Room Reservations

Candler School of Theology faculty and staff are allowed to reserve space for events and meetings at the Rita Anne Rollins Building or Cannon Chapel using a 25Live account. See the Reserve Space section below for details. All academic related space requests should be directed to candlerregistrar@emory.edu.

• All space is set in classroom style.
• Furniture is movable, but must be reset in classroom style at the end of the event.
• Classrooms are equipped with smart-room technology including an LCD projector, computer with internet capability and built-in projection screen.
• A password is required to access the technology and will be provided by CSTMedia upon request by hosting group. The CSTMedia request form link is included in the space confirmation email.
• Candler School of Theology reserves the right to change a space location if needed to make the best use of space. The host group will be notified in advance of any change.
• Guests and patrons are expected to maintain the orderliness of the rooms and to follow room use guidelines as outlined.
• Food and beverages are allowed.
• Custodial service is required.

Candler School of Theology rooms: 250, 252, 257, 322, 401, 411, 421, 426, 447, 501, and 549.

Room 102, "The Commons" is reserved using 25Live and is managed by Emory’s Center for Ethics therefore allow more processing time when requesting this space.

Cannon Chapel rooms during regular business hours (Monday-Friday 8:00 am - 5:00 pm): 106, 312, 314, the Formal Lounge, and Brooks Commons. For Cannon Chapel space requests after regular business hours, weekends, or for Cannon Chapel Sanctuary, please email Sonja Jackson at sonja.jackson@emory.edu.

Hospitality Suite - Candler Faculty and Staff
The Dean’s Hospitality Suite, Room 517 is not on 25Live, however it is available for faculty and staff.

Features:

• Outside window wall with plenty of natural light.
• Granite-topped buffet at each end of the room.
• Cherry-wood, folding-top, configurable executive tables (8).
• Padded executive chairs (20).
• Full-equipped as a technology smart room.
• Adjacent kitchen.
• Regular hours are from 8:00 a.m. to 5:00 p.m. Monday through Friday.

Layout:

The standard set for the room:

• 8 conference tables configured in a rectangle with an open center.
• 20 chairs placed around the outside of the rectangle.

The room may be re-configured to meet the need of the hosting organization.

• Tables have folding tops for easy storage in the 5^th floor workroom.
• Room comfortably holds 4, 60” round tables and 32 folding chairs.
• Both the round tables and folding chairs may be ordered from Emory’s Campus Services Department through the Events Office. Place the order on the event submission form on the planning calendar.

Suite Access After-Hours Weekdays and Weekends:

• A suite key must be ordered from Candler’s Faculty Support suite, Room 355, for weekend and after-hours events. Event organizer must call Brenda Roberts, Manager, Faculty Development and Support Services, 404-727-2457 to place the order no later than two weeks prior to the event date. Ms. Roberts will confirm the order via email.
• The key can be picked-up the day of the event or on Friday for a weekend event and returned the following day or on Monday after weekend use of the suite.
• Hosts are responsible for locking the Dean’s Suite for events hosted after hours or on weekends.

Events Serving Food:

The Dean’s Hospitality Suite is the only room in Candler where custodial work orders are required for events at which food is served (breakfast, lunch, dinner, snacks). All hosts are required to place the custodial work order request in the “Submitter Request for Additional Services” field of the planning calendar (Trumba) form. The Events Office will place the work order on your behalf.

• A smart key number is required and will be charged for the time it takes to perform the duties at the rate of $29.96/hour.
  • For instance, if it only takes 15 minutes, the smart key will be charged for a quarter hour.
  • To track charges go to http://www.fm.emory.edu; click on “Services”; select “customer services” then “work services” then “invoices”. Follow the prompts from there and enter your smart key number to see charges.

Weekend Reservation and Use of Candler Space:

Groups reserving the Dean’s Hospitality Suite (room 517) over a weekend will be charged for custodial service for each day space is reserved. A smart key number is required in advance for the space to be reserved. Custodial fees will be billed directly to the smart key number.  

