• Log in to 25Live using your ctcLink credentials.
• Search and select for a space based on your event type, group size, date, and time.
• Include brief event details in the notes (e.g., purpose, setup needs).
• Submit your request.
• You’ll receive a confirmation once the request is reviewed.

Important Note for Department-Sponsored Events

• Do not reserve space yourself in 25Live if your department is sponsoring or hosting an external group or event.
• Instead, contact the Conference & Event Services Department to begin the appropriate process.
• This ensures all external events meet college guidelines and requirements.

• Review the Facility Use Policy regarding Sponsored Events.
• Contact  Conference and Event Services for the “Room Rental Fee Waiver Form”.
• Complete the form and return it to Conference & Event Services Team.
• With approval from Admin VP and Auxiliary Services Manager; Conference & Event Services will reserve the space for you.
• A contract and down payment must be executed between Highline College and the external entity no later than 30 days before the event.
• The hosting/sponsoring department must have a representative present throughout the duration of the event.

Note: Please do not reserve an event space on your own without following the process outlined above. This helps ensure proper coordination and approval.

For event catering service please contact Conference and Event Services for further information.

• Please contact Conference and Event Services Staff for Catering Options.
• A  Prior Approval is required when placing a catering order. Please follow the steps found HERE
• If purchasing coffee and/or refreshments from the Fireside Bistro, please attach a quote to the prior approval. Prior approval is required 15 days in advance.

• Room setup requests should be submitted at least 15 days prior to your event date.
• Conference & Event Services will send a reminder and provide you with the deadline for submitting your room set.
• Please note that we cannot guarantee the requested room setup if submitted less than 15 days before the event.
• Send the preferred room set including the numbers of tables and chairs you’d like to Conference and Event Services.

If there are any basic AV needs such as use of the microphones, presentation tutorials and assistance, or meeting OWL, contact Conference and Event Services.

If you require advanced technical or media support, please submit a ticket request to the ITS Help Desk by the event’s responsible person no later than one week before the event.

If ASL services are needed, contact Access Services.

If video and closed captioning are required, contact EdTech Services.

Contact Rachel Collins– Auxiliary Services Manager at least one week before the event date.

• Respect Booking Times: Please ensure your event ends on time, and the space is cleaned and vacated promptly to avoid delays for the next group.
• End-of-Event Responsibility: Event organizers/hosts are responsible for turning off lights and AV equipment, taking down the posters and leaving the space in good condition.

To ensure all events run smoothly, the following guidelines apply to all event organizers:

• Provide Event Details: When reserving a space, please include a brief description of your event. This helps us plan appropriately and provide better support.
• Room Setup Limitations: When events are scheduled back-to-back in the same room, layout changes are not possible. If sharing a space, please coordinate and agree on a shared setup in advance.
• Unforeseen Adjustments: Occasionally, we may need to adjust your reservation due to construction, AV upgrades, or other facility needs. We’ll notify you in advance and appreciate your flexibility.
• Avoiding Event Conflicts: We do not book sound-producing events next to quiet events (e.g., Mt. Con/Oly vs. Mt. Townsend). If a conflict arises, we’ll work with you to find an alternate date, time, or location—please be open to these solutions.
• Timely Communication Matters: Prompt responses to emails regarding room setup and event details are essential. We coordinate across multiple departments, so delays can impact other events and departments.
• Decoration Policies: The following items are not permitted: glitter, confetti, Mylar balloons, smoke/fog machines, or anything taped/attached to walls, windows, poles, or railings. If posting, only blue painter’s tape may be used (please no scotch tape).
• Respect Booking Times: Please ensure your event ends on time, and the space is cleaned and vacated promptly to avoid delays for the next group.
• End-of-Event Responsibility: Event organizers/hosts are responsible for turning off lights and AV equipment, taking down the posters and leaving the space in good condition.
• Event Cancellations: If you need to cancel a scheduled event, please notify Conference & Event Services at least 3 days in advance, so the space can be made available to others.