Policy
Campus Events and Facility Use Policy
The following sections are included in the policy:
I. Introduction
The University strives to be a good steward in the community by encouraging and fostering
support of community events and activities on the Albany State University Campus.
This policy is intended to provide the faculty, staff, student organizations and
third party rental clients essential information relative to use of facilities on
the Albany State University campus.
II. Purpose
The purpose of this policy is to ensure university personnel are compliant with the
processes and procedures for room reservations and campus events set forth below.
The purpose of 25Live, a campus-wide scheduling system, is to provide a unified process
for accounting for the use of facilities on Albany State University’s campuses and
to ensure accurate data usage can be generated for reporting purposes.
III. Definitions
25Live: a campus wide scheduling system utilized to request and reserve locations
on all ASU campuses.
Event: any meeting, training, gathering, banquet, etc. not considered an academic
class. This policy does not encompass academic class scheduling. ASU sponsored event:
event scheduled by ASU department and/or approved ASU Student Organization. Third
Party: any individual or organization planning an event that is not related to normal
ASU operations; (generally an outside party in the community). Requestor: internal
personnel scheduling an event at the request or direction of an ASU department or
organization Approvers: designated ASU personnel that manage designated spaces.
IV. Policy
It is the policy of Albany State University not to discriminate against any person
or organization for use of its facilities due to age, color, sex, disability, national
origin, race, religion, or veteran status. When in the business of renting real estate
owned by the Board of Regents of the University System of Georgia, the university
may control the availability of the facility, but not the content of any event approved
to be held on the university campus. All requests for use of ASU facilities must be
entered into 25Live,
http://25live.collegenet.com/asurams. The request will process through the system to the appropriate approver determined
by the location being requested for use. Use of facilities on the ASU campus are not
approved until a “confirmation” of the reservation request has been received by the
requestor. All events, programs, camps or activities sponsored by ASU or hosted as
third party events on the campus must abide by the ASU and Board of Regents of the
University System Protection for Interaction with Non-Student Minors policy, pay all
costs associated with the event and adhere to rules and regulations as outlined in
the rental agreement and abide by all other rules and procedures as outlined in the
Events and
Facility Use Manual and the ASU Events/Summer Camp Manuals pertinent to the type of
event. The University has designated specific public service forum areas on both the
East and West Campus. Procedures for use of those areas are outlined in the Campus
Events and Facility Use Procedures Manual.
V. Exceptions
Priority use of ASU facilities are allocated in a first come first served basis in
the following order of request.
i. Academic classes for areas denoted as academic spaces
ii. Approved student events
iii. ASU sponsored events
iv. Third party rental
Unless otherwise officially directed, the above order of preference for use is maintained.
VI. Applicability
This policy applies to request for use of all ASU campus locations.
VII. Accountability
Office of Auxiliary Services
VIII. Contacts
Campus Events/Scheduling Office, events@asurams.edu
Executive Director of Auxiliary Services
IX. References
25 Live: http://25live.collegenet.com/asurams
Albany State University License Agreement/Permit
Interaction with Non Student Minors Policy
Last Update
October 2019