• From 2:00 p.m.  – 10:30 p.m. on Friday, custodial service charges are $29.96/hour and are based on the actual time worked.
• From Friday at 10:30 p.m. – Monday at 8:00 a.m., the custodial service charge starts with a 4-hour minimum at the over-time rate of $39.00 per hour or $156. If more than 4 hours is required for service, then charges will be based on the actual time worked at $39.00/hour.

Payment Information:

You will provide a Smart Key number to which custodial fees will be charged.

To reserve the Candler Hospitality Suite, please submit the Hospitality Suite Reservation Form for Candler Faculty and Staff.

Room 320, the 3rd floor conference room inside the Office of Student Programming, is administered by the Admissions office and is not on 25Live. To book Room 320 please email candleradmissions@emory.edu.

Room 320 may be booked for the work of the following groups:

• Office of Student Programming including all academic support programs
• Admissions Office
• Financial Aid Office
• Denominational visitors such as United Methodist boards of ministry and cabinet visit, chaplaincy groups, etc.
• Candler’s Advisory Boards
• Faculty and Staff
• C3 Executive Board

The space may not be booked for the following:

• Classes or breakout sessions
• General student organization meetings

Candler faculty and staff can use 25Live to check room availability at Candler and Cannon Chapel and submit space reservation requests. Using the 25Live account eliminates the need for phone calls and multiple emails to the 25Live Administrator in order to book space.

Also be sure to reference the Academic Calendar, Emory Events Calendar, Holiday Calendar and Candler Planning Calendar (faculty and non-editor staff go through the Faculty Portal and staff 25Live editors use 25Live).

Set up a 25Live account
Email Candler’s 25Live Administrator to establish an account at charli.sky.costa@emory.edu. Once you have received a username and password, you may access your account.

Submitting a Reservation Request in 25Live
1. Go to 25Live and log in using your username and password.

2. From the 25Live home page, click the gray Event Wizard tab in the upper-left corner of the screen.

3. Enter your event's information into the Event Creation form. You must hit the Next button at the bottom of the page.

4. After you have completed the required fields, hit the Finish button at the bottom of the page.

5. Once you are forwarded to the Event Summary page, click the "Close" button on the bottom of the page. Your request will now be forwarded to for processing.

If you need additional help, you can find the Emory Help Documentation here.

Space Reservation Confirmations

1. A “pending space confirmation” email is initially sent by the system to the requestor’s email.
2. The 25Live administrator reviews and approves the request.
3. A final “confirmation” email is sent upon approval. Please read the entire “confirmation” e-mail as special notes may be included. A reservation is not confirmed until a confirmation e-mail is received.
4. If changes or corrections need to be made to the submitted reservation, forward either the “pending confirmation” or the final “confirmation” e-mail to the 25Live administrator, charli.sky.costa@emory.edu, with changes included.

Add all meetings, special events, conferences hosted at Candler to the planning calendar on the 25Live calendaring system.

• To add an event to the Candler planning calendar (on 25Live):
  1. For faculty and staff who do not manage a 25Live editor account, access the Candler Planning Calendar from the Faculty Portal
  2. Click the down arrow from the “Submit an Event” box to get a submission form.
  3. Select “Faculty and Academic Affairs,” unless the event is in conjunction with a Program Area in which case select that program area to get the correct event submission form.
  4. Hit “OK” after completing the form to save event to the appropriate planning calendar. If requested, the form will also be sent to the following queues for service by Candler’s events office:
     • “Add Event to Candler Events Calendar and or Emory Events Calendar”
     • “Submitter Request for Additional Events Service” – for a list of services the events office offers, view the Candler School of Theology - Event Service Checklist.
• Making changes to events already placed on the Candler Planning Calendar
  1. Find the appropriate program area editor from the list below and email any corrections to be made to the planning calendar form on 25Live. Make this request if event is already listed on the Program Area Planning Calendar.

