Event & Meeting Registration

All events and meetings held on any campus of Rowan University as well as Rowan sponsored events occurring virtually or at an outside venue must register through the Office of University Events or ProfLink (student organizations) for review and approval by the Events Committee. By reviewing event plans we:

• Support safe and successful events for the campus community
• Monitor and facilitate the availability of campus resources (parking, catering, etc.)
• Ensure events are operating within University policy guidelines

The events committee consists of representatives from various departments across campus who assist event planners execute their event.  This includes University Events, Division of Student Life, Gourmet Dining, Facilities, Parking, EMS, Fire Safety, and Public Safety.

What events need to be registered?
Any extracurricular event, meaning outside of graded participation or course credit, should be registered through this process.

All curricular or other academic courses (e.g. classroom obligations, etc.) do not need to register their events with University Events and must follow the process set forth by the Office of Academic Affairs and work directly with your Dean’s Office.

What about meetings?
Regular departmental meetings that do not require additional resources do not need to complete this process.  However, if the meeting requires additional resources (space reservation, catering, etc.) it should be registered.  A general guideline is that if you need to reserve a space in 25Live, the meeting should be registered.

How to Register your Event

1. Submit a space/room request in 25Live.
   25Live will generate a reference number for your request (2023-xxxxxx). You will need this number for step 2. Your space request will be tentative until you complete all steps of this process.
   
   Reserve a space:  25Live
   25Live Tutorials & Resources
   Questions: scheduling@rowan.edu  
   
   
2. Submit the event for review by the events committee
   
   Divisions and Departments: Complete the Event & Meeting Registration Form here.
   
   Submissions are reviewed weekly on Thursdays. Events submitted by 9 a.m. on Thursday will be reviewed that day. Event requestors will be notified by Friday of their event approval/declination status.
   
   If your event is submitted within 7 days of your meeting/event date, please complete the Event & Meeting Registration Form and forward your submission confirmation email to universityevents@rowan.edu and request an expedited review.
   
   Meetings and events can be submitted up to one calendar year in advance of a date.
   
   List all recurring dates of your event and meeting within one calendar year. This will alleviate multiple forms for the same event or meeting.
   
   If you have previously received approval for your event using the Event & Meeting Registration Form and need to change significant details, such as date, please email UniversityEvents@rowan.edu to review and approve the change.
   
   Student Groups: All student organization events must be submitted through ProfLink only. To submit an event on ProfLink go to your organization’s manage page after signing in with Rowan Network ID and password.
   
   Student event submission: ProfLink
   Proflink: Tutorials & Resources
   Questions: proflink@rowan.edu
   
   Please Note: You will need to enter the 25Live event reference number (2023-xxxxxx) from step 1 on the Event & Meeting Registration Form/ProfLink to link your room request to your event request.
   
   
3. Approval/Declination
   Approved events will receive notification via email from University Events with an event approval code (UE/PL2023-F#####), next steps, and resources. Declined events will be asked to resubmit with changes to their event plan.
   
   
4. Finalize your space/room request
   Send your event approval code (UE/PL2023-F#####) to the facilities manager where you requested space. Alternatively, you may paste your event approval code into the comments field of your 25Live request. This will prompt the change of your room request from tentative to confirmed.

Resource Blackout Dates
The goal of all meeting and event planners is to provide a great guest experience when on a Rowan University campus. To ensure availability of resources like, parking, catering, facilities, and public safety, some dates may be unavailable to schedule new events. 

Due to the high volume of events or number of external guests, the following dates are on blackout from new requests to host meetings or events.

• August 28 - September 2, 2024 (Move-In & Welcome Weekend Activities) 
• November 2, 2024 (Homecoming)
• December 18-19, 2024 (University employee holiday event)
• April 12, 2025 (Accepted Students Day)
• May 9-16, 2025 (Commencement)