Host Policies
Submitting a Request to Host an Event
Religious and Spiritual Life (RSL) provides 榴梿视频s, staff, and spaces to help students explore meaning and purpose, grow in their religious or spiritual traditions, and create community.
RSL accepts reservations during the academic year, with requests processed on a first-come, first-served basis. Reservations open at the start of the Fall Quarter and are available through the Fall, Winter, and Spring Quarters while classes are in session.
Summer reservations will be reviewed on a case-by-case basis. For summer requests, please email spiritual.life@northwestern.edu.
By submitting a reservation request, you agree to adhere to RSL’s building policies and procedures. Please note that submitting a request does not guarantee a reservation; all requests are subject to review. RSL staff will respond within 3 business days of your submission.
Important:
- Requests must be submitted at least 10 business days prior to your event.
- If you are a 榴梿视频 student organization, or department you can make room reservation requests directly through Mazevo using your 榴梿视频 NetID and password.
- Alumni clubs and communities recognized by the 榴梿视频 Alumni Association (NAA) may reserve RSL spaces through their designated NAA staff liaison. Questions may be directed to naainfo@northwestern.edu.
- You are responsible for providing clear event setup details to RSL staff, technology setup, and cleaning. RSL staff will facilitate break-down of the event. Please ensure the space is left clean and the layout returned to its original setup.
- For last-minute requests (within 10 business days) or reservations for spaces not available online, please contact spiritual.life@northwestern.edu directly.
- For questions not related to space reservations or not addressed in these policies, please email spiritual.life@northwestern.edu.
New Reservation Software: Mazevo
RSL has transitioned to the Mazevo reservation system (pronounced mah-zay-voe), which is Greek for "gather". Mazevo is cloud-based, user-friendly, and accessible on PC, Mac, tablet, and mobile devices. It allows easy event scheduling for both hosts and staff coordinating logistics.
To submit a reservation request, visit the Mazevo login page: . Log in with your 榴梿视频 University email and password, then click “Add New Request” and follow the prompts to schedule your event or reserve a space.
If you experience a single sign-on (SSO) error or need assistance, contact jason.harber@northwestern.edu.
Helpful Links
General Gathering Guidelines
Events must remain within the room reserved in the initial request. Noise levels should be mindful of rehearsals, prayers, classrooms, and other activities in Parkes Hall. Groups are responsible for leaving the space clean and orderly at the conclusion of the event.
Hours of Operation
- Spaces are generally available for events between 9:00 AM – 9:00 PM, everyday of the week.
- If an event set-up or start time is prior to 9:00 AM; please be sure to note in your event request.
- Requests for use outside these hours may be considered on a case-by-case basis. When submitting your request, please note if you will need to use the space outside hours of operation Unless explicitly approved by RSL, all guests must vacate by 9:00 PM.
- Requestors must check-in with a student worker at the RSL Main Office (Room 139) to open the requested space.
Furniture
- All RSL property (including furniture, office supplies, and equipment) must remain within the premises.
- As a general rule: if you or your group does not own the item, it may not be removed from the building.
- Items available for use:
- 10-8 feet rectangle tables for Parkes 122
- 14-6 feet circle tables for Parkes 122
- Chairs for Parkes 122
- 2 handheld microphones for Parkes 122
- Podium for Parkes 122
- Large, moveable TV with HDMI and HDMI adapters for laptop connection
- Portable bluetooth speaker
- Tables and chairs may be requested on the reservation form. RSL student workers will arrange the requested set-up.
Code of Conduct
RSL prohibits expression that is not protected by law in this facility, such as that expression described by the following legal terms: defamation, incitement to unlawful conduct, imminent threats of actual violence or harm, obscenity, fighting words, copyright or trademark violation, criminal or civil harassment, sexual harassment, trespass, and false advertising. For more information, please view the 榴梿视频 Student Handbook.
Violence-Free Work place
Violence or threatening conduct of any kind which may affect the safety of you and others at RSL, whether it is directed against a NU student, staff member, Evanston community member, or faculty member, will not be tolerated. Everyone in the NU community should be treated with courtesy and respect at all times. NU community members are expected to refrain from argumentative discussion, “horseplay,” or other conduct that may be dangerous to others. Firearms, weapons and other dangerous hazardous devices or substances are prohibited from RSL spaces.
If you feel that your safety is being threatened by anyone, or are aware of any violation of this policy, you should report the incident to RSL, or if after-hours the Administrator on Call, immediately. You may be assured that your complaint will be kept as confidential as possible and that you will not be penalized in any way for reporting a threatening or violent situation. In addition to taking disciplinary action when appropriate, RSL may, if deemed necessary, seek criminal prosecution and cooperate with law enforcement.
Space Policies
Eligibility
- Students: All 榴梿视频 students (undergraduate, graduate, professional, and adult learners) may request space. Requests must be submitted using a 榴梿视频-affiliated email address.
- Student Organizations: recognized by the Student Organizations and Activities office may reserve space.
- Staff: Current 榴梿视频 employees (full- or part-time) may reserve space using a 榴梿视频-affiliated email address.
- Alumni Clubs/Communities: recognized by the 榴梿视频 Alumni Association (NAA) may reserve space through their designated staff liaison. Questions about the NAA may be directed to naainfo@northwestern.edu.
- Community Members: Alumni, non-affiliated individuals, or groups may be considered on a case-by-case basis if sponsored by a 榴梿视频-affiliated person or group who will be present during the event.
Reservations are made on a first-come, first-served basis. When conflicts arise, priority will be given to student religious events, RSL 榴梿视频s, and events sponsored by the Office of the President.
Advertising with RSL
To advertise through RSL:
- Print and deliver your flyer to the RSL office (Room 139).