     Program Area	Editor
     Admissions	Admissions
     Episcopal Studies	Robyn Pollette
     Baptist Studies	Robyn Pollette
     Black Church Studies	Brenda Bennefield
     Contextual Education	ConEd Program Coordinator
     Dean's Office	Senior Secretary Dean's Suite
     Development	Megan Lineberry
     Faculty and Academic Affairs	Robyn Pollette
     Finance and Administration	Alice Tarkington
     International Initiatives	ConEd Program Coordinator
     Lifelong Learning	Rick Kravako
     Methodist Studies	Rick Kravako
     Office of Student Programming	OSP Office
     Outside Organizations	Alice Tarkington
     Pitts Library	Tracy Powell Iwaskow
     Registrar's Office	Trenadia Gatson
     Related Events	Alice Tarkington
     Religious Education	Brenda Bennefield
     Student Organizations	C3 Secretary
     Women in Theology and Ministry	Brenda Bennefield
     Worship and Music	Barbara Day Miller
     Youth Theological Initiative	Brenda Bennefield
     Publishers	Alice Tarkington

• Once changes have been made, email the events assistant, charli.sky.costa@emory.edu that changes have been made on 25Live.

Visit “Candler Event Planning Resources” for additional Candler event planning tips and policies.

“Planning Calendar” Listing Deadlines (on Trumba calendar system)
Candler’s Annual Program Area and Institutional Events for the upcoming academic year must be submitted to the calendar by July 1st.

Space Reservation Request Deadlines (on 25Live system)

Candler’s Annual Program Area and Institutional Events

Fall: July 15
Spring: November 15

All other event space reservations

Faculty and staff may submit reservations through 25Live at any time. These requests will be held in order of receipt by semester until space is assigned for Candler classes, ad hoc committees, annual and institutional events. Reservation confirmation processing timelines below.

Space Reservation Processing Timelines

Fall Semester: Processing begins on reservation confirmations the second week in August
Spring Semester: Processing begins on reservation confirmations the second week in December
Summer Term: Processing begins on reservation confirmations the first week in May

Due to the ever-increasing demand on Candler’s space, the university-wide reservation processing policy has been adopted for space requests during a semester or term:

• Please allow 7 days for processing meeting-only requests.
• Please allow 21 days for processing event requests that involve event services including, but not limited to, catering, staging, and trash removal.
• Please allow additional processing time for events booked in Room 102. These reservations are processed by the Center for Ethics. Reservation confirmations will come from the Center for Ethics 25Live (space booking system) administrator.

Due to high reservation volume, space requests made within 48-hours of the meeting or event date cannot be guaranteed a space reservation.

All Candler Student Organization events must be approved by the C3 secretary and vetted by Office of Student Programming before they may be listed on the Student Organization Planning Calendar or published on Candler’s Events Calendar.

Student organizations are asked to follow the steps below when planning and submitting an event onto the planning calendar. Also be sure to reference the Academic Calendar, Emory Events Calendar, Holiday Calendar and Candler Planning Calendar (through the Student Organization portal).

1. Check the space reservation system to determine if the space you want is available. If the event is a meeting only, with no food or extra set-up required, skip to step 3. *See Check Space Availability section below for details.

2. If food or extra set-up is required follow the guidelines below.

Groups hosting events at which food is served are asked to perform the following tasks as a part of good stewardship of the building:

• Return furnishing to classroom set-up if furnishings were moved during the event.
• Pull trash liners from any receptacles containing food waste and deposit at the rest room recycle station on that floor.
• Clean tabletops.

If the hosting group cannot perform the tasks above, they are asked to request custodial service in the “Submitter Request for Additional Services” field on the Planning Calendar form. The organization’s smart key number is required. A charge of $29.96 per hour will be charge for custodial service Monday – Friday until 10:30 pm and $159 for a four-hour minimum after 10:30 pm on Friday, Saturday and Sunday.

If an event/meeting is followed by a class in the reserved space, the event host is asked to end the function and vacate the space 15 minutes prior to the class start time. The responsibilities of the event host during the 15 minutes between the end of the function and the beginning of the class are listed above if food is served during the event or furniture is moved and needs to be reset to classroom style.

Use the Student Organization Event Service Checklist to help plan event logistics.

Candler Student Organizations are responsible for ordering event services directly with suppliers no later than four weeks prior to an event:

• Order additional tables and chairs and other staging equipment directly from Emory’s Campus Services Department (use the request form provided, a Smart Key Account Number will be required).
• Catering and Linens (see Student Organization Event Services Checklist link above)
  • http://www.emory.edu/dining/StudetOrganizations.php for food guidelines for students.

