Candler Events Office

Candler’s Events Office manages the school’s institutional events and conferences, oversees calendaring of events on Candler’s planning and public calendars, provides event planning services for Candler’s program area and faculty-sponsored events, and offers event planning tips and guidelines for Candler student organizations. The office also works with Emory affiliates as well as outside organizations on booking event space at Candler and Cannon Chapel.   

Please direct questions related to event planning to Candler’s Events Manager, Alice Tarkington, at alice.tarkington@emory.edu or 404.727.9142.

Planning an Event at Candler

When planning an event, all faculty members, staff, or student organization officers should follow these basic steps:

For more detailed instructions, select the group to which you belong:

Outside Organizations and Emory Units

Space Rental Policy:

Candler School of Theology allows Emory units and outside organizations to rent space for events at 1531 Dickey Drive, Emory University, Atlanta, Georgia, 30322.

  • All space is set in classroom style
  • Furniture is movable, but must be reset in classroom style at the end of the event
  • Classrooms are equipped with smart-room technology including an LCD projector, computer with internet capability and built-in projection screen
  • A password is required to access the technology and will be provided by CSTMedia upon request by hosting group. The CSTMedia request form link is included in the space confirmation email
  • Candler School of Theology reserves the right to change a space location if needed to make the best use of space. The host group will be notified in advance of any change
  • Guests and patrons are expected to maintain the orderliness of the rooms and to follow room use guidelines as outlined
  • Food and beverages are allowed
  • Custodial service is required

Space Available for Booking:

  • Candler School of Theology rooms: 250, 252, 257, 322, 401, 411, 421, 426, 447, 501, and 549.
  • Room 102, "The Commons" is managed by Emory’s Center for Ethics:
    • Emory units not associated with Candler School of Theology and outside organizations seeking to host an event in this space must email requests directly to Alison Kear at akear@emory.edu
  • Cannon Chapel rooms during regular business hours (Monday-Friday 8:00am-5:00pm): 106, 312, 314, the Formal Lounge, and Brooks Commons.
    • For Cannon Chapel space requests after regular business hours, weekends, or for Cannon Chapel Sanctuary.  please email Sonja Jackson at sonja.jackson@emory.edu
  • Room 517 – The Dean’s Hospitality Suite – room description, instructions, rental fees, and reservation form are found here

Reserve Space:

Emory Units
Candler’s space may be reserved by Emory units free of charge for non-class activities during regular business hours (Monday- Friday 8:00am-5:00pm) by submitting requests via 25Live.

  • A pending reservation followed by a reservation confirmation email will be sent to requestor. Be sure to follow all instructions noted in the confirmation e-mail. Please note, a space is not confirmed until a confirmation e-mail has been received.
  • For reservation requests after regular business hours and on weekends please submit the following room reservation form.

Outside Organizations

Space Rental Fees:

Emory Units

The fees cover electricity, HVAC, and general wear and tear on the facility.

  1. Non-Candler Emory Units:
    • No charges during regular business hours, Monday - Friday, 8:00 am – 5:00 pm
    • Classes -- $40/hr. on weeknights and weekends
    • Departmental Events - $40/hr. on weeknights and weekends
    • All multi-day events
      • $50 for first room and $15 for each additional room for half day (4 hours or less - $200 maximum based on 11 rooms)
      • $100 for the first room and $30 for each additional room for a full day ($400 maximum per full day based on 11 rooms)
  2. Additional charges may apply:
    • A/V use is charged per CSTMedia guidelines and requested through CSTMedia A/V Request form.
    • Custodial charges
      1. Custodial work orders are placed on behalf of the group and are charged directly to the Emory unit’s smart key account.
      2. Monday, beginning at 8:00 a.m., through Friday at 2:00pm custodial fees are $29.96/hour prorated according to actual time worked.
      3. Weekends (Friday, 2:00pm – Sunday, 10:30 pm) custodial fees are $156.00 for a non-negotiable four-hour minimum and $39/hour for time worked over the minimum
      4. The track charges go to http://www.fm.emory.edu; click on “Facilities MGMT”; select “Customer Information Portal,” “Customer Invoices”. Login using Emory username and password. Follow the prompts from there. Enter your smart key number to see charges.
  3. Groups renting Candler space are responsible for:
    • Catering for the event if needed
    • Leaving room in standard classroom set-up
    • Damages: Should the group damage Candler space or equipment, the Emory unit agrees to pay for damages. Damage fees will cover the cost to clean and/or repair damage and will be charged to the smart key number provided. Should damage fees not be paid by the hosting group, Candler space rental will be denied the group in the future.

Outside Organizations

The fees cover electricity, HVAC, and general wear and tear on the facility.

