RSO FAQ

• Please follow the guides below to learn how to make an event in Mazevo
  • How to Make an Event
  • How to change your event
  • How to look up location availability and location information 

• Reoccurring Events/Meetings
  • For the same event: Please add additional dates, locations, and times to the same booking
    • This will save time and prevent answering questions repeatedly

• Setup Time
  • All events that request equipment will need 2 hours of setup time
    • The scheduling office will add the setup time
      • Just keep in mind if your event requires equipment, you will need a minimum of 2 hours of setup time before your event can start
      • Events needing catering, stages, floor matting, etc. will require additional setup time

• Setup/Take Down Times
  • Scheduling enters the setup and take down times
  • Scheduling reviews approvals and notes on all events
  • Scheduling reviews equipment requested
  • Scheduling contacts clients with questions about setups or resources via email and or phone calls.
  • Scheduling confirms events and emails confirmations to clients

• The scheduling office will deny events if:
  • Three days before the start of the event, Student Leadership and Development hasn't approved the event in Mazevo
  • If the scheduling office has sent out several emails and phone calls to confirm details and clarify any issues have not heard back from the client in a timely manner
  • The Location Approver denies the use of the space
    • Some locations require additional approvals: Housing spaces, Athletic spaces, high-end conference rooms, and some auditoriums. 
      • If an approver denies the location, The Scheduling Team will email the client and help them find a different location.

• Requested Spaces are not Guaranteed
• If the space is not available, the scheduling office will help find alternative locations
• An event is not finalized or approved to happen until a confirmation email is received
• Contact the Event Scheduling Office for confirmation

• Food is not allowed in classrooms (no exceptions)
• First 2 weeks of Fall and Spring Semesters classrooms are available AFTER 10pm ONLY (no exceptions)
  • First 2 weeks of Fall and Spring Semesters classrooms are available all day on weekends 

• All events and changes need to be in the Mazevo system within 3 business days
  • Any event requests or changes to any events within 3 business days is considered last minute and we cannot accommodate last minute requests and changes
  • If you would like to request an exception to the 3 Day Policy and or to the Last Minute Changes Policy please email the scheduling office: scheduling.ces@lmu.edu

• Events/meetings can not happen during Winter Break, Spring Break, Summer Semester, & Holidays
• Any events/meetings submitted during these times will be denied

• Special reminders:
  • • Certain spaces need the furniture moved by The Student Worker Program (SWP)
    • RSO's are responsible for scheduling the SWP 
      • Locations SWP is required:
        • BRC Courts 1 and 2 (requires matting to be placed on the floor before any equipment can be placed)
          • • Fees apply for the cost of matting
            • Additional time is needed for matting
        • HFP Outside Patio
        • UNH Villages
    • Please visit the SWP site for more information: Student Worker Program

• RSO's are allowed to book the following locations (permitting location availability)

Catering:

• All events containing food/beverage MUST be catered through Sodexo: 310-338-1818 or loyolamarymountcatering.usa@sodexo.com. Sodexo approval MUST be obtained, in writing, for external catering or food brought to campus for events.

• All requests for Event Managers are done when an event is submitted in Mazevo
• Not all events require or will qualify for an Event Manager  

• • Requesting an Event Manager does not guarantee you will have one
  • To qualify for an Event Manager your event needs to meet two or more of the following qualifications:

• • • University President in attendance and/or speaking
    • Spans multiple consecutive days
    • Three or more event venue (non-classroom) reservations
    • Complex set-ups that require diagrams
    • Third party vendors/rentals, including food trucks
    • Multiple catering orders or set-ups
    • Hosted by or for high-level University departments
    • 500+ guests
    • Political Affiliation
    • Televised / Media Present
    • Open Flames
    • Large Generators
    • Tents over 700 square feet
    • Large Carnivals Items (rides or cooking)

• For additional Registered Student Organizations (RSO) questions please check RSO link for contact information.

What does Mazevo mean?

• Mazevo is a Greek word that means gather

What is Mazevo?

• Mazevo is LMU's Event Scheduling Office system.