Reservations and Rentals Advisory Committee

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About the Committee

The University Facilities Reservations and Rentals Advisory Committee is dedicated to improving the efficiency, accountability, and strategic use of campus spaces. Our goals include streamlining processes through automation, clarifying roles and responsibilities across units, and optimizing timelines to better serve campus and community needs. We aim to create greater visibility for area managers, enhance training for campus schedulers, and actively explore new markets to expand use of facilities at the Hayward and Concord campuses. In addition to the committee, a subcommittee 

The committee also leads a System Optimization Subcommittee focused on enhancing the functionality and user experience of 25Live. This group brings together technical experts and functional users to align system improvements with real-world needs, while also reducing barriers for student organizations and ensuring the platform supports intuitive, efficient workflows for all campus and external users.

    • Enhance System Functionality: Identify areas within the current reservations and rentals system that can benefit from automation or process improvements.
    • Clarify Roles and Responsibilities: Define key roles involved in the reservations and rentals process, including designated back-ups, to ensure continuity and clarity.
    • Improve Timeline Efficiency: Review and refine timelines to reduce bottlenecks and improve overall efficiency of scheduling and approval workflows.
    • Establish Accountability and Visibility: Create systems that give managers a clear overview of their area’s space use and responsibilities within the timeline.
    • Expand External Engagement: Identify new markets and external partners to promote and recruit use of East Bay’s Hayward and Concord facilities.
    • Promote Scheduler Education: Develop and offer educational opportunities for campus schedulers to strengthen planning, compliance, and effective space use.

    • Form Consolidation: Integrate multiple web-based forms into a single embedded form within 25Live.
    • Student Workflow Improvements: Streamline the reservation process for student groups while reducing unnecessary steps.
    • Email Templates: Utilize document management features in 25Live to create and manage email templates.
    • Client Experience – External: Improve the reservation process for external clients.
    • Client Experience – Internal: Enhance the interface and process for internal campus users.
    • Task Notifications: Implement task-based alerts and action items to improve tracking and follow-up.
    • Documentation Integration: Enable reservation reports and license agreements similar to PolicyStat functionality.
    • Dynamic Pricing: Create a pricing structure with logic that adjusts based on group type (e.g., student, internal, external).
    • Branding Update: Update the reservation platform with the current university logo and branding.

Committee Members

 

Mark Almeida

Co-Chair
Associate Vice President, Student Affairs and Auxiliary Services

Veronica Salvador

Co-Chair
Director, Administrative Processes
Administration & Finance Representative

Nancy Jimenez

Interim Director, Student Involvement
Student Life and Club & Orgs Representative

Jennifer Luna

Recreation, Wellbeing, and University Unions
Rentals Representative

Chris Cohea

Director, Facilities Management & Operations
FDO Custodial Representative

David Miller

Associate Director, FDO Logistics and Grounds
Facilities Representative

Jose Padilla

Director, SEAS and Affinity Programs
Student Event Rep / Outreach

Ali Clark

Associate Director, Athletics
Athletics Representative

Lyanh Luu

Risk Management
Risk Management Representative

Daniel No

Fire Marshall
Planning, Design, and Construction Rep

Linda Ivey

Associate Dean, CLASS
College Representative

Michael Elder

Lieutenant
UPD Representative

Susy Hovland

Project Manager
IT Representative

Kevin Kenny

Concord Center Representative

Marc Sterling

Resident District Manager, Pioneer Dining
Dining Services Representative

Tom Poon

Associate Vice President, Risk Management and Internal Control
Risk Management Representative

Kristin Hart

Dean of Libraries
University Libraries Representative

Committee Progress

Stakeholder Engagement and Achievements

  • Athletics: Gathered event requirements and identified logistical challenges affecting scheduling and field use.
  • University Union Reservations: Reviewed current event form workflows and emphasized the need for safety routing (e.g., Fire Marshal approvals).
  • IT Department: Co-developed an automated onboarding/offboarding workflow via ServiceDesk. The new system assigns user roles and enforces required training, replacing manual processes. Developed an integration between Baysync and 25Live, reducing manual inputs.
  • University Libraries: Explored compatibility between 25Live and LibCal to improve resource visibility. Developed a cross-departmental notification strategy.
  • University Facility Rentals: Collected feedback on merging four reservation forms into a single universal form. Designed logic-based auto-routing to appropriate schedulers.

Next Steps

Universal Reservation Form

  • Finalize form structure and logic-based routing paths.
  • Pilot with key departments and collect user feedback.

Workflow Templates

  • Design customizable task notification and approval workflows.
  • Create templates tailored for internal, external, and student events.

Training and Education

  • Launch campus-wide training for schedulers, emphasizing ownership, system use, and accountability.

Communication and Branding

  • Update 25Live branding (logos, naming conventions, university identity).
  • Develop and test standardized communication templates for confirmations and outreach.

System Integration Strategy

  • Draft phased integration plan for 25Live and LibCal, ensuring stakeholder input and technical continuity.

Marketing and Outreach

  • Develop promotional strategies for campus facilities targeting external clients and community partners.
  • Evaluate and refine pricing structure using logic-based group categorization to ensure fairness and competitiveness.

Deliverables

This section houses key deliverables developed by the committee to support campus-wide coordination and transparency. Resources such as contact directories, workflow references, and planning tools will be added here as they are finalized. Current materials are intended to assist departments in navigating 25Live roles, responsibilities, and system improvements.