Student Organizations

25Live

Student organizations will use 25Live to search for and request locations for their events.  Their authorized representative (organization’s Secretary) can place a request in 25Live. Recommended browsers: Chrome or Mozilla Firefox.

25Live Pro

Looking to book over an “SAO Hold” or in a building when it is closed? Please use this Space Request Form.

Gaining Access to 25Live

SAO provides our department with a list of authorized student organization representatives. Only one person per student organization (the Secretary as listed on organization’s Terrier Central portal) can have access to 25Live. We manually add those Secretaries to have access to the training in BU Learn and send an email, advising them on the Training. If you are not the Secretary, you cannot have access to 25Live.

Event Planning

Programming Dates

Student organizations are allowed to have events only when classes are in session each fall and spring semester, from the first day of classes to the last day of classes. Events are not allowed during study days, finals, spring break, summer, and any holiday or holiday period when the University is closed.

“The Square”

SAO’s The Square classifies student organizations into one of four Roads. For locations listed in 25Live, organizations are only able to see and request the locations that fall under the Road they are in. Below are the locations per Road designation. Unless otherwise noted, all locations must be requested in 25Live. For any location not listed, contact the managing department directly to inquire about a reservation.

Booking outside of the “Square” designation

If a student organization wishes to book a location in 25Live that is not within their “Square” permissions, they must email the Student Activities Office with details of their event for approval. If SAO grants approval for a location listed in 25Live, SAO will submit a request in 25Live on behalf of the organization.

Planning Your Event

Student organizations should contact the Student Activities Office to arrange for all services needed at a student function. No student organization should contact a University service department directly. Event registration must be submitted through Terrier Central at least two weeks prior to the function date.

For any student organization event that will require services (room setup, AV, catering, etc) from a campus service provider department and payment for those services, a location for the event must be requested and confirmed no less than two weeks prior to the event date.  Any request for a location for a date less than two weeks out will be cancelled.  Meetings in classrooms and conference rooms and practices/rehearsals that will not require any services do not need to follow this two week rule so locations can be requested up to and including the event date.

6 Hours Rule for Practice/Rehearsals

Student organizations are allowed a total of six hours of practice/rehearsal time each week between the GSU Alley, SAC Dance Studio, and SAC MPR. The six hours can be all in one of these locations or split between them. A week is defined as Sunday to Saturday, as indicated when viewing a calendar view in 25Live. This six hour rule applies only to practices and rehearsals. Any workshops, one-time special events, or auditions/tryouts are exempt from the six hour limit; however, auditions and tryouts cannot exceed their own total of six hours each week between the GSU Alley, SAC Dance Studio, and SAC MPR.

Classrooms after 9 PM for Practice/Rehearsals

Student organizations cannot book any academic classrooms (OUR classrooms) for practices or rehearsals on weekdays prior to 9 PM to prevent any disruption to evening classes. Practices and rehearsals are allowed after 9 PM and anytime on weekends. Performances for which a large academic auditorium may be requested do not have to adhere to the 9 PM start time and can start earlier provided that there are no academic classes scheduled in any nearby classrooms. Performances with a start time on a weekday prior to 9 PM will be evaluated on a case-by-case basis and only approved pending a review of nearby academic classes.

Student organizations are allowed to book no more than five days of Link Tables per month. A Link Table reservation is for half of an 8’ table. A full table cannot be reserved for one student organization. Link Tables are only available during the academic year. For fundraising, student organizations are allowed to serve and sell whatever they want but items such as bubble tea, baked goods (cakes, cookies, brownies, and other pre-baked items that can be displayed and eaten at room temperature), and donuts are preferred as these items can be served at room temperature and have less health and safety risks for food-borne illnesses.

Catering

Student organizations must always use Catering on the Charles or Catering at Fenway Campus by Sodexo, except in the catering-free zones. Catering-free zones for student organizations are the basement of the GSU (GSU Alley, BU Central), SAC MPR, and the basement of Marsh Chapel. In these locations, student organizations are allowed to provide food and beverages from any restaurant, caterer, or bring in their own food.  An exemption from Catering on the Charles is not required, and Catering on the Charles does not have to be involved in the event in any way.

Student Production Services (SPS)

SPS is a division of LETS and primarily services student organizations with sound, lighting, and video projection. For more information about SPS, refer to the SPS Production Support Guide in Terrier Central.