Using the 25Live Room Reservation System

• Maintain accurate records of space usage to support effective facilities management and resource allocation.
• Promote a safe and secure environment by requiring documented reservations for all space usage.
• Clearly define the responsibilities of users and the YSPH facilities management team in the reservation and utilization process.

• Only current YSPH faculty, staff, and currently enrolled students are authorized to reserve YSPH spaces through the 25Live system.
• External individuals, organizations, or institutions not directly affiliated with Yale University are not permitted to reserve or utilize YSPH spaces, unless through a formal YSPH-sponsored event with explicit approval from YSPH leadership.
• For all events initiated by YSPH students, a current YSPH faculty member must be identified as the official requestor and sponsor in the 25Live reservation. The faculty sponsor assumes responsibility for the event's alignment with YSPH policies and proper conduct.

• General Room Reservations (Non-Events): Requests for general room reservations (e.g., meetings, study groups) must be submitted via 25Live at least 24 hours in advance of the intended use. Confirmation of the reservation from 25Live must be received before the space can be utilized.
• Event Reservations: Requests for event reservations (as defined in the Purpose section) must be submitted via 25Live at least two weeks (10 business days) in advance of the event date to allow sufficient time for review and logistical arrangements. Official confirmation of the event reservation from 25Live is required before the event can proceed.
• Reservation Confirmation: No room reservation is considered confirmed until the requestor receives a documented confirmation email directly from the 25Live system or the YSPH facilities management team.
• Academic Year Reservations: Reservations can only be made for the current academic year. Recurring reservations may need to be resubmitted at the start of each academic year.

• Users are responsible for ensuring that the reserved space is returned to its original condition immediately following use. This includes:
  • Rearranging furniture to its original configuration.
  • Disposing of all trash and debris appropriately.
  • Ensuring no damage has occurred to the room, its furnishings, or any equipment.
• Facilities Requests: Any event or room reservation that requires additional services beyond the standard room setup (e.g., catering, AV support, specific furniture arrangements, extra tables, chairs, tents, waste removal beyond standard receptacles) necessitates a separate and distinct facilities request submitted to the YSPH facilities management team. Submission of a room reservation in 25Live does not automatically generate a facilities request. Instructions for submitting facility requests can be found here https://yale.assetworks.cloud/ready. Please follow the instructions on the website.

1. Accessing the 25Live System:

• Navigate to the 25Live room reservation system via the Yale portal.
• Log in using your Yale University credentials.
  

2. Submitting a Room Reservation Request:

• Click on the “Create an Event” button or go to the “Event Form” page.
• Fill out the event details, ensuring to provide comprehensive information about the event including the date, time, and purpose of the event.
• Specify the desired room or space within YSPH.
• Please submit a facilities request https://yale.assetworks.cloud/ready whenever you are hosting an event with food/beverages and require additional tables/chairs, garbage receptacles and re-arrange of room set ups.
• For student events: include the name and contact information of the YSPH faculty mentor who is sponsoring the event in the requestor field.
• Submit the reservation request for approval.

3. Approval Process:

• Upon submission, the reservation request will be reviewed by the YSPH facilities management team.
• The YSPH facilities management team will review the request based on space availability, adherence to YSPH policies, and the information provided.
• You will receive a confirmation email once your reservation has been approved. Until this confirmation email is received, the room is not booked.
• In case of any issues or the need for additional information, the facilities team will contact you.

4. Using the Reserved Space:

• Arrive at the reserved space at the designated time.
• Ensure any setup needed for the event does not damage the room or its furnishings.
• Conduct the event responsibly, adhering to all YSPH and Yale University policies.
• At the conclusion of your event, return the room to its original layout and condition.

5. Post-Event Procedures:

• Ensure that all personal or event-related items are removed from the space.
• Report any damages or issues encountered during the event to the YSPH facilities management team immediately to ysphoperations@yale.edu

YSPH Faculty, Staff, and Students:

• Ensure compliance with this SOP.
• Be mindful of other users and the shared nature of YSPH spaces.

YSPH Facilities Management Team:

• Review and approve room reservation requests within 24 hours.
• Maintain the condition of all YSPH spaces.
• Please reach out to YSPH Operations: ysphoperations@yale.edu, or YSPH AV Support: ysphav@yale.edu

Failure to adhere to this SOP may result in the revocation of room reservation privileges and potential disciplinary action as per university policies.