Scheduling Special Events

All academic scheduling (classes, labs, etc.) is handled by the Records Office and takes precedence in event scheduling and facilities usage. The Academic Calendar is approved a year in advance by the Academic Affairs Council and the Faculty.

No events involving students are to be scheduled during the periods designated as “study days” and “final examinations” at the end of each semester.  Meetings involving faculty may be scheduled during the period from the beginning of final examinations through the deadline for semester grades only if there is urgent semester-end business to be transacted.  Exceptions to these restrictions must be approved in advance by the Provost.


To view the University Facility Scheduling Calendar and the Facility Use Request through 25Live, visit the SU events web page. Faculty administrative assistants can assist with facility scheduling.


The SU Events Calendar, which is maintained by the Office of University Events, lists university events, athletics, fine arts, lectures, student events, holidays, Records Office and other events requested to be posted by faculty, staff and students if the event meets the posting requirement; (events must be open to all faculty, staff and students or include at least 50 campus participants to be eligible to be posted).  You may also find some off-campus university events.  After receiving confirmation of your facility reservation through 25Live, faculty and staff can request the event be added to the SU Events Calendar by visiting the SU events web page at http://www.southwestern.edu/calendar/.  Faculty administrative assistants can assist with posting events to the calendar.


Requests for event space should not be made if the event coincides with the University Priority Events.  Priority events are those events to which no student, faculty, or staff member may be denied the opportunity to attend because of a conflicting meeting or event.

All Chapel Services (including Candlelight Services)

All Homecoming Activities

Family Days

Parent and Student Orientation

The Brown Symposium

Commencement and other special convocations (Matriculation and Honors Convocation)

Study Days and Final Examinations

Town Meetings

Shilling Lecture Series

Writer’s Voice

Student Body Forum