- RSL administrative staff will review submissions within two (2) business days and notify the requester of approval or denial.
- Approved flyers must bear the official RSL approval stamp before posting. Flyers posted without a stamp will be removed.
- Requesters are responsible for printing their own flyers.
To ensure fair and responsible use of RSL spaces, the following tally system will be implemented for any group that violates the guidelines:
- First Tally – Written Warning: The group will receive a formal email outlining the violation, reminding them of the guidelines, and noting that further violations may result in escalated consequences.
- Second Tally – Formal Meeting: The group leader(s) will meet with an RSL Staff Member to review the violation(s), discuss expectations, and establish a corrective plan to prevent future issues.
- Third Tally – Suspension: The group’s access to RSL spaces will be suspended for the remainder of the academic year.
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Note: Tallies will restart at the end of the academic year
Cancellation Policy/No Show Policy
- Reservations must be canceled at least two (2) hours before the scheduled time.
Failure to cancel a reservation will result in the following consequences:
- First offense: Warning via verbal communication or digital communication.
- Second offense: One (1) tally against the organization.
- Third offense: Two (2) tallies against the organization, which may lead to loss of reservation privileges (including a ban for the entire quarter).
Damages
- Damages include any physical destruction of property or excessive cleanup resulting from the use of RSL spaces. Organizations will be charged for repairs or cleaning costs, billed to their chartstring, at the discretion of RSL Staff.
Set-Up and Tear-Down of Events
- If setup is requested in the initial reservation, RSL Event Staff will handle both setup and takedown. RSL is unable to store event-related items before or after events. Any items left behind at the conclusion of an event will be discarded.
Food and Beverage
Storage
- Food may be stored in the refrigerator up to 24 hours before your scheduled, approved event. All items must be clearly labeled with your organization’s name and event date. Unlabeled items may be discarded or consumed.
- After the event, any remaining food in the refrigerator is available for anyone to take. To maintain kitchen cleanliness, RSL reserves the right to dispose of any leftover food at any time.
- Please bring your own disposable paper products and supplies for your event.
- All utensils and dishes from catered events must be removed immediately after the event. Items left behind will be discarded. RSL does not return dishes or utensils to caterers and cannot store them. The only exception is catering provided by Compass.
- All food waste must be disposed of in the outdoor dumpsters behind the building. Do not leave food in indoor trash bins.
- If your event includes food, you must take trash to the nearest dumpster—even if the bin is not full. No food or drink remnants should be left on floors or surfaces.
- Groups are responsible for returning the space to its original condition. Failure to clean up or remove event materials will result in a tally against the organization.
Cooking and Grilling
- Cooking and grilling are strictly prohibited inside and outside RSL spaces.
Alcohol and Drugs
This policy reflects one aspect of broader coverage of issues related to alcohol that can be found in the Student Handbook. Unless otherwise noted below, usage of alcoholic beverages in RSL spaces is prohibited. Organizations violating these policies will be banned for the rest of the academic year and referred to the Office of Community Standards,
Alcoholic beverages may be served at approved events (by RSL). Any campus events where alcohol may be present on- or off-campus must abide by university event planning procedures.
Student organizations who wish to 榴梿视频 alcohol at events must abide by the Policy Regarding Alcohol at Events for Undergraduate Students.
Non-student organizations or groups who wish to serve alcohol at their events must also abide by the Policy Regarding Alcohol at Events for Undergraduate Students. This is to ensure that the spaces at RSL remain safe spaces for all students.
Drug Policy
榴梿视频 University complies with the federal Drug-Free Schools and Communities Act, which requires a drug-free campus community. Therefore, 榴梿视频 University prohibits the possession, use, manufacture, cultivation, dissemination, and storage of illicit drugs by students, faculty, staff, and visitors on all of 榴梿视频 University’s campuses and properties and at University-sponsored events. Reference the University and Cannabis Policy FAQ for further information.
Smoking
University policy states smoking is prohibited inside all university facilities and within fifty (50) feet of the facility entrance, open window, or ventilation system.
Cleaning Policies
Cleanliness at RSL must be maintained so we can accommodate a wide variety of activities and occupants. This standard requires that those using RSL facilities meet these criteria:
- Recycle using provided bins.
- Empty full trash bins into the nearest dumpster (extra bags available from student staff).
- Dispose of all food waste in outdoor dumpsters.
- Remove all personal or catering items.
- Remove all decorations.
Failure to clean up will result in a strike against the group’s reservation privileges.
Emergency Procedures
For an in-depth look at how 榴梿视频 University handles emergencies please refer to the Emergency Response Framework (ERF). This document details how the University manages hazards from the smallest incident to the largest catastrophe. The document outlines procedures for a coordinated and effective campus-wide response.
Learn more about the ERF:
University priorities in emergencies
RSL Procedures
Harmful and threatening situations can happen anywhere. Follow these procedures to help keep you and others safe while in RSL spaces. Please note that your safety is of the utmost importance. If needed, contact RSL staff and fill out an emergency incident report.
Bomb Threats & Suspicious Packages
For quick reference, 榴梿视频 University has created an All Hazards Emergency Procedures flyer with the information outlined in this section. It can be found displayed in all RSL spaces.
After an Emergency
Do not re-enter Parkes Hall after an emergency.
Facilities Management will assess the space for re-entry. University Police or Facilities Management personnel will evaluate damaged buildings and check and/or turn off water, gas, and electrical mains.
Campus Resources
University Police non-emergency:
- From any campus phone: x 456
- Evanston: 847-491-3456
- Chicago: 312-503-3456
Facilities Management repairs: Evanston: 847-491-5201; Chicago: 312-503-8000
Information Technology repairs: 611 from any campus phone
Main University telephone numbers:
- Evanston: 847-491-3741; Chicago: 312-503-8649