Changes to Events
There are different deadlines in place for event needs. Please read on to familiarize yourself with different deadlines you may encounter when requesting changes to your event.
When you make a request for facilities from CES, you receive a confirmation of any facilities you have requested, along with the dates and times of the bookings for the different facilities. At the end of the information on each booking, there is a status assigned to each facility. There are several booking statuses, and each has its own meaning. Changes to your reservations have different deadlines, depending on the status type.
The statuses are:
Confirmed: This status indicates that the booking is in a facility that will require some support from CES--equipment, labor to set up or tear down equipment, etc. This is the most common status in multi-purpose rooms such as Campion Ballroom, Casey Commons, or Student Center 160.
Confirmed--No Set Up Required: If a your program is booked with this status, then CES is assuming that no support at all is needed from any Seattle University providers for that meeting/event. The room will be unlocked for your program and is provided as-is.
Confirmed--NSR with Food If your program receives a reservation from CES with this status, it means that you have been scheduled into a facility that is determined to be "as-is" in set up, that you are going to be requesting catering from Bon Appétit for the program, that the room has a permanent location for food service to set up the catering, and that CES will not need to provide any support (tables, equipment, set up, etc.) for the program.
Confirmed--NSR with Food/Tech If your program receives a reservation from CES with this status, it means that you have been scheduled into a facility that is determined to be "as-is" in regard to furniture and event equipment set up. Programs with this status assume you are going to be requesting catering from Bon Appétit, plus audio-visual or technical support from ITCS for the program, but that CES will not need to provide any support (tables, equipment, set up, etc.) for the program.
Confirmed--NSR with Tech If your program receives a reservation from CES with this status, it means that you have been scheduled into a facility that is determined to be "as-is" in regard to furniture and event equipment set up. Programs with this status assume you are going to be requesting audio-visual or technical support from ITCS for the program, but that CES will not need to provide any support (tables, equipment, set up, etc.) for the program.
Event Hold If your program receives a confirmation from CES that shows a status of "Event Hold," it means that CES is missing some vital information concerning the program that prevents us from terming it a Confirmed reservation. You should contact CES as soon as possible to provide the missing information. In order to ensure that facilities will continue to be reserved for your program, you must ensure that your status has been upgraded from Event Hold by at least ten (10) business days prior to its start. In cases where you are requesting a facility or facilities for a number of dates when your ultimate goal is to secure only one (for example, if you want a particular speaker, so you set aside a number of dates while the speaker's calendar is checked), then you are allowed to reserve up to three dates for ten business days from the date that the request is made. CES will contact you at the end of that time to request that you secure one of the dates and release the other two.
Hold This is a status used internally by CES to set aside a facility so that CES can do set up or tear down. It may show up on your reservation to indicate that the room is set aside, but the assumption is that your program will not be taking place during any times that have a Hold status.
Pending THIS STATUS MEANS THAT THE ROOM IS NOT YET CONFIRMED FOR YOU. This is usually used for classrooms, since we often must put in reservations before classes are confirmed by the Registrar. In the case of classrooms, then once the Registrar releases the classrooms for non-class scheduling, CES will contact you either to confirm the room you had on Pending status, or to provide you with another space instead. This status is also used to "wait list" reservations. For example, if a program has a room on Event Hold while it is trying to figure out when its speaker can come to campus, and you want the room in question if that program decides to release the space, a booking will be put on Pending status for you until the program with the Event Hold makes a decision. It is important to note that Pending status reservations can be booked over in our system by anything, so it is critical to confirm these as soon as possible. It is also important not to make involved plans for the facility until you have a confirmed reservation.
DEADLINES FOR CHANGES TO RESERVATIONS WITH DIFFERENT STATUSES
At least fifteen (15) business days' notice is required:
--to request that a Confirmed event be scheduled (get "on the books"). You may continue to make changes to confirmed events after they are on the books until three business days prior to the event.
--to provide all information necessary to change a status of Event Hold to a confirmed status
--to request that a Confirmed--No Set Up Required, Confirmed--NSR with Food, Confirmed--NSR with Food/Tech, or Confirmed--NSR with Tech event be changed to a status of Confirmed. If you wish make such changes to your meeting or event so that it will require CES support when previously it did not, then you must contact the Conference & Event Services office by no later than fifteen (15) business days prior to the start of your meeting/event to let us know of this change.
At least seven (7) business days' notice is required:
--to request audio-visual equipment or support from ITCS.
At least three (3) business days' notice is required:
--for any programs with a status of "Confirmed" to request any changes in their meetings, events, or conferences. These changes include but are not limited to:
- Requests for equipment
- Changes in number of attendees
- Changes in facility set up
- Requests for additional audio-visual requirements (equipment and/or operation). Final requests for audio-visual equipment must be made by at least seven (7) days prior to the event.
Changes requested after this deadline may not be able to be accommodated based on required space changes, other events happening, staffing levels, and equipment availability.