Requests to reserve campus spaces in The Pryzbyla Center, or other spaces that are specifically managed by the Office of Events and Conference Services (ECS), (such as lawns and other open spaces), are reviewed by the Assistant Director, Scheduling and Event Planning on a rolling basis.

Once your request is confirmed in 25Live, it is assigned to a designated ECS professional staff member who will coordinate with the requester to plan their event. Your ECS point of contact needs two weeks to coordinate with Catering, Facilities, and the Technology Team.

Event requests must be submitted in 25Live with adequate notice:

  • Two weeks prior to the requested date for small to medium size events (typically up to 50 guests) in conference rooms that use the standard room setup and utilizes the in-room technology.
  • Four to six weeks prior to the requested date for medium size events (between 100 and 250 guests) that require changes to the standard room setup, additional technology support, and coordination between Facilities and Catering.
  • Eight to 12 weeks prior to the requested date for larger events (250+ guests) that require extensive resources including but not limited to changes to the standard room setup, significant technology resources, a Department of Public Safety presence, catering, a contract, external vendors or VIP guests.

For Faculty and Staff members, please see the Event Planning Flow Chart and the Event Planning Guide to learn about the role of our office as well as the flow of event planning at the Catholic University of America. Please work with your ECS Point of Contact to coordinate your event. Contact the ECS team at 202-319-5291 or via email at cua-conferences@cua.edu for further assistance. 

Student Organizations should contact the Office of Campus Activities for event planning assistance.

External clients, organizations and corporations that are interested in hosting events at The Catholic University of America, please contact the Office of Events and Conference Services at 202-319-5291 or via email at cua-conferences@cua.edu or fill out the Conference Services Request Form.  

Click here for the University’s Co-Curricular Scheduling Policy.

 

  • Considerations When Evaluating Space Requests

    ECS considers the following variables when reviewing event requests in 25Live:
    • The availability of the space
    • The best use of the space and any related facilities, and their suitability to various activities and functions in consultation with the appropriate building administrators
    • The appropriateness of the request in relation to the mission of the University, and local and federal policies, laws, and regulations
    • If the event may disrupt normal University functions or pose a risk to members of the University, their guests, or members of the public

  • Submitting a Request in 25Live Pro

    To submit an event request in 25Live, use the event form available at the top of the 25Live homepage. An in-depth guide to navigating 25Live and filling out the event form is available here. 


    Please remember to include the following details in the event form. Failure to submit these details will result in delays to the review and approval process, and may result in your ECS point of contact being unable to accommodate your special requests. 
    • Event type (i.e. Meeting, Banquet, Reception, Lecture, etc.)
    • Realistic expected attendance
    • A preferred location for the event
    • As much detail as possible in the setup field. This includes: the number of tables and chairs needed and in what arrangement (i.e. hollow square, boardroom, banquet seating, classroom seating), special podiums, stage, pipe and drape, etc.
    • Please indicate if you plan to use Chartwells’ catering services, Catholic University Catering Services. If not, please provide the name of your external food vendor. If no food will be provided, please write “None”
    • Remember to check the box next to “What tech/AV will your event require?” and provide your specific needs in the field provided. This includes technology that is not readily available (i.e. microphones, laptops, sound/speaker system, etc). If this button is not checked, then your needs will not be communicated on our tech team’s event report.
    Please submit your more complex event requests (i.e. anything that requires partnership with Events and Conference Services) at least four weeks in advance to allow for ample review and approval time. Once confirmed, your ECS point of contact needs two weeks to coordinate with Catering, Facilities, and the Technology Team.

    Catholic University groups that are interested in reserving a table in the second floor lobby of the Pryzbyla Center for marketing purposes can refer to the Tabling Spaces page for more information. 


    Catholic University community members can reference the Event Planning Flow Chart and the Event Planning Guide to learn about the role of our office as well as the flow of event planning at the Catholic University of America.

  • Requests for Classroom Spaces

    Co-curricular event requests for classroom spaces are reviewed by the Assistant Director, Scheduling and Event Planning on a rolling basis starting on the business day after the end of the add/drop period each semester. Any co-curricular event requests that take place prior to the end of the add/drop period and specifically request use of classroom spaces will not be confirmed. 

