FAQ

Anything that is not part of the academic course schedule and requires dedicated use of space (even outdoor space): meetings, lectures, workshops, receptions, etc. ALL events must be scheduled through Event Management or the appropriate event scheduler (for some occupants of Specialized Venues).

Regular class meetings, changes to course room assignments or lecture/lab/discussions, all final exam scheduling, and make-up classes are considered “course related.” Please refer course-related requests to Course Scheduling in the Registrar’s Office at 443-5069.

You can go to 25Live Help to get started or get help with 25Live. 

If the 25Live software is not behaving normally or you would like to understand more about its capabilities, you can schedule a training session with our system administrator by emailing Event Management.

You are required to choose an event type when you complete the 25Live request form. Some event types will trigger different types of questions on the form to answer. Most are intuitive, but if you cannot fit your event into any of the types you can choose Miscellaneous or contact Event Management for help.

One would choose Academic Ad Hoc only if the following criteria are met:

• The event is associated with an academic course AND
• The students in that course are required to attend AND
• There are no service provider needs.

As soon as the decision to cancel is made, please do the following:

• Cancel your reservation to free up the space for other uses. Event Management will send a cancellation notice to service providers as needed. Cancelling will also remove the event from the campus calendar if it was publicized.
  Faculty/Staff: Look up the event in 25Live and use the Request Cancellation button below the More Actions menu on the right.
  Students: Email Tammy Grant (tgrant@middlebury.edu).
• Contact your caterer as soon as possible to prevent food from being ordered and prepared unnecessarily. Be sure to familiarize yourself with your caterer’s change or cancellation policies.
• If the Helpdesk has issued a ticket for Media Services support, be sure to close your ticket.
• If you have arranged for any special support from Public Safety, confirm the cancellation with them.
• If you publicized your event in Presence, remove the event from that platform.

Failure to do these steps may result in charges to you for previously arranged goods and services.

If your event is still in the Tentative state (not yet confirmed), you can edit your original form by looking the event up in 25Live and editing.

If your event has been confirmed (you were sent a confirmation email), please email sched@middlebury.edu with the changes outlined. If your changes are extensive or you want more time to work on it, you can email Event Management and request that the event state be changed to Tentative so you can edit it.

Any event with an expected occupancy greater than 50 people shall have a minimum of one trained crowd manager. Where the occupant load exceeds 250, additional crowd managers shall be provided at a ratio of one crowd manager for every 250 occupants. As the event organizer, you are expected to plan to meet this requirement.

Ideally, the sponsoring department or organization will have a trained crowd manager or managers among their members. Training is provided through the Environmental Health and Safety Office on a regular basis. 

Departments wishing to hire student crowd managers should contact the student employment office for information on student availability at hr@middlebury.edu or 802-443-5377. 

Please review the Environmental Health and Safety website for complete details on Crowd Management requirements and how to obtain crowd manager training.

All event plans must be completed at least 7 days in advance of the event date to ensure successful support for your event. This includes arrangements for space, equipment, and services (Dining Services, Facilities Services, Media Services, and Public Safety). Requests for service support less than 7 days in advance of an event create a strain on our resources and will be declined.

Additional lead time is required to plan large-scale events, depending on expected attendance:
>200 people = minimum 4 weeks
200–500 people = 2 months
>500 people = 3 months

All details for large-scale events should be finalized 2 weeks prior to the event date to ensure the success of your event.

We recommend arriving to your event location a bit early to check that the setup matches the diagram you were sent in your confirmation email.

If it does not, please call Facilities Services 802-443-5472 during regular business hours (7:30am - 4:00pm).

If your event starts after hours, please call the Public Safety non-emergency number 802-443-5133 and they will call or page the Facilities staff on call.

It is important to note that Facilities will correct a setup, but will not add equipment/furniture or rearrange the setup to deviate from the approved diagram on the day of the event. Please review your diagram when you receive your confirmation. Event Management is happy to go over it with you or do a site visit to the space with you, as long as you are outside the 7-day window before the event start date.

If you wish to post your event to the online Calendar of Events, please indicate “Yes” on the Event Reservation Request form when you request a space. If you have text available at that time, you may submit it via the same form in the calendar text section and you may submit a photo as well.

If you need to add calendar text or a photo after your event has been confirmed and booked by Event Management, please submit it via the Event Calendar Posting Request form on our website.

In addition to appearing on the online calendar, Featured Events (those open to the general public) will be included in a weekly faculty/staff email during the academic year. 

You may also register your event in Presence, Midd’s student engagement platform. Note: Events may not be registered in Presence until they are confirmed by Event Management.

Everything you need to know about catering options and policies can be found on the Middlebury College Catering website.

Middlebury Catering holds exclusive licenses to some spaces on campus. This means they are the only ones who can serve food, beverages, and alcohol in these spaces. You may not bring your own food/beverages into the space. 

Think of this like binging your own food into a local restaurant.

You can find a current list of those spaces here.

Please review alcohol policies on the Dining Services website. Any questions should be directed to the Dining Services Office.

If you arrive at your event location and the door is locked, please call the Public Safety non-emergency number (802) 443-5133 and an officer will come unlock it, as long as your event is confirmed and in 25Live.

We recommend arriving at your event a bit early to check that the doors are unlocked. 

Most event spaces on campus have an HVAC system that is activated by motion. It can take up to 15 minutes to get the space to the campus-wide set point of 75 degrees.

If, after 15 minutes or so, the space is still uncomfortably hot or cold, please contact Facilities during business hours 802-443-5472 or Public Safety non-emergency after hours 802-443-5133.

There are spaces on campus that may not be in 25Live - or - are spelled differently than you thought. If you have searched in the locations search box and come up empty, you can enter the location “MEET-UP PLACE” and then note in the comments section the actual location you’re looking for. 

If we are able to reserve the space you’re thinking of, we will. 

Pro Tip: The Abernethy Room is spelled that way, and is also called AXN 221.