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.

Promoting Your Event

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
Beeson Divinity Hall
Location Contact Phone
North Wing Third Floor Rooms Jim Pounds 2338
North Wing First and Second Floor Rooms Jim Pounds 2338
South Wing Jim Pounds 2338
N101 Jim Pounds 2338
Student Commons Jim Pounds 2338
Hodges Chapel Jim Pounds 2338
Beeson University Center
Location Contact Phone
Ben Brown Plaza Susanne Howard 2355
Cafeteria Susanne Howard 2355
Howard Room Susanne Howard 2355
Quad Susanne Howard 2355
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 Jackyoung Kim 2071
Third Floor Rooms Ginger Carpenter 2216
Buchanan Hall
Location Contact Phone
All Spaces Rene Golden 4364
Burns Hall
Location Contact Phone
All Spaces Ivy Alexander 2858
Campus Recreation Facilities
Location Contact Phone
All Spaces Nick Madsen 2194
Chapman Hall
Location Contact Phone
All Spaces Flora Gilstrap  
College of Health Sciences
Location Contact Phone
All Spaces Lesley Parrish 4378
CHS Building 1 Gena Sullivan
Peyton Huston
2278
4730
CHS Building 2 Karol Leggett 4512
Computer Labs
Location Contact Phone
All Spaces Jeremy Dixon 2732
Cooney Hall
Location Contact Phone
All Spaces Telisa Sullivan 2364
Davis Library
Location Contact Phone
All Spaces Eric P. Allen 2846
Dwight Beeson Hall
Location Contact Phone
All Classrooms & Brock Forum Jennifer Fitzpatrick 4054
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
Ingalls Hall
Location Contact Phone
Ground Floors Kim Whatley 0529
First Floor Kylie Reynolds
Jenn Debrecht
2945
4320
Second and Third Floors Lee Walsh
Jill Everett
4261
2946
J. H. Brock Hall
Location Contact Phone
All Spaces Ian Philips 2615
Law Library
Location Contact Phone
All Spaces Missi Bennett 2431
Orlean Beeson Hall
Location Contact Phone
All Spaces Rachel Fitzpatrick 2843
Outdoor Areas
Location Contact Phone
Athletic Nick Madsen 2194
Non-athletic Susanne Howard 2355
Pete Hanna Center
Location Contact Phone
All Spaces Andrew Benson 4609
Propst Hall
Location Contact Phone
First and Second Floor rooms Cindy Kennington 2844
Christenberry Planetarium Don Olive 4894
Ground and Third Floor rooms Chrissy Ware 4255
Conservatory Malia Fincher 2928
Reid Chapel & Reid Commons
Location Contact Phone
Chapel Caroline Hix 2825
Emergency Management Caroline Hix  
Approvals Susanne Howard 2355
Robinson Hall
Location Contact Phone
First Floor Deborah Clayton 2704
Second Floor Davina Mitchell 2774
Third Floor Lynda Reynolds 2959
Russell Hall
Location Contact Phone
All Spaces Maureen Erb
Greg Kawell
2848
2082
Samford Hall
Location Contact Phone
All Spaces Leslie Jones 2258
Approvals Susanne Howard 2355
Emergency Management Leslie Jones 2258
Seibert Hall
Location Contact Phone
Classrooms Nick Madsen 2194
Sullivan-Cooney Family Field House
Location Contact Phone
All Spaces James Carlson 2085
Westmoreland Hall
Location Contact Phone
All Spaces Lance Hand
Lauren Parks
2855
Wright Center
Location Contact Phone
All Spaces Ian Philips 2615