  • Payment is due 72-hours prior to the event.
  • Make check to the order of Emory University. List the “Event Title” and date on the “for” line.
  • Mail or hand-deliver to: Candler Events Office, Candler School of Theology, 1531 Dickey Drive, Room 510, Atlanta, GA 30322
  1. Outside Organizations:
    • $100 – half-day rental (4 hours or less), Monday - Friday, 8:00 am – 5:00 pm
    • $200 – full-day rental (more than 4 hours up to 8 hours), Monday - Friday, 8:00 am – 5:00 pm
    • All multi-day events
      • 100 for first room and $30 for each additional room for half day (4 hours or less - $400 maximum based on 11 rooms)
      • $200 for the first room and $60 for each additional room for a full day ($800 maximum per full day based on 11 rooms)
    • Candler will not reserve space to groups hosting for-profit events.
  2. Additional charges may apply:
    • A/V use is charged per CSTMedia guidelines and requested through CSTMedia A/V Request Form
    • Custodial charges
      1. Custodial work orders for outside organizations cost $30 per room during regular business hours; $150 per day from 2:00 pm Friday through 10:00 pm Sunday plus $10 per rented room.
  3. Groups renting Candler space are responsible for:
    • Catering for the event if needed
    • Leaving room in standard classroom set-up
    • Damages -- Should the group damage Candler space or equipment, the outside organization agrees to pay for the damages. Damage fees will cover the cost to clean and/or repair damage. Should damage fees not be paid by the hosting group, Candler space rental will be denied the group in the future.

Cancellation Policy:

In case of event cancellation, notify Candler’s room reservationist at CandlerRoomReservations@emory.edu no less than 72 hours prior to the event date to avoid cancellation fees as follow:

  • Cancellation fee of $20 for Emory units that fail to release space reserved during regular business hours
  • Cancellation fee of the full room rental cost for Emory units that fail to release space reserved after regular business hours
  • Cancellation fee of the full room rental cost for outside organizations that fail to release reserved space

Close Outside Organizations

Candler Faculty and Staff

When planning events at Candler, faculty and staff use the following information to plan efficient, well-run events. Events at which Dean Love, Bishops, ecclesial leaders, or other VIPs are to participate must be discussed with Dean Love prior to extending invitations. Email the Dean’s Executive Assistant, mchris7@emory.edu, with details during the initial event planning stage.

Requesting Continuing Education Units 

Continuing Education Units (CEUs) for programs can be requested through the Candler Office of Lifelong Learning. Please see the Continuing Education Unit Request Form for detailed information, including policies, procedures, and instructions for requesting CEUs. If more information or assistance is needed, please email the Office of Lifelong Learning Program Coordinator.

Candler Event Planning Deadlines and Timelines

“Planning Calendar” Listing Deadlines (on Trumba calendar system)
Candler’s Annual Program Area and Institutional Events for the upcoming academic year must be submitted to the calendar by July 1st.

Space Reservation Request Deadlines (on 25Live system)

Candler’s Annual Program Area and Institutional Events

Fall: July 15
Spring: November 15

All other event space reservations

Faculty and staff may submit reservations through 25Live at any time. These requests will be held in order of receipt by semester until space is assigned for Candler classes, ad hoc committees, annual and institutional events. Reservation confirmation processing timelines below.

Space Reservation Processing Timelines

Fall Semester: Processing begins on reservation confirmations the second week in August
Spring Semester: Processing begins on reservation confirmations the second week in December
Summer Term: Processing begins on reservation confirmations the first week in May

Due to the ever-increasing demand on Candler’s space, the university-wide reservation processing policy has been adopted for space requests during a semester or term:

  • Please allow 7 days for processing meeting-only requests.
  • Please allow 21 days for processing event requests that involve event services including, but not limited to, catering, staging, and trash removal.
  • Please allow additional processing time for events booked in Room 102. These reservations are processed by the Center for Ethics. Reservation confirmations will come from the Center for Ethics 25Live (space booking system) administrator.

Due to high reservation volume, space requests made within 48-hours of the meeting or event date cannot be guaranteed a space reservation.

Event Planning Guidelines

Check Calendars
Look at all calendars first to avoid scheduling conflicts:

Space Booking Instructions

  • Read Candler’s Space Reservation policy for specific space booking information in the 25Live system. For information on booking Room 517 (Dean’s Hospitality Suite), which is not listed on 25Live, please see the Space Reservation Request for the Dean’s Hospitality Suite.
  • Use your 25Live account to check room availability and submit space request
    1. Don’t have a 25Live account?
    2. Can’t remember your 25Live account instructions and password?
  • Space Reservation Confirmations
    1. A “pending space confirmation” email is initially sent by the system to the requestor’s email 
    2. The 25Live administrator reviews and approves the request
    3. A final “confirmation” email is sent upon approval. Please read the entire “confirmation” e-mail as special notes may be included. A reservation is not confirmed until a confirmation e-mail is received.
    4. If changes or corrections need to be made to the submitted reservation, forward either the “pending confirmation” or the final “confirmation” e-mail to the 25Live administrator, alexandria.c.martinez@emory.edu, with changes included.

Add Event to the Candler Planning Calendar

Add all meetings, special events, conferences hosted at Candler to the planning calendar on the Trumba calendaring system.