    The Office of Enrollment Services manages space assignments for classes, labs, and final exams. Questions about a class or an exam location should be directed to the Office of Enrollment Services via email at cua-classes@cua.edu.

  • Spaces that Require Administrator Approval

    Please budget for extra review and approval time when requesting the spaces listed below. 
    • Craves Family Alumni Center
    • Hartke Theater
    • Kane Sport Court
    • Maloney Pavilion
    • May Gallery
    • McInerney Auditorium
    • McMahon Foyer
    • Murphy’s Grille
    • Scullen Room
    • University Lawn
    • University Mall
    • Ward Recital Hall

    All of these locations require administrator approval before an event can be held in the space. The  Assistant Director, Scheduling and Event Planning sends the event request to the administrator for  approval before confirming the request in 25Live.

  • After Submitting the Event Form

    The Assistant Director, Scheduling and Event Planning reviews events on a first come, first served basis in the order of event date. Events taking place in the current semester receive priority over events later in the year. Please allow a few business days for the Assistant Director to receive and review your request. 

    Upon receiving a 25Live event request, the Assistant Director will switch the event state to “tentative” while the event is under review. Requesters will receive an email notifying them of the state change. While the event is in the tentative state, the Assistant Director, Scheduling and Event Planning will reach out to the requester should they have any questions regarding an event’s needs. 

    After the ECS team thoroughly reviews an event request, the state will be changed from “tentative” to “confirmed.” Spaces are not reserved until event requesters receive a confirmation email from the Office of Events and Conference Services team. The confirmation email will have the requester’s ECS point of contact copied on the email. Requesters should reach out to their ECS point of contact to coordinate event logistics such as setup needs and audio-visual support. 

  • Modifying an Event Request

    If you want to edit your event request (adjust the date, time, or space) before receiving an event confirmation, please reach out to the Assistant Director, Scheduling and Event Planning via email with the requested changes. 

    If you want to edit your event request (adjust the date, time, space, setup, or AV needs) after receiving an event confirmation, please reach out to the Assistant Director, Scheduling and Event Planning and the ECS point of contact assigned to the event via email with the requested changes. 

    If you want to cancel your event or pending event request, please email the Assistant Director, Scheduling and Event Planning with the cancellation request.

  • Tips to Expedite the Confirmation Process

    • Review the 25Live Availability Grid before filling out an event form to see which spaces may already have pending requests in the queue.
    • Please be as descriptive as possible when filling out the 25Live event form. There may be a delay in reviewing and confirming event details if requests do not include relevant information such as an accurate headcount, requested setup and technology needs. 
    • Clearly define the event start time and end time, along with your team’s arrival and departure times.
    • Use the repeating pattern function rather than submitting several space requests. If the Assistant Director, Scheduling and Event Planning receives individual requests for repeating meetings, they will combine all of the meetings under one listing.
    • Submit the event form with plenty of notice, especially if you are requesting a space that requires additional approval.
      • Submitting your request further in advance increases the likelihood that your preferred space is available.

  • Suggested Event Planning Timeline

    At least four weeks before your event, complete the following:
    • Submit a space request in 25live. If you do not hear from ECS within a week of submitting your initial request, please email the Assistant Director, Scheduling and Event Planning for assistance.
      • Events with more complex needs should be submitted at least eight weeks in advance to allow for proper coordination.
    • If you plan on using the University’s catering services, reach out to Chartwells to discuss your event, your budget and your menu.

    At least three to four weeks before your event, complete the following: 

    • Connect with your ECS point of contact assigned to your event. With more complex events, please reach out to ECS more than 30 days prior to the event. 
    At least two to three weeks before your event, complete the following:
    • Finalize the event setup and audio-visual details with the ECS point of contact assigned to your event.
    • Confirm your catering order with Chartwells and receive a final BEO. 

    On the day of your event:

    • ECS will facilitate or coordinate the space’s equipment and audio-visual setup
    • After your event, make sure to remove your belongings, including materials from external caterers, from the space so ECS can prepare for the next event.