technician to be present, you must provide one week’s notice.
• The online “25Live Pro” form must be completed a minimum of three weeks prior to the event. Submission of this form does not guarantee a reservation. Once all information has been received, you will receive an e-mail confirmation. (Confirmations for student organizations will be sent to the designated advisor.) Once you have received a confirmation email, you have an official reservation.
  • Facility reservations are on a first come, first served basis, with the exception of high priority campus events.
  • We can better serve you if food requests and facility reservations are received at least three weeks in advance. This will give all service areas adequate lead time to prepare for your event.
  • All organizations are responsible for the condition of the facility during their usage and will be charged for any damage that occurs.
  • Due to the great demand for meeting rooms, please call the respective reservationist if your meeting is cancelled.
• If Campus Safety officers are needed for any event, please give at least two weeks advance notice. Indicate how many officers will be needed for the event and the exact hours and location of the event. Officers are paid an hourly rate for their services during events.
• Events and parties in University Center, Alumni Auditorium, and Lathem Hall must have completed forms and approval by the Office of University Center Administration in advance. Refer to University Center in the “Facilities and Services” section of this handbook.