Request a Room

Request a Room

Please review TC's 2021-2022 Campus Events Policy before proceeding.

  • Events with over 200 guests must have mandatory registration and check-in.
  • Go to 25Live to submit a room request.

Event submissions are reviewed weekly on Friday mornings. You will be notified early the following week of status. If your event is approved, you will receive an email with further instructions to submit request/create an event in 25Live, and additional logistics."

You can submit requests in 25Live up to a year in advance. All requests will remain at "tentative" status to hold booking until confirmation emails are sent.

  • Submitted requests will generate a reference number for tracking. THIS IS NOT A CONFIRMATION.
  • Requests during add/drop period will have confirmation email sent 24-48 hours in advance.
  • Requests after add/drop period will have confirmation email sent shortly after that end date.
  • Facilities set-up requests need 30 minutes to 1 hour prep time between courses and events

You can monitor your requests:

25Live > More dropdown > Search > Select Object: dropdown Events > Saved Searches (optional): dropdown "Events You Have Requested" > select "List" or "Calendar" view.


How to Submit a Room Request

  • Review TC's 2021-2022 Campus Events Policy AND Room Assignments Policy
  • Review the RA Look Book 2021 document for room descriptions
  • Log onto 25Live to submit a room request
    • Provide as many details as possible
    • All requests are automatically placed in "Draft (Pending)" status
    • Once approved, Room Assignments will send a formal e-mail confirmation with event details (PDF file)
  • Event space can be requested up to a year in advance
  • Designated academic classroom space will be released for the upcoming semester AFTER the academic courses have had their initial placement


Important Things to Remember

  • The 25Live system does not allow for the double-booking of space
  • Room Assignments is not responsible for the technology or furniture in rooms
  • Fees may be assessed by Media Services, Public Safety, and Facilities based on the nature of the event and number of participants
  • TC expects that events will utilize all space that has been requested and confirmed -- event organizers must notify Room Assignments of any cancellations or time adjustments so that space does not sit empty


Types of Events

  • INTERNAL events are hosted by TC primarily for faculty, staff, and students
  • CO-SPONSORED events are hosted by a TC department, program, or office in conjunction with an affiliated outside organization or group


Training Sessions

  • Please contact Room Assignments for 25Live training sessions
  • Contact Rooms Assignments regarding any issues or questions with the room request process


Doctoral Candidates

  • Doctoral candidates are expected to submit their own room requests for dissertation defenses (not department staff)
  • Enter "Dissertation Defense -- Last_Name, First_Name" for the Event Name

Event Space

The following are considered Event Space during 9:00 AM - 5:00 PM, Monday - Friday:

  • GDH: 177, 179
  • HM: 138, 140, 142, 144, 146, 147 (Cowin Auditorium), 148, 150, 152
  • ZB: 109 (Trustees Room), 118 (Everett Lounge), 125 (Milbank Chapel)

Academic Space

The following are considered Academic Space and will not be reserved until after all courses have been assigned for the term (at the conclusion of the add/drop period):

  • GDH: 271 (Tudor Room), 273A, 273B, 277, 279, 281, 285, 359, 361, 362, 363, 365, 369, 449, 452, 457, 461, 465, 535, 537, 539, 541, 543, 545, 547
  • HM: 234, 332, 424, 431, 432, 433, 436, 438
  • MY: 130, 261, 262, 263, 347A
  • TH: 136, 227, 229, 323A, 422
  • TR: 54, 157
  • ZB: 214, 406, 408, 418

Additional Space

The following can also be requested in 25Live (certain restrictions apply):

  • Macy Computer Labs (MY 345B/C)
  • Grace Dodge Dining Hall
  • Russell Courtyard (Upper)

Room Descriptions

  • The Room Assignments Policy outlines fees, guidelines, and other important information regarding space use at TC
  • Courses are the highest priority in the assignment of space
    • TC does not confirm academic space for other purposes until all course assignments have been finalized for the term (at the conclusion of the add/drop period)
    • Advance room reservations may be needed to plan for annual conferences and specific events
    • Room Assignments cannot guarentee the availability of academic space even if those events requesting space meet qualifying conditions
  • Requests submitted within one week of the event start date will be processed within 1-2 business days provided all necessary documentation is complete
  • Same-day requests for space are subject to availability of appropriate space and Room Assignments staffing to process the requests
  • Room Assignments recommends sufficient time for the review of requests that require additional approval (e.g., co-sponsored events and events involving minors)
  • Events with multiple dates -- Room Assignments will only confirm space for the sessions during that term
  • Students:
    • Room requests from student organizations require SDA approval before they will be processed by Room Assignments
    • Room requests for study groups, research meetings, or similar activities will be confirmed at the discretion of Room Assignments -- Inquire with Gottesman Libraries for space prior to submitting a room request in 25Live
  • Requesting a room, even if it appears available in 25Live, does not automatically confirm the space!
  • Macy Computer LabsConfirmed by CIS via 25Live
  • Grace Dodge Dining HallConfirmed by Campus Services via 25Live
  • Russell Courtyard (Lower)Confirmed by Public Safety (contact directly)
  • Milbank Chapel and Cowin AuditoriumMedia Services fees will be charged
  • Assistive Technology: OASID
  • Request Grand Piano: Contact the Music Program

Contact Us
(212) 678-3707
528 West 121st St., Room 330

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