Office of Event Operations

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Event Operations

The Office of Event Operations is the central resource for planning and executing programs that bring our campus to life. We collaborate with faculty, staff, students, and external partners to ensure events are well-coordinated, meaningful, and aligned with the mission of Spelman College.

We manage 25Live, the college’s event scheduling platform, ensuring that spaces and resources are efficiently allocated. Our team leads the Campus-Wide Event Policies and External Request Committee, setting clear standards for how events are planned, approved, and supported. We also provide expert guidance on Event Function Sheets so every detail from setup to technical requirements is captured and communicated.

To keep the entire campus informed and aligned, we host the biweekly Campus Logistics Meeting, bringing together key partners to prepare for upcoming programs and address operational needs.

Whether coordinating a Marquee Engagement, an Academic Lecture, or a student-led program, the Office of Event Operations works to deliver events that showcase the best of our campus community.

 

Who We Serve

We collaborate with faculty, staff, students, and external partners.

Contact Info

Event Operations

350 Spelman Lane, S.W., Atlanta, GA. 30314
2nd Floor, Rockefeller Building


events@spelman.edu

Mon. - Fri. | 9 a.m. - 5 p.m.

Quick Links



Book and Schedule

Welcome to Spelman College's centralized booking hub for events and meetings. Whether you are a part of our campus community or a guest partner, we are committed to helping you plan seamless, impactful experiences.

Book and Schedule

Internal Events (Faculty, Staff, Students)

Events organized and hosted solely by Spelman College students, faculty, or staff for the campus community. These events are initiated, planned, and funded internally, with no outside partners involved.

Examples: Department Meetings, Student Organization Programs, Campus Trainings, Faculty or Staff Celebrations.

Access 25Live through the Spelman Portal.

  • Events with campus-wide impact or external guests must be approved by the Campus-Wide Events Policy & External Request Committee.

Registered Student Organizations (RSOs)

  • Reservations must be submitted through 25Live by the current Advisor.
  • Advisor or RSO President presence is required at all RSO events.
  • Non-RSO students must go through the Office of Student Life and Engagement to host an event.

Note: Non-compliance may result in loss of booking privileges.


Steps to Book for Internal Events

  1. Submit request in 25Live.
  2. Submit Internal Event Request Form (for 50+ guests only).
  3. Internal Review.
  4. Confirmation via email.
  5. Complete Event Function Sheet (for 50+ guests only).
  6. Attend Campus Logistics Meeting for event consultations and guidance.
Internal-External Events

Events in which Spelman College students, faculty, or staff host or co-sponsor an event in partnership with an external group or organization. For an event to qualify as a true partnership, the outside entity must provide financial support to the campus. This support recognizes that the campus is contributing significant resources such as the facility, utilities, marketing reach, audience access, and internal departmental services (for example: Facilities Management Services (FMS), Spelman Technology Services (STS), Public Safety, Event Operations, Communications, etc.).

A certificate of insurance must be provided to the Procurement Office and approved prior to the event and before the outside entity is permitted to enter campus.

Examples: Conferences Co-Hosted with Professional Associations, Career Fairs with Outside Employers, Public Lectures featuring Industry Speakers.


Steps to Book for Internal-External

  1. Submit Request through the Internal Event Request Form
  2. Internal Review and Approval
  3. Consultation with Office of Event Operations
  4. Notification and Official Confirmation
  5. Contractual and Insurance Requirements
  6. Submit Promotional and Marketing Materials for review and approval.
  7. Final Review and Agreement
External Events

Events organized entirely by outside individuals, companies, or organizations that use campus facilities as a venue, with no active role from Spelman College students, faculty, or staff in planning or hosting. These events are subject to facility rental policies, contracts, and insurance requirements.

A certificate of insurance must be provided to the Procurement Office and approved prior to the event and before the outside entity is permitted to enter campus.

Examples: Corporate Meetings, Community Programs, or Third-Party Conferences.

External event requests are managed by the Office of Event Operations.

  • Require approval, signed rental agreement, Certificate of Insurance (COI) confirmation and payment of fees.

Please Review External Request Policies prior to submitting your form.

All external requests must be submitted via External Event Inquiry Form at least 45 business days prior to the event.

Steps to Book for External Events

  1. Submit Request through External Event Request Form
  2. Consultation with Office of Event Operations
  3. Internal Review and Approval
  4. Notification and Official Confirmation
  5. Contractual and Insurance Requirements
  6. Submit Promotional and Marketing Materials for review and approval.
  7. Final Review and Agreement 8. Invoice and Payment Submission