Return to Campus

Organizing Events & Reserving Space

KEY THINGS TO DO

  • Schedule extracurricular activities, meetings, and events virtually when possible. Faculty and staff members can request Zoom Pro accounts for student leaders (to arrange virtual gatherings for multiple people) by contacting the Naz Technology & Media Service Desk (TMSD), 585-389-2111 or tmsd@naz.edu.
  • If an event cannot take place virtually, follow the event process below.

KEY THINGS TO KNOW

For in-person events on campus:

  • All attendees must practice social distancing and wear a face covering.
  • The number of attendees may not violate state guidelines for the type of gathering. The state’s Phase IV of Reopening limits the size of social gatherings, so Naz room capacities and seating have been reduced accordingly.
  • Fall 2020 Event Spaces include both indoor and outdoor spaces.
  • Outdoor spaces are to be used as is. If you need chairs, tables, or disinfecting stations for your outdoor class or outdoor event, you can borrow them through the Shults Center Information Desk. Obtaining and setting up these items are the responsibility of the event/class organizers. All items must be disinfected before and after use. While outdoor venues are larger, outdoor events cannot surpass max capacity as outlined in these guidelines.
  • For indoor events, room capacities are set based on state guidance. Rooms must be used as is; do not move any furniture.
  • Any furniture used must be wiped down prior to and after the event. Supplies are available at the sanitation station in each location. 
  • Attendees may only be members of the Nazareth community (students, faculty, staff). Exceptions are made for guest lecturers/vendors — and those visitors must follow the Visitor policies.
  • Event attendees must register in advance. Organizers can use Eply, EventbriteHandshake, or Google forms (use the “form limiter” add-on to limit reservations to stay within the capacity limit; this YouTube video shows how) to ensure capacity is not exceeded. Walk-ins are welcome but also need to register for the event with the event host. Registrations support contact tracing.
  • All events with food (including requests for special dietary needs) and/or drink must be catered through Naz Dining catering services.
  • Fall 2020 Event//Extracurricular Activity Locations lists more than 30 locations (both indoors and outside) available for events.

EVENT PROCESS

For in-person events on campus, both indoors and outdoors:

  1. Check the current state guidelines for gatherings: Phase IV of Reopening. For any questions, please email Brian McGahan.
  2. NEW step due to the pandemic: Fill out the Event Request: Fall 2020 form. If your event is through a club or organization, fill out the Fall 2020 Club & Organization Event Tracking Form. You will receive a response within 48 hours indicating whether your event has been approved. Exception: Academic classes that want to meet in an alternate location and any meetings with fewer than 10 attendees do not need to submit the event request form; skip to the 25Live Space Reservation Process.
  3. If approved, be sure to reserve your campus location through 25Live.

25Live Space Reservation Process

Before you start, you can see location options: Fall 2020 Event Spaces.

  • Go to 25Live (always findable under naz.edu Quicklinks) and sign in with your Naz username and password.
  • Select “See Available Locations.” (Or select “Create an event” and select the location later in the process.)
  • Under the blue “Select Existing Search,” select Fall 2020 Event Spaces to see indoor  and outdoor locations available to be reserved for events. The Forum and Colie’s Cafe have been converted into classroom spaces; these rooms can be requested when classes are not in session. The Forum and Colie’s have tablet arm chairs that may not be moved. Strict usage requirements will be in place.
  • Classrooms are available for academic use on a case-by-case basis. To select a classroom, choose either Classrooms-Seminar or Classrooms-Smart Room. 
  • Complete the room reservation and submit.
  • If denied, Campus Operations/Student Activities will work with you to help identify alternative solutions.

FAQs

How will I sign up to attend events?

Each event will include a sign-up link.

What do I do if I want to go to an event the day that it is happening, and I have not registered?

Event organizers will have you register upon arrival, if capacity hasn’t been reached.

I'm an event organizer. How do I use 25Live to help get my event promoted to students in the Nazareth Mobile App and on the website event calendars? How do I edit or cancel my promoted event if needed, and be sure it disappears from calendars?

See the step-by-step guide: go.naz.edu/25Live 

Fill out my online form.