Frequently Asked Questions
What is 25Live?
It is the online reservation system used to request space on campus, including the Student Center, outside space, Mitten Hall, Morgan Hall, Academic Space (Tuttleman, Ritter, Beury, Barton, Pearson,) and Health Campus space.
How do I create an account on 25Live?
Go to the online reservation system, click on My Account, create new account. Fill out the form with your email, name, phone number, and create a passwords. The system is not currently connected to Temple's accounts, so it can be anyting that you will remember.
When can I make requests for next semester?
Requests may be made after the last day of classes.
How far in advance do I need to schedule a planning meeting?
It needs to be schedule 20 business days before the date of the event.
What is the difference between a simple event and a complex event?
The difference between a simple and complex event is that a simple reservation only involves chairs and/or chairs and a head table. Any reservation that requires anything other than that is a complex event and requires a planning meeting.
How do I schedule a planning meeting?
Please call 215-204-7131 or email hgscres1@temple.edu and include the reservation ID.
What should I bring to the planning meeting?
All the information about the event. For example: number of attendees, set up of the room, technology A/V equipment needs, food orders, special guests coming, etc. Bring as much detailed information as possible.
What is the maximum time for weekly meetings? (Registered Student Org)
The maximum time for weekly meetings is 2 hours but there may be exceptions made on a case-by-case basis.
Where do I get my flyers stamped?
Bring at least 2 copies of your flyer to the Student Center Office in Suite 219M. If you want them to be posted in the Student Center bring additional copies in order for us to approve and place in our boards. See Posting Policy here.
How can I find out about advertising in the Student Center?
Details on advertising options in the Student Center can be found here.
How can I reset my password?
Since your account is connected to TUPortal, you will need to reset your portal password at accounts.temple.edu.
How do I put multiple event requests on one form?
On 25Live, within the room request form, on the left-hand side next to the date space, click on Recurrence. Recurrence will allow you to put multiple events on your form.
Can I have food at my event?
Yes, either by Temple University’s campus catering provider, or provide an approved catering exception if the food cost is over $500.
Do I need an event planning meeting if I want food at my event?
Yes, having food at your event would make this a complex event.
Do I need a food exception form for my event?
Food exception forms are no longer required for the following:
- Off-campus events unless the external gathering is held at a location where a third-party catering company is hired to serve food and/or alcohol (e.g., a rental hall)
- Pizza purchases
- Donated food items
- Faculty, staff, and/or student meals at a restaurant
- Food and/or beverage purchases of $500 or less – unless a catering company will be on campus to set up and/or serve – in which case a Certificate of Liability Insurance (COI) is required
View this page for the new updates.
How can I find out the cost for items?
There are no preset costs; it depends on the complexity of the event. The costs are estimated at the planning meeting.
What room setups are free?
Simple setups are free, consisting of chairs and built-in technology.
Is there a fee to use a smart podium?
No, there is no charge for the use of a smart podium.
Is there a cost for room use in the Student Center for registered Student Orgs?
No, there is no room charge. Student Orgs only pay for additional services or special set-ups.
What will add charges to my event/meeting?
Anything additional outside of a simple set up (chairs and a smart podium) will add costs. For example: food, linens, security, sound technician, coat check, etc.
What methods of payment are accepted for events?
Cash, credit cards, business/org checks (made to Temple University), University Accounts (FOAP).
How can I apply for allocations?
Review the guidelines in order to see if your event is eligible for funding. If you are, fill out the application and submit to tsgabc@temple.edu. Any other questions feel free to contact TSG at tsg@temple.edu or 215-204-8727.
If I am approved for allocations for my event what should I do to get it applied to the invoice?
When you are approved for allocations, you need to bring your invoice to the Student Activities Office in Suite 219M, and see Ms. Christine Jackson.
When is the payment due for my event?
- Student Orgs - 5 business days before the event occurs
- Departments - FOAP Number is due at the time of the planning meeting
- Externals - 2 weeks prior to the event
How do I request a table in the Atrium?
The table can be found in the reservation system website under LL (lower level atrium) or Main (main level atrium) attached with a number which means the location of the table.
Can I check the availability of the space before making the request?
Yes, using the calendar or event form through 25 Live.
What happens after I submit my request?
It takes from 2 business days to get a response either approved or not.
How can I add a smart podium to my event?
You can add it on the online request form. If you are already confirmed, please reply to the email that sent the confirmation and ask for one to be added. If asking on the day of your event please see a building manager.
How can I request a specific building for academic space?
When filling out the request for academic space, select Academic Space as the building and then select the building as the room and put the room number in the notes. If you do not have a preference of room you can leave it blank.
Can I have an event during hours that the building is normally closed?
Yes, but there are additional fees for staff.
Can I reserve the cinema?
Yes, you can reserve the cinema when there is not a movie scheduled.
Can I show a movie at my meeting?
Yes, screening movies at your meetings are possible if your group purchases a screening license.
Can I reserve the Game Room?
Yes, reach out to laurel.chase@temple.edu for information.
How many reservations can student orgs have in one week?
You are allowed two events and one vendor table.
What does a smart podium consist of?
A smart podium is a computer, keyboard and a mouse, connected to Temple's network on a podium. It will be connected to the projector and screen in the room.
If I want to use an outdoor space do I need to reserve the space?
Yes, outside space needs to be reserved using the online reservation system.
Is there a deadline to make changes to a complex event?
Yes, 10 business days before the event is the deadline to make major changes to the event. Any change should be emailed to the event coordinator.
What if I want to charge admission?
You will need security and wristbanders present. Note: You may not be approved for allocations if you are charging admission.
When am I required to have security?
When there is money collected at the event, a party or event with a high volume of people, any event with alcohol, or if you have a VIP guest/ speaker.
When will I have access to the room my event/meeting is in?
The room will be open 15 min before the start time of the event.
How can I have sound at my table in the atrium?
Sound can only be played from table 6 in the atrium. Therefore if you are interested in playing music you will need to request table 6. This is on a first come first served basis.
How can I cancel an event?
An email must be sent to the reservations office with your reservation Id. number, date, time and location of event.
What is the cancellation policy for simple reservations?
3 business days before the event
What is the cancellation policy for complex reservations?
For a complex reservation, you must cancel 10 business days before the event.
What is the late fee for cancellations?
Student Orgs
Simple events - $10 (this will change if approved)
Complex events - 50% of the total cost (not including org discount)
Departments
Simple events - Room Rate
Complex events - 50% of the total cost
Is there a maximum number of late cancellations?
Yes, you are allowed up to three late cancellations before you lose reservations privileges.