Event Request Creation

Events

• Be as specific as possible
•  If you have to abbreviate any items, please be sure to spell out the full title in the description

Event Type

• Select one of the “Event Type” options
• Review the 25Live Event Types on our webpage if you have questions

Primary Organization Responsible for Event

This the CAMPUS organization that is primarily responsible for this event.

• Additional Organization(s) Responsible For Event
• Other CAMPUS organizations involved in planning your event

Expected Head Count

• It is important for the head count to be accurate, since the system recommends rooms based on the head count.

Event Description

• This field is intended to capture details about your event.
• The information will be visible to the public on our campus calendar, so please use it as a marketing section to inform guests regarding your event.

Event Date & Time

• Choose the first date of your INITIAL event.
• Chose the start and end time of your ACTUAL event.
•  Do NOT include setup and takedown time here, rather in the next section for “Additional Time”
•  It is important to keep the check box “The event begins and ends on the same day”

Additional Time

Event Repeats

• You do not have to select a repeating pattern, rather just select dates on the displayed calendar for any repeating days for this event
• All occurrence dates chosen will display as a blue box on the calendar
• To remove individual occurrences, select the date on the calendar or "View All Occurrences" and click on the red “Remove” button
• You can view an entire list of occurrences by clicking on “View All Occurrences” below the calendar
• To adjust the times for individual occurrences, click on "View All Occurrences" and update the times listed on the occurrence to a new time
  • Setup and take down times remain the same for each date
  • Durations can be different for each date
• To add another occurrence on the same date at a different time:
  • Click on the blue box for the date selected
  • Select "Add Occurence" at the bottom of the pop up box
  • Change the times of the new occurrence
  • Click "Close" when finished

Event Locations

You can choose an existing location search from the drop down “Saved Searches (optional)” list or just enter a keyword for the location you’d like

• You can either use the building acronym or the full name
• Please note that most locations have letters, a space, and then the room numbers
• Pay attention to the "Hide Conflicts" and "Enforce Headcount" buttons.  Selecting and unselecting these boxes may display different results.

Once you search for a location, a few things can occur:

• “Reserve”: 
  • If a space is available on all of the dates you entered, a blue “reserve” button will appear. 
• “Reserve Available”:
  • If there is a conflict on any of the dates, a brown “reserve available” button will appear
  • You can click on the “Conflict Details” wording to view the conflicts
  • If you would like to use the room on the dates without conflicts, click on the “reserve available” button and it will select all the available dates
  • You are able to start the search over again to add an alternate location for the conflicting dates and then unselect the previously selected dates with the other location by going to “view occurrences”
• “Unavailable”
  • The location selected is unavailable for all the dates you have selected
• “No Results”:
  • You either do not have permission to reserve this location or it does not exist in the 25Live system

Selected locations will display below the search box:

• You can “remove” locations here by clicking on the “remove” button
• If you have multiple occurrences, click on “View Occurrences” to unselect a location for certain dates and UPDATE THE LAYOUT needed.
• If you only have a single occurrence, the "view occurrences" button will not display and you can update the layout selected right from this screen.
• If you have a large event with multiple rooms, you may receive an error that the headcount exceed the capacity of the room.  This is just a warning, so you are able to continue with the reservation.

Additional Locations

• “Off Campus Location”: Select this option if you have a University Sponsored event or an event using University Funds that is occurring off campus
• Online/Virtual”: Select this option if you have an event that is taking place online or in a webinar, not utilizing any space on campus, but would still like it publicized by Internal Communications.
• “Other Campus Location”: Select this option if you have an event that will be taking place in a campus location that is not currently listed in 25Live and make note of the location you are reserving in the requestor comments section
• If any of these locations are not showing for you, ensure the "hide conflicts" button is not selected.  These are "shared" locations, which means that more than one event can happen in these locations at one time.

Event Resources

• Event Resources are to request or assign staff, equipment, and services to event requests
• Students may request Quad and Student Center resources such as tables, chairs, awnings, etc.
• Please note that equipment resources are typically specific to one location and will state in the resource name, such as the QUAD resources.  So although the system allows users to request these resources for a different location, they will be denied.
• We are in the process of adding resource options for Faculty/Staff, especially for services needed at the Stockton Campus.  Stay tuned.

Event Files

• Include information such as a event flyers, agendas, itineraries, etc.
• Do not use this area to upload photos you would like included in publications.
• There is a question in the next section to upload an image without text called “Image for web display”

Event Requirements

• Event Requirements are no longer selectable by the requestor and are automatically added based on the questions answered "Yes" above.
• Event Requirements are the mode of notifying certain departments that need to be aware of certain elements of your event such as UPD, Safety and Risk, Events Department, CPFM, etc.

Publish to Calendar

Select ONE option to either publicize your event or not to publicize your event

Information to publicize your event will be pulled from:

• Event Date
• Event Times (be sure your setup and takedown is separated into "Additional Time")
• Event Description
• A comment is not necessary, but you may include any notes for the publication team regarding publication dates or specific information you want them to see that is not included elsewhere.

Requestor Comments

• Please include additional comments regarding your event that should be relayed to the scheduler reviewing this request.

I Agree

• I acknowledge this event request form is complete and accurate.
• I acknowledge that exclusion of event information will result in a delay of confirmation and approval.
• I acknowledge the event state will remain "Tentative" until all details and are reviewed and approved.
• I acknowledge that once this event request is "Confirmed", I will be notified and can then proceed with publicizing this event.
• I acknowledge that all University policies and procedures regarding events and gathering on and off campus will be followed.

Reference Number

• Once your event has been saved, you will get a pop up on the bottom left letting you know it was saved.
• Your Reservation Reference Number will show up at this time as well.