3. Submit event for approval using the planning calendar form.

• Candler Planning Calendar
• Select “Student Organizations” from the “Submit an Event” drop down field in the left navigation bar of the planning calendar homepage.
• Read the instructions at the top of form
• Complete and submit the event form.
• Remember to provide Smart Key account number and request for trash removal in the “Submitter Request for Additional Services” field if food is being served at the event and your organization will be unable to clean up after the event.
  • Even if trash removal is not requested because the organization will clean the space after the event, students are required to follow the above instructions to let the Events Office know food will be served in the space. In this case no Smart Key Number is needed.

Once you have completed and submitted the event form, your request will be reviewed by the C3 Secretary and vetted by the Office of Student Programming.

For all events involving outside speakers, significant time is required for appropriate planning. These steps are expected:

• Student organizations should discuss their ideas, plans, and appropriate scheduling regarding events and speakers with their faculty adviser and/or the assistant dean of student life and spiritual formation, several months in advance. For remaining instructions consult the Candler Catalog and Handbook, Student Life section, Guest Speaker Policy. 
• If Dean Love, Bishops, ecclesial leaders or other VIPs are to be invited to the Student Organization event, this information must be included on the event submission form and approved before contacting the dignitary. Specific invitation instructions will be given to the organization once the event is approved.

Requests with incomplete information will be denied.

The C3 Secretary will submit the meeting/event space reservation request on the 25Live room booking system on behalf of the organization. An email confirmation will be sent by the C3 secretary once the event is approved and the space reservation confirmed.

Student Organizations should submit events to the Student Organization Planning Calendar beginning:

• The second week in August for the fall semester
• The second week in December for the spring semester

The C3 secretary submits all space requests through 25Live for student organization events that have been submitted through the planning calendar

Processing timelines for confirming space reservations:

Fall Semester: Processing begins on reservation confirmations the second week in August.
Spring Semester: Processing begins on reservation confirmations the second week in December.
Summer Term: Processing begins on reservation confirmations the first week in May.

Due to the ever-increasing demand on Candler’s space, the university-wide reservation processing policy has been adopted for space requests during a semester or term:

• Please allow 7 days for processing meeting-only requests.
• Please allow 21 days for processing event requests that involve event services including, but not limited to, catering, staging, and trash removal.
• Please allow additional processing time for events booked in Room 102. These reservations are processed by the Center for Ethics. Reservation confirmations will come from the Center for Ethics 25Live (space booking system) administrator.

Due to high reservation volume, space requests made within 48-hours of the meeting or event date cannot be guaranteed a space reservation.

Check the space reservation system (25Live) to determine space availability prior to placing event submissions.

1. Login to the 25Live space reservation system
2. Note that “white boxes” on the grid, indicate a space is available for booking. “Blue boxes” indicate a space that is no longer available.
3. To see a photo of the space, layout and equipment specifications, click on the room number in the far left column.
4. Once a space is identified, place that room number in the planning calendar form when submitting an event to the Student Organization planning calendar. The C3 secretary will submit the space reservation request on behalf of the requesting student organization.
5. Once the space is confirmed and the event is approved, an email confirmation will be sent by the C3 secretary to the requestor.

Submit an event for approval using the Student Organization Planning Calendar Form (on Trumba).

1. Go to the Student Organization Portal planning calendar
2. Select “Student Organizations” from the “Submit an Event” drop down menu in the left navigation bar of the planning calendar homepage.
3. Read instructions at the top of the form.
4. Complete and submit the form.
5. If food is provided at the event, the student organization must list this fact in the “Submitter Request for Additional Services” field.
   • In that same field, indicate whether the group will pull the trash from the room or whether the group wants custodial service.
   • If custodial service is requested, the student organization’s smart key number must be provided.
   • Custodial Service Charges are explained on the Candler Event Planning Resources page.
6. A marketing description of the event must be placed in the “Notes” field for events to be published onto the Candler Events Calendar from the planning calendar.

For more information on catering and room layout, view the Candler School of Theology - Event Service Checklist.

Visit Candler Event Planning Resources for additional Candler event planning tips and policies.