General Questions and Troubleshooting
What is SPACES?
SPACES is an acronym for Samford’s Planning and Calendaring Event System. Any type of event or meeting held on campus should be entered into SPACES. Any event open to the public, on campus or off, should be entered into SPACES so that it can be promoted on the public events calendar.
Why is it important to include all events/activities in SPACES?
It is important to include all events, regardless of the number of attendees or the space being used, so that facilities management, public safety, HVAC, parking, and other resources can be planned. It also helps other event planners on campus be aware of events that are happening on a given day.
Can I add open/close hours for the rooms I schedule?
Yes. Please send a list of rooms and hours to events@samford.edu.
What are blackout dates and how does it affect me?
Blackout dates are days that campus is extremely busy, and we want to closely monitor what else is added to these dates.
What is the Large Event Request Form?
The Large Event Request Form was instated to monitor all large events on campus, to ensure Samford is putting its best foot forward. The form will route to Events Management for approval, then to the building coordinator.
If you are an Event Requester: All large events (75+ people) should be routed through the Large Event Request Form, under “Request Event”.
If you are a Building Coordinator: When someone requests an event in your locations for any of the listed dates, and did not use the Large Event Request Form, you are to deny the event and ask them to complete the Large Event Request Form.
How do I know if my room or resource request has been approved?
The Notifications button in SPACES allows you to view all notifications that have been associated within a certain event. If the event status is “Scheduled”, it has been approved. If it still reads “Incomplete” it could mean you are still waiting on approval.
What does “Incomplete” status mean?
If the status of the event is incomplete, that could mean one or several things. It could mean you are waiting on approval for the room reservation, the form is missing required information (attendance, room, contact), or you could be waiting on a resource to be approved. If you need help figuring out why it reads incomplete, please email events@samford.edu and we can help you.
How do I clear the cache in my browser?
Step-by-step instructions on clearing your browser cache on
Windows and
Mac.
How do I promote an event on the University Event calendar?
In order for an event to be considered for inclusion on the university event calendar it must meet the outlined requirements. To submit a request for inclusion, if you are in a school, please contact the marketing and communication colleague for your unit. If you are not in a school, please complete the university event calendar request form.
How do I promote an off campus event on the public calendar?
When you enter marketing information for your event, please be sure to include the location and address in the location field.
How do I promote an event that is held in multiple locations across campus?
If you have a large event that’s spread all over campus, reserve the individual spaces for operations purposes. For promotional purposes, there is a space called ON CAMPUS/MULTIPLE LOCATIONS. Create a separate event using this space. In the marketing information field called Related Website, be sure to include a link to a detailed schedule on your Samford site.
How do I change event information on the calendar?
It is important that changes to event details are reported quickly in order to avoid confusion among your audience. Updating information in SPACES does not guarantee that the information will be updated on the calendar. You will need to communicate changes separately.
If you are in a school, please contact the marketing and communication colleague in your unit to revise your listing. If you are not in a school, please e-mail event_calendar@samford.edu.
What if I need marketing/communication assistance in addition to placing the event on the public calendar?
For marketing/communication assistance with print, advertising, photo, video, news, publicity, etc., please contact marketing and communication, 205-726-2487. This planning should be done well in advance of the actual event.
My event should be on the public calendar but it’s not. What's wrong?
Requests to add events to the calendar are processed within 72 hours. Events that do not meet the criteria will not be added. If you have questions about this, please e-mail event_calendar@samford.edu.
Planning Your Event
How do I request Facilities resources for my event?
On the resources section of the event wizard, search for the FS—Facility Services category of resources. There you will find a variety of items available for your event.
Is there a time limit on requesting Facilities resources for my event?
Please do not make resource requests fewer than 48 hours before your event. Not allowing enough time may result in a lack of resources for your event.
How do I request set-up for special spaces such as the Howard Room, Pete Hanna Center and the Sullivan-Cooney Family Field House?
The Howard Room, Hanna Center, and Sullivan-Cooney Family Field House have tables and chairs outside of the regular facilities resources available. If you request one of the rooms listed and would like for it to be set up a certain way, request the resource called Room Setup Request. Setup instructions must be included so facilities will know how to arrange the tables and chairs for your event.
Where do I put setup instructions for the resources I need for my event?
Click the link called View and Modify Occurrences to enter quantity and setup instructions. View Resources and Setup Instructions
My event has a large number of people coming to campus but they will not all be in one place at the same time. How do I enter this in SPACES?
When the event wizard asks you for a headcount, give the total headcount of people who will be coming to campus for your event. When you request the rooms for your event, click the link called View and Modify Occurrences to provide a headcount for that space only. You should do this for each space you are requesting. Click here for screenshots and instructions.
Building Coordinators
For updates and changes, please contact Laura Bennett, 2020 or lbennet1@samford.edu.
Academy of the Arts
| Location |
Contact |
Phone |
| All Spaces |
Connie Macon |
2810 |
Air Force ROTC Detachment
| Location |
Contact |
Phone |
| All Spaces |
Lisa Falletta |
2859 |
Art Lofts
| Location |
Contact |
Phone |
| All Spaces |
Cathy Nagi |
4840 |
Bonnie Bolding Swearingen Hall
| Location |
Contact |
Phone |
| Classrooms BBS 101, 106, 114, 153, and 217 |
Cathy Nagi |
4840 |
| All Other Spaces |
Jane Caswell |
2951 |
Brooks Hall
| Location |
Contact |
Phone |
| First and Second Floor Rooms |
Adelyn Trautwein |
2216 |
| Third Floor Rooms |
Mary Beth Dodd |
2886 |
Buchanan Hall
| Location |
Contact |
Phone |
| All Spaces |
Rene Golden |
4364 |
Campus Recreation Facilities
| Location |
Contact |
Phone |
| All Spaces |
Nick Madsen |
2194 |
Computer Labs
| Location |
Contact |
Phone |
| All Spaces |
Jeremy Dixon |
2732 |
Davis Library
| Location |
Contact |
Phone |
| All Spaces |
Eric P. Allen |
2846 |
Dwight and Lucille Beeson Alumni Center
| Location |
Contact |
Phone |
| All Spaces |
|
2331 |
| Approvals |
Susanne Howard |
2355 |
| Emergency Management |
Michelle Little |
2331 |
Hazel P. Boren Courtyard
| Location |
Contact |
Phone |
| All Spaces |
Rene Golden |
4364 |
J. H. Brock Hall
| Location |
Contact |
Phone |
| All Spaces |
Kylen Wijayasuriya |
4594 |
Pete Hanna Center
| Location |
Contact |
Phone |
| All Spaces |
Andrew Benson |
4609 |
Seibert Hall
| Location |
Contact |
Phone |
| Classrooms |
Nick Madsen |
2194 |
Sullivan-Cooney Family Field House
| Location |
Contact |
Phone |
| All Spaces |
James Carlson |
2085 |
Wright Center
| Location |
Contact |
Phone |
| All Spaces |
Kylen Wijayasuriya |
4594 |
