CMU to launch new system for space, event management

In November 2023, Central Michigan University president Bob Davies appointed 19 members of the university community to serve on the Event Policy Development Committee. Following seven months of meetings, the committee returned 13 recommendations to improve the university’s events process. Now, the university is taking action on the committees’ No. 1 recommendation: implement a new event scheduling software for increased access and transparency for the campus community.

A system to better serve the community

Cal Seelye, executive director of auxiliary services, said events on campus have often been a source of frustration for many stakeholders. Limited resources, including available space and staffing, sometimes mean the university could not accommodate all event requests, he said, and those limits were not always clear to the requesting individuals.

“As a committee, our goal was to create a system that would improve the customer experience when trying to plan events, and also that would ensure the availability of the necessary resources for scheduled events,” he said. “We looked for a system that would make our processes more transparent and improve workflow, reducing the time it takes to request and confirm event space.”

Seelye said the university selected the 25Live (CollegeNet) event management system, which will launch next semester. With the new system, individuals will use a single form to identify all their needs, from desired space to needs such as catering and custodial services.

“We want CMU event planners to have a comprehensive understanding of all the moving parts needed to create a successful, memorable event,” he said. “The new system will help them select all the services they will require to produce the kind of event they want.”

Aligned with strategic goals

Improving events on campus aligns with the fourth goal in CMU’s 2023-2028 Strategic Plan, ensuring institutional sustainability by embracing sustainable campus operations that ensure wise stewardship of our resources, Seelye said.

The new system will bring all the university’s reservable spaces into one location and will help the university prioritize signature events such as commencement and Homecoming. Workflow improvements should also reduce staff time and eliminate duplication of efforts.

As an added benefit, the system will provide an additional layer of campus safety. With the new system, CMU’s Police Department and the university’s Emergency Management team will have a clearer picture of what is happening on campus and which stakeholder audiences may be in attendance. 

Preparing for implementation

Seelye said that work is underway to prepare for the launch of the new system. He said staff in several areas, including Events and Conference Services and the Office of the Registrar, will receive training on the new system in the coming months.

Over the next few months, Seelye and others will be reaching out to users of the current event management system to provide updates on the new system and to offer support. Training will be available for faculty and staff who plan events next year, Seelye said, and there will be an easy-to-use manual available to support event requestors. 

CMU Registrar Keith Malkowski said academic scheduling through the Registrar’s Office would also shift to the new system beginning in Fall 2025, allowing for a single, seamless system for scheduling.

CMU staff are currently adding information to the new system, creating forms, and developing training for new users.

Other committee work

When the Event Policy Development Committee was established, President Davies charged them with “providing recommendations for oversight, guidance and structure to the event process at CMU.” The committee reviewed current practices for booking, planning, coordinating and managing on-campus events, as well as the roles and responsibilities of individuals tasked with planning and executing events.

The decision to implement a new event management system was one of thirteen total recommendations made by the Event Policy Development Committee. Other recommendations that have moved forward for consideration include:

Based on the committee’s recommendations, several items are in progress, Seelye said. He and others are developing the university’s Event/Space Management Policy, which will include a space usage guide and rules. Other recommendations are still being reviewed by the President’s Cabinet, Seelye said.

Event Policy Development Committee

The Event Policy Development Committee was co-chaired by Seelye and Christi Brookes, a faculty member in the Department of History, World Languages and Cultures. Other committee members included*:

*Some individuals who initially served on the committee are no longer with the university.