Creating an Event Request in 25Live

Step 1 - Choose a starting point for your request

Select one of the following methods to start your event request, depending on your needs and goals. Each option will then take you the Event Form, with certain fields pre-populated based on your starting point.

A) I want to start with a new, blank event request form.

1. Visit https://25live.collegenet.com/utc and sign in via CAS using your NetID, password, and two-factor authentication.
2. Select the Event Form button in the top toolbar.

B) I know when my event will be. Help me find a location.

1. On the dashboard, select I know WHEN my event should take place -- help me find a location!
2. Select the Date field and select the desired event date on the calendar.
3. Select the start and end times.
4. Enter the expected number of attendees.
5. From the Search within drop-down menu, select a location search.
6. Select Show me what’s available.

C) I know where my event will be. Help me find a day/time.

1. On the dashboard, select I know WHERE my event should take place -- help me choose a time!
2. In the Find Location by Name field, enter a partial search term and select Go.
3. From the Select your location drop-down, select your desired location. You can also modify your search, if needed, by repeating the previous step. Alternatively, if you don’t know the exact location, select Search by Location Groups for a more advanced location search (see option 4 below).
4. Select the Date field and select the date for which you want to start checking this location’s availability.
5. Select Show me this location’s availability.
6. Locate a suitable day and time for your event and select it in the grid. If needed, you can switch between daily, weekly, and calendar availability, and/or return to the dashboard to modify your search.

 

D) I want to search for a location, see its availability, and start a request.

1. On the dashboard, under Quick Search, enter a partial location search term in the Search Locations field and select the magnifying glass -or- On the dashboard, in the upper right, select Go to Search. From the Select Object drop-down menu, select Locations. In the search field, enter a partial location search term and select Search. Optionally, you can also narrow your search to specific categories, features, layouts, and/or capacity ranges.
2. Select the desired location from the list.
3. Locate a suitable day and time for your event and select it in the grid. If needed, you can switch between daily, weekly, and calendar availability, and/or select Go to Search to select a different location and/or modify your search.

Step 2 - Complete the Event Form

All the options in Step 1 above eventually lead here, as an Event Form must be completed for each event. There are
two versions of the form:

• Event Form – the standard event form for most 25Live users, with in-line instructions and guidance for completing the form and submitting it to the appropriate space approver(s)
• Approvers Event Form – a streamlined version of the Request Form for space approvers who need to schedule events in their own assigned locations, without additional approval workflow

While on the Event Form in 25Live, you can work with multiple request forms at once by using the tabs and the Add New button at the top left of the form view, as shown:

A) Event Name

1. Enter a clear event name, up to 40 Characters.

B) Event Type

1. Select the Event Type from the drop-down list provided.

Note: that you can select the star icon to keep frequently used event types at the top of the list for future use.

C) Department/Organization

1. Enter a partial search term for the primary sponsoring Department/Organization for this event; or select a previously starred organization.
2. Select the Department/Organization.
3. If another department/organization is involved with the event, select Edit, and then search for and select any additional departments or organizations needed.

D) Expected Attendance

1. Enter your best estimate of how many people will attend the event.

E) Event Description

1. Enter a detailed description of the event, including the purpose, activities, expected audience, and any additional information. This description may be published to the public event calendar, so be mindful of the text used here.

F) Date and Time

1. Select the Start Date, Start Time, End Date, and End Time for the event (do not pad the event with setup or takedown time).
2. If you would like to add time for setup, pre-event, post-event, and/or takedown, select Additional Time and make the appropriate entries. The system will automatically pad the event reservation with these values.
3. If this event involves multiple dates or times:
   1. Select the appropriate additional days on the calendar
      -or-
      Select Repeating Pattern and customize the pattern as needed. For more complex events, you may need to adjust any additional times you specified in the previous step to make the most sense for your event.
   2. Select View All Occurrences to view or manage the individual occurrences that currently make up your event request. You can adjust or remove occurrences from this view.

G) Locations

1. In the Locations Search box:

   1. Select a Saved Search or starred location from the drop-down list
      -or-
      Enter a partial location search term in the Search Locations field.

   2. If needed, you can further limit your location search by categories, features, layouts, and/or capacity by selecting parameters from the More Options drop-down menu.

   3. Select Search. Only locations available for your event dates will be listed.

   4. Identify the location(s) you wish to request and select Request (for space  that must be  approved) or Reserve (for space  that does not require approval). Note that you can select multiple locations, if that is appropriate for your event.

2. Below the Locations Search box, review the location(s) you have requested. Here, you can:

   1. View Occurrences to adjust the space layout (if applicable), include location-specific instructions, or specify the attendance for each location.

   2. Remove a location from your event request.

H) Resources

1. Select Refresh to ensure any recommended resources for your selected location(s) are listed.
2. Select Request next to any resources that you want to include for your event. Resources include equipment and services, some of which may incur additional charges.
3. Below the Recommended Resources box, review the resource(s) you have requested. Here, you can:
   1. Enter Instructions directly onto the resource.
   2. View Occurrences to add instructions for the resource/service provider or adjust quantities.
   3. Remove a resource from your event request.

I) Attach Files

1. Upload any relevant documents for the event, such as custom layout diagrams or other documents that might help approvers or service providers. 

Note: Uploaded files will be visible to everyone. Please avoid attaching files that contain personal or sensitive information you are not comfortable sharing publicly.

J) Additional Questions

1. Answer all questions applicable to your event request. Note that your responses to some questions may trigger additional required questions in order to submit your event.

K) Contact Roles

1. If needed, update the Requestor (the event organizer, sponsor, or representative from the sponsoring organization).
2. If needed, update the Scheduler (the individual entering the event into 25Live).

L) Comments

1. Enter any additional relevant information that has not been captured elsewhere in the Event Form.

M) Affirmation (Standard & Student Requests)

1. If you have read, understood, and agree to abide by the facility usage policy, select I agree.

N) Event State (Approvers Only)

1. Approvers only: if you are an approver for the event and/or location(s), you have the option to change the Event State from Tentative (pending and not yet scheduled) to Confirmed (approved and scheduled).

Step 3 - Save the Event Form

With all the required fields completed and any additional information provided, you are ready to save your form so that the location and/or resource approver(s) will receive their assigned task(s). 

A) Save the Event

1. In the lower right of the Event Form, you can:
   1. Select Save to submit your event form.
   2. If you are an Approver for the location(s) requested, select Silent Save to prevent workflow notifications
      from initiating on this event.
   3. Select Preview for a snapshot of your review as completed thus far.
   4. Select Cancel to exit the Event Form without saving or submitting.

Step 4 - Wait for Location/Resource Approval

After submitting your request, the location and/or resource approver(s) will:

• Receive a notification and
• Be assigned one or more tasks in 25Live

Unless you have scheduled an event in a location for which you are an approver, your event will remain in tentative status until the approver(s): 

• assign(s) the location(s) and/or resource(s) and
• change(s) the Event State to Confirmed.

While in tentative status, your requested location(s) and/or resource(s) will be considered unavailable for other schedulers to select in another event, but the event must be confirmed to become fully approved.