RSO Event Scheduling 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.
• New Catering Option: Square Tomato
  • Square Tomato is an affordable catering alternative for your more causal events. Students and faculty alike will find this new service a handy alternative to our full-service catering. Square Tomato offers a wide variety of platters, appetizers, beverages and desserts. 

    Delivery is available for orders over $250 for a $25 fee. Deliveries will have a 30 minute delivery window, based on availability.

  • Click to view our Square Tomato menu.
  • Click to view the Square Tomato Rules of Engagement.

• 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)

If rain or difficult weather is forecasted, the Scheduling Office will email groups about their events with the options to stay outside, cancel the event, or switch to an indoor venue (permitting space availability). The Scheduling Office has the right to cancel outdoor events for severe weather conditions. 

• If any of our Equipment (tables, chairs, etc.) are damaged, broken, or painted on please let us know immediately 
• If your event damages, breaks, or paints on our equipment your group will be charged a replacement/fix it/cleaning fee. 
  • Amount depends upon the damage done to the equipment and or if the equipment will need to be replaced

• If you do not inform us and cancel your event within 24 hours and it is set up you will be charged a $250 No Show Fee

For further details, please visit the Student and Leadership website

What does Mazevo mean?

• Mazevo is a Greek word that means gather

What is Mazevo?

• Mazevo is LMU's Event Scheduling Office system.