  • To add an event to the Candler planning calendar (on Trumba):
    1. For faculty and staff who do not manage a Trumba editor account, access the Candler Planning Calendar from the Faculty Portal
    2. Click the down arrow from the “Submit an Event” box to get a submission form.
    3. Select “Faculty and Academic Affairs,” unless the event is in conjunction with a Program Area in which case select that program area to get the correct event submission form.
    4. Hit “OK” after completing the form to save event to the appropriate planning calendar. If requested, the form will also be sent to the following queues for service by Candler’s events office:
  • Making changes to events already placed on the Candler Planning Calendar
    1. Email the Program area editor to make corrections if information needs to be changed on the planning calendar form on Trumba. Make this request if event is already listed on the Program Area Planning Calendar.
    2. Once changes have been made, email the events assistant, alexandria.c.martinez@emory.edu and copy the Communications Specialist (if the event has already been published to the Candler Events Calendar, rachel.reiff.ellis@emory.edu) that changes have been made on Trumba.

Visit “Candler Event Planning Resources” for additional Candler event planning tips and policies.

Close Candler Faculty Staff

Candler Student Organization Officers

Please read the “Candler Student Organization Event Planning Policy” before planning your event.

Student Organization Event Approval Process

  • All Candler student organization events must be listed on the Student Organization planning calendar using the event submission form.
  • Complete and submit the event form (found on the planning calendar -- Trumba)
  • Submitted events will be approved by the C3 secretary and vetted by the Office of Student Programming.
  • For all events involving outside speakers, significant time is required for appropriate planning. These steps are expected: Student organizations should discuss their ideas, plans, and appropriate scheduling regarding events and speakers with their faculty adviser and/or the assistant dean of student life and spiritual formation, several months in advance. For remaining instructions consult the Candler Catalog and Handbook, Student Life section, Guest Speaker Policy. 
  • If Dean Love, Bishops, ecclesial leaders or other VIPs are to be invited to the Student Organization event, this information must be included on the event submission form and approved before contacting the dignitary. Specific invitation instructions will be given to the organization once the event is approved.
  • Requests with incomplete information will be denied.
  • C3 Secretary will submit the meeting/event space reservation request on the 25Live room booking system on behalf of the organization.
  • An email confirmation will be sent by the C3 secretary once the event is approved and the space reservation confirmed.

Event Planning Deadlines

Student Organizations submit events to the Student Organization Planning Calendar beginning:

  • The second week in August for the fall semester
  • The second week in December for the spring semester

C3 secretary submits all space requests through 25Live Web Viewer for student organization events that have been submitted through the planning calendar

Processing timelines for confirming space reservations:

Fall Semester: Processing begins on reservation confirmations the second week in August
Spring Semester: Processing begins on reservation confirmations the second week in December
Summer Term: Processing begins on reservation confirmations the first week in May

Due to the ever-increasing demand on Candler’s space, the university-wide reservation processing policy has been adopted for space requests during a semester or term:

  • Please allow 7 days for processing meeting-only requests.
  • Please allow 21 days for processing event requests that involve event services including, but not limited to, catering, staging, and trash removal.
  • Please allow additional processing time for events booked in Room 102. These reservations are processed by the Center for Ethics. Reservation confirmations will come from the Center for Ethics 25Live (space booking system) administrator.

Due to high reservation volume, space requests made within 48-hours of the meeting or event date cannot be guaranteed a space reservation.

Event Planning Guidelines

Check Calendars
Look at all calendars first to avoid scheduling conflicts:

Space Booking Instructions

Check Space Reservation System (25Live) to Determine Space Availability Prior to Placing Event Submission

  • 25Live Space Reservation System
  • Note “white boxes” on the grid indicate space is available for booking. “Blue boxes” indicated space that is no longer available.
  • To see photo of the space, layout, and equipment specifications, click on the room number in the far left column.
  • Once a space is identified, place that room number in the planning calendar form when submitting event to the Student Organization planning calendar. The C3 secretary will submit the space reservation request on behalf of the requesting student organization.
  • Once the space is confirmed and the event is approved, an email confirmation will be sent by the C3 secretary to the requestor.

Add Event to the Candler Planning Calendar

Submit Event For Approval Using The Student Organization Planning Calendar Form (On Trumba)

  • Go to the Student Organization Portal planning calendar
  • Select “Student Organizations” from the “Submit an Event” drop down menu in the left navigation bar of the planning calendar homepage.
  • Read instructions at the top of the form.
  • Complete and submit the form.
  • If food is provided at the event, the student organization must list this fact in the “Submitter Request for Additional Services” field.
    1. In that same field, indicate whether the group will pull the trash from the room or whether the group wants custodial service.
    2. If custodial service is requested, the student organization’s smart key number must be provided.
    3. Custodial Service Charges are explained on the Candler Event Planning Resources page.
  • A marketing description of the event must be placed in the “Notes” field for events to be published onto the Candler Events Calendar from the planning calendar.

For more information on catering and room layout, view the “Candler School of Theology - Event Service Checklist [PDF]

Visit “Candler Event Planning Resources” for additional Candler event planning tips and policies.

Close Student Organizations