The following instructions outline the process for reserving a room for an event and posting on the calendar.

Schedule an Event

To avoid competing with events that are likely to draw a similar audience, check your proposed date and time on the calendar before you commit to an event date and time. Be aware that dates more than 120 days in the future will need to be checked using the Calendar in 25Live or by calling the College Events & Scheduling office at 315-859-4243.

25Live Enhanced User Training is required to submit an event request that requires assistance from our Campus Services Providers or where food will be served. Once you watch the training video, you will need to submit the exit ticket which will notify the system administrator that you have completed the training. Your 25Live permissions will then be updated within 3 business days and you will receive an email to confirm.

These events will need to be submitted with the event type “Event with Services (set-up, tech support, food)” so that you can submit your service requests to the correct provider and let us know your food plans. College Events & Scheduling works closely with the Campus Service providers. However, we do not confirm their availability to support events. When they approve your request and the support is assigned in 25Live, you will receive an email notification. More information about Events with Services can be found here.

If you simply need a meeting space without set up or tech support and will not be serving any food, you may just enter your request in 25Live. Instructions are available here.

All 25Live Documentation

  • Upon saving your request the system will give you an immediate acknowledgement that your request has been submitted — that is NOT your confirmation. The acknowledgement will also indicate that your request has been changed to a preference — this is normal.
  • Please wait for the email that your location has been Confirmed before publicizing your event or making posters.
  • Email confirmations are sent to the requestor and will normally be received within two business days. Keep in mind that the scheduling office is open Monday -Friday 8:30 am-4:30 pm during the academic year and 8 am-4 pm during the summer. Requests are not processed on weekends or holidays so please plan ahead. If your request is for a date not in the current semester it may take longer to be approved. Please contact us with any questions about the approval of your event.
  • If you need to make a change to your original reservation, please email collegeevents@hamilton.edu. Do not enter a new event request as changes can be made to your original event which will save you time. 

Weekly events meetings are held every Tuesday at 1 pm. Representatives from AV/LITS, Catering, Campus Safety, College Events, Facilities Management and Student Activities will be on hand to confirm your arrangements and to ensure that all of your programming needs are met. Meeting attendance is recommended for complex events. Please email collegeevents@hamilton.edu to obtain the Zoom link.

Need Help?

Please review our FAQs or contact us at 315-859-4243 or collegeevents@hamilton.edu. We’re always happy to answer your scheduling and event planning questions!

Publicizing an Event

If you schedule an event that you feel should be promoted in the media, it is always best to provide as much advance notice as possible (at least two weeks), since some media outlets have early deadlines. Contact the media relations office at pr@hamilton.edu or 315-859-4680.

Sample Event Names and Descriptions

Reference The Editorial Style Guide for common questions, such as how to cite faculty titles.

Talk About Teaching: How We Teach

Join us for a presentation by Professor of Geosciences Barbara Tewksbury on using online videoconferencing to run multi-institutional seminars and to bring guest speakers to the classroom. Lunch will be provided.

Faculty Recital

Tenor Jonathan English and pianist Sar-Shalom Strong perform Franz Schubert’s “Die Winterreise” (The Winter Journey). This extensive song cycle presents an angst-filled picture of youthful love lost and is considered to be among Schubert’s best works.

Lecture: Changing Nature of Crime

James Jacobs, the Chief Justice Warren E. Burger Professor of Constitutional Law and the Courts Director, Center for Research in Crime and Justice at New York University School of Law, presents a lecture titled “Changing Nature of Crime.” Jacobs is a Levitt Scholar-in-Residence and will present lectures from Feb. 24 through March 1.

Humanities Forum Lecture

Melanie Hawthorne, the Cornerstone Professor of French at Texas A & M University, presents “Forgetting Gisèle d’Estoc: Remembering, Forgetting and the Cultural Work of Memory.”

HEAG Meeting

Hamilton’s Environmental Action Group’s weekly meeting to discuss environmental issues on campus and the best ways to combat them.


College Events & Scheduling

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