Location Scheduler Best Practices

Below are best practices for Space Schedulers processing Event Request Forms.  If you have any questions, concerns, or need additional training, contact Scheduling@Cornell Support Monday-Friday 8:30 am - 4:30 pm at 607-253-8368 or in the office at 206 Robert Purcell Community Center.

1. Check 25Live at least twice a day. Please follow up with each request within 5 business days, even if you are waiting on additional info to assign/deny the space(s).

2. Create email templates for:

   1. Location approved with an Event state of ‘Tentative’

   2. Location approved with an Event state ‘Confirmed’

   3. Location denied

   4. Specific information on a location you manage (e.g., location doesn’t allow food, go to XYZ location to pick up a key to access the location, it is expected that you put the room back as you found it, etc.)

3. If denying a location, write a comment in the ‘Task List’ that explains the reasoning for the action, as well as sending the requestor an email through the system.

4. When approving a location with Event Activities, send the Requestor an email through the system letting them know that the location request has been accepted and the next steps are for the event activities to be reviewed by the University Event Team (UET); this would be your ‘Location approved with an Event state of ‘tentative’ template.

5. When approving a location with no Event Activities, change the Event State to ‘Confirmed,’ and send the Requestor an email through the system letting them know that the event is confirmed and to let you know if they have any changes; this would be your ‘Location approved with an Event state of ‘confirmed’ template.

6. If you have an issue with a student group, send an email with detailed information (pictures if you have them) around the concerns of the group to Campus Activities at activities@cornell.edu.  Campus Activities will sit down with the group and discuss the situation and expectations moving forward.