Schedule a Space

We strive to be an essential resource for your event planning, coordination, and advising as you navigate through the process. All Homewood departments can schedule and use space on campus. Please note there are some spaces which have a room rental fee, Scott-Bates Commons and Shriver hall. All other spaces at Homewood are no charge to Homewood Departments. Any JHU affiliate department not located on the Homewood campus may schedule and use space, but there is an internal fee for the space and services. For more information on fees, please submit your request via the online 25Live portal and you will receive a cost estimate for your request.

Scheduling a Space

Scheduling a space has never been easier! Follow these steps to get started:

1. Visit 25Live.
2. Complete the online form.
3. You will receive a tentative reservation for your request.
4. A confirmation form will be sent within three business days.

Interested in promoting your event and not sure where to start? View PDF Document: resources available within Student Affairs to help you get started.

Please take time to review our PDF Document: reservation policies and procedures for JHU departments. If you have accessibility needs, please review our PDF Document: accessibility map or reach out if you have any questions.

Scheduling & Event services is proud to support over 400 diverse Homewood campus student organizations. We offer streamlined scheduling and services so you can focus on the planning of your meetings and events. You must be a registered Homewood student organization in good standing in order to reserve space on campus.

Planning Your Event

We have made some improvements to event scheduling in hopes of creating an easier process for student organizations. Please remember all events and room reservations must be submitted 15 business days or more prior to the event start date. You must be your student organization’s designated Student Event Requestor to reserve any space at Homewood.

If you are planning a green event on the Homewood Campus, please review guidelines for hosting a zero waste event. They can guide you on how to secure a preferred zero waste caterer for your meeting, banquet, VIP reception, etc. Your assigned coordinator can also help you secure additional recycling/trash receptacles.

Registering your event and scheduling a space

Follow these steps to get started:

1. Log into Hopkins Groups.
2. Submit event request in Hopkins Group portal. Please use the TBD option for location until you receive a space assignment.
3. After submitting the event request in your Hopkins Group portal, you will be directed to a link for 25Live to submit a space request.
4. Provide as much information in the 25Live space request and answer all questions.
5. You will receive an auto generated email that your space request has been submitted. This does not mean it is approved.
6. Once the event is approved by LEED and assigned by Scheduling & Event Services, you will receive an email confirmation.

Once the room reservation is confirmed by Scheduling & Event Services, a Special Event Coordinator will contact you to get started with your arrangements. Your space request will be released if you do not submit and receive event approval from Leadership Engagement and Experiential Development.

Event Assistance

We are ready to assist so let’s get started…

• Scheduling audiovisual and technology
• Renting tables/chairs for indoor or outdoor events
• Securing additional trash/recycling receptacles
• Parking
• Signage
• Name badges

Please Note: some of the services mentioned above may require additional fees depending on services and locations. KitCats, our on campus AV services, may not be able to support your outside event. However, they can assist in recommending potential outside vendors to support your event if unable to provide the service/support.

Interested in promoting your event and not sure where to start? View PDF Document: resources available within Student Affairs to help you get started.

Please make sure to review our PDF document:PDF Document: reservation policies and procedures for student organizations. All student organization events are to follow the Undergraduate Organization Policies and Procedure and uphold the expectations.

Scheduling & Event Services is here to assist you as you plan your meetings or events. Our services are available to you as an economical and reliable way of eliminating the worries and hassles of creating a program while trying to arrange the many logistics necessary to service a successful meeting on campus. You will be able to concentrate on important program content while we take care of the on-campus details for you.

Every event will be provided with an on-site professional special events coordinator to assist you with all your needs. You will receive one contact, one contract, and one invoice to make the process as seamless as possible for you.

Requesting a Space

Please follow these steps while our new scheduling system event form is being developed for outside reservations:

1. Email event requirements or send your event specifications to Kerby Nelson, [email protected]. Please make sure to submit request at least 6-8 weeks prior to your preferred event date.
2. Be as specific as possible regarding group size, space requirements, layout, catering, audio visual needs, etc.
3. You will receive information within 5 business days.

Please take the time to review our PDF Document: reservation policies and procedures for outside organizations. If you have accessibility needs, please review our PDF Document: accessibility map or reach out if you have any questions.