Events

If the event requires distance technology or support staff, specify this in the notes field. An email will be sent to you requesting further information. To help ensure staff coverage, requests must be received 10 business days in advance of the event.

25Live is the software used to reserve general purpose and departmental classroom space for events and courses throughout the University of Minnesota campus system.

• Review OCM's Quick Start Guide to 25Live for assistance.
• If you have any questions about 25Live, please email [email protected].

• Events will not be scheduled until all courses have been scheduled, typically 2-4 weeks prior to the start of each term. To view the scheduling order, please see the Health Sciences Classroom Services Scheduling Protocols.
• Health Sciences Classroom Services does not charge University affiliated groups for use of classrooms, but on some occasions, such as on weekends or when food or beverages will be provided to large groups, Facilities Management may charge for custodial services. If you plan to host food or beverages in a classroom, on any day of the week, with a seat capacity of 80+, HSCS will request that you complete the After-Hours Facility Services Request Form. More information is on the Facilities Management After-Hours and Special Events Facility Use webpage.
  • After-Hours Facility Services Request Form

To ensure clarity and fairness in our process, space use fees are applied based on group affiliation.

Groups Not Subject to Fees

Internal Groups are not charged space use fees, as they already support Health Sciences Classroom Services (HSCS) operations through University budget mechanisms.

Internal Groups are defined as:

• A department within the University of Minnesota
• A student organization registered with Student Unions and Activities

If your department is collaborating with an external entity, please review the co-sponsorship information below to determine whether fees may apply.

Groups Subject to Fees

Co-Sponsorship Groups
If a University department or registered student organization is partnering with a non-University group or company, the event may qualify as a co-sponsored event.

To determine eligibility and requirements, please contact the Real Estate Office (REO) at [email protected].

• REO approval is required.
• Co-sponsored events are governed by the University’s Use and Lease of Real Estate Administrative Policy.

External Groups
External Groups are organizations with no formal affiliation with the University of Minnesota. These groups are subject to space use fees.

If you are unsure which category applies to your event, we encourage you to reach out early so we can help guide you through the process.

Current Rates - Ending June 30, 2026

Rates Beginning July 1, 2026

*Additional fees will apply for room configuration, set up/tear down and/or special equipment or technology provision.  These requests will be honored based on resources available.

**Additional custodial fees will be applied for non-University events taking place in Health Sciences classrooms.  Please see the Facilities Management event fee schedule webpage for more details. Custodial fee information will be provided in conjunction of your room confirmation.