RSO Event Scheduling FAQ

• Fun Facts

  • Mazevo Meaning: "Gather" in Greek.

  • What is Mazevo?: LMU's Event Booking Platform

• 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

  • Single Booking for Multiple Dates: Add all dates, locations, and times to one booking to save time and reduce repetitive inquiries.

  • For the same event, please include all additional dates, locations, and times in a single booking. This helps streamline the process and reduces the need for repeated questions or clarifications.

• Setup Time

  • Mandatory Setup: All events requiring equipment need 2 hours of setup time. 

  • The Scheduling Office will automatically include this setup time in your booking.

  • For events involving catering, stages, floor matting, or similar requirements, additional setup time may be necessary.

The Scheduling Office manages the following tasks:

1. Entering Setup/Take Down Times: These times are added to each event.
2. Reviewing Approvals and Notes: All event approvals and notes are reviewed.
3. Checking Equipment Requests: Equipment needs are verified to ensure proper setup.
4. Client Communication: The Scheduling Office will reach out via email or phone for any questions regarding setups or resources.
5. Event Confirmation: Once all details are finalized, a confirmation email will be sent to the client.

• Requested spaces are not guaranteed.

• Space Availability: The scheduling office will assist in finding alternative locations if needed.

• An event is not finalized until a confirmation email is received.

• Please contact the Event Scheduling Office if you booking request is pending confirmation.

The Scheduling Office may deny event requests under the following conditions:

• Approval Deadline: If Student Leadership and Development has not approved the event in Mazevo at least three days before the scheduled start date.
• Lack of Response: If there is no timely response to repeated emails and phone calls from the Scheduling Office seeking confirmation or resolution of issues.
• Location Denial: If the designated Location Approver denies the use of the requested space.
• Additional Approvals Required: Certain venues, such as Housing facilities, Athletic venues, high-end conference rooms, and select auditoriums, require additional approvals. If any approver denies the location, the Scheduling Team will notify the client and assist in finding an alternative space.

• Food Policy: No food is allowed in classrooms (no exceptions).

• Classroom Availability: During the first 2 weeks of Fall and Spring semesters, classrooms are available after 10 PM ONLY and all day on weekends.

• 3-Day Policy: All event requests or changes must be submitted 3 business days in advance. Last-minute requests cannot be accommodated.

• Exceptions can be requested via email at scheduling.ces@lmu.edu 

• No events/meetings allowed during Winter Break, Spring Break, Summer Semester, or Holidays.

• Events submitted during these times will be denied.

• Furniture Movement: Certain locations require the movement of existing furniture

• Furniture is moved by the Student Worker Program (SWP).

• RSO’s are responsible for scheduling SWP

• Locations Needing SWP are BRC Courts 1 and 2 (matting required + additional fees apply), HFP Outside Patio and UNH Villages

• Visit the Student Worker Program website for more information

RSO's are allowed to book the following locations (permitting availability and approvals)

Catering:

• All events involving food and beverages must be catered through LMU’s dining partner, Aramark.

• To contact Aramark, please call (310) 338-1818

• Important: Written approval from Aramark is required for any external catering or food brought to campus for events.

• Please note Food is not permitted in classrooms.

• Requesting: Indicate the need for an Event Manager when submitting the event in Mazevo.
• Qualifications: Events must meet 2 or more of these criteria to require an Event Manager:

  • University President in attendance and/or speaking

  • Hosted by or for high-level University departments

  •   Spans multiple consecutive days

  •  Multiple venue reservations (three or more)

  •  Complex setups that require diagrams

  •  Third-party vendors, including food trucks

  • Multiple catering orders or set-ups

  •  500+ guests

  •  Media presence

  • Political Affiliation

  •  Open flames or large generators

  •  Tents over 700 sq ft

  • Large Carnival Items (rides/cooking)

• The Scheduling Office will contact groups about options in case of inclement weather, including the possibility of moving indoors.

• The Scheduling office has the right to cancel outdoor events due to severe weather conditions.

• Reporting Damage: Notify immediately if any equipment is damaged.
• A Damage/Replacement fee may apply if equipment is damaged during your event. Fees are based on the extent of damage.
• A $250 No Show Fee applies if the event is canceled within 24 hours.

For further details, please visit the Student and Leadership website