Classroom FAQs

All requesters must be current Yale students, faculty, staff, or must be sponsored by a Yale department. Groups not affiliated with Yale and wishing to reserve rooms for conferences and other events should contact Yale Conferences & Events.

Yale faculty and staff wishing to book a room for an academic event may use 25Live. Consult the Training Resources page for assistance.

Graduate and professional student organizations must be registered with their respective school or administrative unit and listed online as active in Yale Connect. For more information on registered student groups, please refer to Yale Connect or to student affairs staff in your respective school. Registered graduate and professional student organization members can make requests for rooms through 25Live.

Undergraduate student organizations seeking to reserve a classroom must do so through their YaleConnect group page by creating a new event and selecting “on-campus room reservation” for location. This event form connects directly with 25live and, like in past years, the student group will be directed through the event approval process for registered groups.

Undergraduate students requesting space as part of student employment responsibilities may use 25Live, selecting the department they work for as the organization in the request.

During the academic year, the University Registrar’s Office schedules classrooms that fall under the jurisdiction of the Faculty of Arts and Sciences (see list under Classrooms).

• Room reservations for events will be assigned only after term-time rooms have been assigned for courses. (See FAQ below re: requests during add/drop)

During the summer months, rooms are booked by Yale Conferences & Events. 

A photo of classroom spaces are available on the details page of 25Live. An additional photo can be found by clicking on the layout button (camera icon).

• Reservations are required for the use of any classroom.
• No entrance doors to buildings may be propped open.
• Classrooms may be reserved for meetings only; they are not to be used for social functions.
• Neither food nor drink is permitted in classrooms without authorization.
• Alcoholic beverages are not permitted in the classrooms.
• Furniture must not be removed from any rooms and must be returned to the original configuration.
• Neither colored chalk nor tape may be used on blackboards.
• Lights must be turned off and windows must be closed before leaving rooms.
• Water or any other cleaning solutions may not be used to clean blackboards.
• Wands/cords/chains should be used to open and close drapes and shades.

Food and drink are not permitted in classrooms without authorization from the Registrar’s Office.  If permission is granted, a custodial fee may apply. Contact classrooms@yale.edu with any questions.

Classrooms may be used for rehearsals and auditions by registered undergraduate student groups and groups affiliated with Undergraduate Production, but there are limitations on when and where these events can take place.

• Rehearsals and auditions that DO NOT use music or otherwise include loud noise may use classrooms at any time, subject to availability.
• Rehearsals and auditions that DO use music or otherwise include loud noise may use classrooms at any time on weekends, after 1:30pm on Fridays, and after 8:00pm Monday-Thursday, subject to availability.
• PH 207 is an exception to the above policy and may be used Monday-Thursday starting at 5:00pm, subject to availability.
• In all cases, students using classrooms for rehearsals and auditions are asked to be respectful of other events taking place in surrounding classrooms or within the building and must abide by all other policies related to classroom and building use. If any group is repeatedly disruptive to others, the privilege of using classrooms may be revoked at the discretion of the University Registrar’s Office and/or Undergraduate Production.

Log in to 25Live. Click Sign in at the top right of the page, and use your NetID and password to log in. Search for the location you are interested in to see availability.

Our 25Live training materials guide users through several functions.

When searching for locations in the Event Wizard, users can select the “Advanced Search” option to filter by room capacity, specific features, or room category.

If you need a room during shopping period, please submit the request and we will try to reserve the space requested, but keep in mind that academic requests are the priority at this time. You can also inquire if a room in your residential college is available by checking with the Head of College Office.

We always try to reserve the room requested, however if you get a different room it is because the room requested is already booked. 

• NOTE: You can view room availability on the Webviewer by clicking on “Locations” at the top left of the page.

In order to change a request recently submitted you should email classrooms@yale.edu and reference the 25Live reservation number.

Yes, we offer both written guides and instructional videos.  Please see our 25Live Training Materials page.

The room is not automatically reserved; you will receive official confirmation via email when the space is reserved. 

We try to respond within 24-48 hours during business hours except for requests submitted before or during shopping period. 

Requests made prior to shopping period usually cannot be approved until shopping period has ended, after all courses and discussion sections are booked. Requests for dates during shopping period itself are generally only approved a day before the event, or, in rare cases, the day of the event.

Rooms can be booked for one term only. You will need to submit a new request at the beginning of the following term.

No, you do not need a separate event form for each week; simply list all the dates on one event form (for one term). However, you will need to submit a new event form for the following term and the same room might not be available.

Please send an email to classrooms@yale.edu for a suggestions of alternate venues. Common other venues include residential colleges, Yale’s cultural centers, University Library spaces, and department spaces.

You need to list the full, official name of the group/organization, not the acronym.

No, all requests to the Yale University Registrar Office for classrooms must come from within Yale University. Groups not affiliated with Yale and wishing to reserve rooms for conferences should contact Yale Conferences & Events.

Yes, even if the speaker is from outside of Yale it is considered a Yale-only event. 

If family, alumni, visiting students from other universities or high schools, and members of the community are in attendance there is a charge for room use on the weekends (starting from noon on Friday through Sunday at midnight) and the event is considered open to the public.

Scheduling of Sudler Hall is controlled by the Department of Music and the School of Music on weekends and evenings.

See Building Access Hours

Buildings are red-lit at all times. For events with non-Yale attendees, event organizers can either arrange for the building to be green-lit for a specific period of time by reaching out to 432 open (432.open@yale.edu) or they should post a Yale student or faculty member at the door to let people in the building.

Email classrooms@yale.edu as soon as you have set a date and someone will get back to you as this may require an office meeting. This office will help you reserve the appropriate classroom space for your conference.

There is a charge for using FASRO classrooms from Friday at noon through Sunday at midnight if people attending your event are from outside of Yale.

See the Fees section of the Building Use Guide page

Yes, through the 25Live Publisher application it is possible to integrate 25Live calendars with both Microsoft Outlook and/or Google Calendar. Please email Brendan.McGovern@yale.edu if you are interested in having a calendar created for specific classrooms.