8/31/15 - Event Services Form - 25Live Logo

  • UCBA Event Services Form

  • Use this form to setup all the resources and services you need for your events and sometimes meetings. While this is a large form, most fields are optional, and you only need to fill in the details relevant to your request.

    Before completing this form, you should review the processes and procedures for events and meetings at www.ucblueash.edu/schedule

    Feel free to email events@ucblueash.edu or call (513) 936-1732 with any questions or concerns.

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  • Event Details and Specific Requests

  • After submission, the Events Department will be in contact with you to work through this form and the details of your event. Please prepare details regarding the time/place of your event and any other needs you might have to make it a success. 

    • Event Location & Time 

    • Event Location & Time
      This form is designed to assist no matter what stage of reserving space you are in. Answer a few questions and we will make sure all the spaces you need are reserved.

    • Reservations in 25Live

      About 25Live - Most rooms and spaces at UCBA are reserved in 25Live. Every department has users trained in this software, view list of users. The One Stop Office and Events Department use 25Live to help with bookings as well. Click here to learn more about the various ways to schedule a meeting or event.

    • Special UCBA Spaces

      There are certain spaces at UC Blue Ash College that are not managed through 25Live. You choose this option if your event or meeting is taking place at a special space at UC Blue Ash College

    • Non-UCBA Spaces

    • Enter the information you know about your event. There are no guarantees that the rooms and times are available until it has been verified in 25Live. However, you can see what is available in 25live to help find the right space. Click here to learn more.  The Events Department will reach out to you once they have reviewed your details and again once a location/time and room is booked in the system for you.

    • The scheduling team will review your entry, and get back to you if there are any conflicts, questions,
      or when any missing parts of the availability have been assigned. 

      You will also be notified when the event has been booked in 25Live by our scheduling team

    • Event Registration or Ticketing 

    • Event Registration or Ticketing
      Let us know if you plan to have some type of registration, RSVP, or ticketing process for your event or meeting. This section will make sure your registration needs are taken care off. 


    • The Events Department is able to Coordinate the creation of a form for your event or meeting. Please provide additional information about the form fields and other details of your registration process.

    • Event Promotion & Communications 

    • Event Promotion & Communications
      Want to make sure it goes up on our events calendar? Need additional communication on websites, in emails or by other means? Let us know what you are planning as far as promotion of your event, and fill out these details and we will help make your event a success. 


    • The Communications Department will be in contact with you about the specific needs of your RSVP form.

    • Communications Request Form

      The UC Blue Ash College Communications Department offers a variety of design and print services for events, including flyers, brochures, photography and even web promotion.

      Complete a service request and we will be happy to assist you with your communications needs.


    • Note: Some printed materials or other items may have costs associated with them that should be budgeted for. The Communications Department can estimate what those costs would be. 

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    • After completing this form, the UCBA Communications Department will reach out to you about the services you have requested. If you have any questions or concerns, or have more information to provide, you can email design@ucblueash.edu. 

    • The Communications Department will work with you to determine what communications tools are best for you. After submitting this form the Communications Department will be informed that you would like more information.  You can submit your full details to the Communications Request Form at a future time. Learn more about services from the Communications Department and the Request form.

    • Once the details are finalized on what you need, you can submit those details on the Communications Request Form. Learn more about services from the Communications Department and the Request Form.

    • Event Setup / Catering / Technology 

    • Event Setup / Catering / Technology
      Specify any setup, catering or technology that you need for this event or meeting. The Events Department coordinates services with the various departments that provide them. 

    • NOTE: Many resources are restricted to certain rooms or locations. If you need a location that must have certain resources like microphones or a lectern, you must choose an appropriate location from the room index, or let the Events Department choose the space for you.



    • NOTE: If you are providing concessions and would like extra trashcans, housekeeping, or table setup for buffet setup or other needs, you should include that in the Event Setup Details box, and make sure to mark them as setup needs. 

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    • Technology Setup
      Certain rooms have special technology capabilities. Only mark to have the below requests if you have an adequate space or plan to use the technology.


    • Only certain spaces have audio capabilities. The Events Department will review your request and let you know if there are any questions or concerns. 

    • Student Ambassador Presence 

    • Student Ambassador Presence at Your Event 

      Student Ambassadors are available to assist with various tasks at events at UCBA. Specify what you would need from ambassadors at your event and we will work with you on their availability and details.

    • The Student Life Office will review your request for an ambassador presence, and will contact you with details. Please contact Sarah Wolfe at (513) 936-1565 or email sarah.meagher@uc.edu if you have any questions or concerns about Student Ambassadors. 

    • Costs & Budgeting 

    • Costs & Budgeting 

      Sometimes there are costs associated with events. Rental fees for outside venues, catering food/dining costs, and speaker fees are just a few examples of typical expenses that may occur. UCBA Departments and offices should plan in their annual budget for event expenses.

      The Events Department is able to assist with working within budgeting constraints, and can creatively work with your budget to try to make your event a reality.

    • The Events Department can assist you in trying to secure the funds needed for your event, or to find ways to reduce costs. There are limited funds available to events that have not been approved in you department's budget for the fiscal year. 

    • Submit Event Services Request 

    • ------------------------------------------Office Use Only------------------------------------------

      The following options only appear in the editor, and are for office use and reports

    • Event / Meeting Status (coming soon)

      This section provides details about the space reservation and a checklist to help the event manager maintain the status of this event or meeting.

    • Space Reservation

      This section provides details about the space reservation and a checklist to help the event manager maintain the status of this event or meeting.

    • Revision/Modification Details

      Include revision notes and version information in this section

    • Service Report Tools

      The Service Report for Facilities, IT, and Security need the following additional fields to be completed by the Event Manager to prepare the service report properly

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    • External Usage Requests

      This section provides details and special fields that are used if this event or meeting is for an external group or company.

    • Reports & Updates

    • To save any edits, click the red submit button like normal.

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