How-To’s and FAQs

There are three ways to go to creating an event. Each of these options will take you to the Event Form:

• On the dashboard/Home page you can click on the “Create an Event” icon
• Click on the “Event Form” button in the right top of the screen
• Click on an open date/time on the availability view for a location

Event Name

• 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 is 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”

Additional Information

• Different questions populate depending on the event type you have selected
• Answer all of the questions regarding this event, such as:
  • Contact Information: List who should be contacted with questions regarding this request.
  • Attendees: Select which group(s) of people are invited to your event
  • Invite: Select how the attendees are being invited
  • “Image for web display” please include a thumbnail WITHOUT text for internal communications
• Remember, exclusion of event information will result in a delay of confirmation.

• Non-Compensated Volunteers Involved
  • Select if you have volunteers who perform work or provide services to the university without financial gain.
  • Human Resources will be notified that you plan to have non-compensated volunteers at your event and will approve once you complete the needed paperwork.
  • NOTE: you will need to complete the paperless Volunteer Form.
• OIT Tech/Media/Network Services Work Order Request
  • List all the requested A/V equipment, media services, network services, and tech support
  • OIT will be notified automatically with this request and will sign off once they input your request into iSupport.
  • The contact listed on the reservation will receive an "iSupport Notification" email from "techsupport@csustan.edu" confirming your request.
  • You do not need to submit a separate work order for OIT services.
• Event Setup Needed
  • List information here about the room setup if you are planning on changing anything from the default configuration and any assistance that you will need.
  • List which approved layout you would like to use.
  • NOTE: you will still need to submit a work order to Facilities Services.
• Custodial Services Needed
  • List information here about the cleaning you will need done either before, during, or after your event.  This would include vacuuming, garbage removal, and cleaning and re-stocking any nearby restrooms.
  • If you have any food/beverages present at your event, custodial is required.
  • NOTE: you will still need to submit a work order to Facilities Services.
• Food/Beverage cooked by Chartwells
  • Outline the types of food and beverage that you wish to serve at your event and whether you are planning on bringing the food yourself or having it cooked by Chartwells.
  • Include information such as whether it is breakfast, lunch, dinner, snacks, and beverages only, and if it is plated, boxed, express pickup, buffet, etc.
  • All food being served that is not cooked by Chartwells requires a TFP approval
  • Chartwells is our on campus food service provider and you will need to reach out to them separately if you plan on having your event catered.
  • NOTE: you will still need to submit a catertrax order
• Food/Beverage cooked by/purchased from other entity
  • If you are ordering food from Chartwells that still needs to be prepared, or if you are getting food from a source other than Chartwells, please select this option.
  • Safety and Risk Management will be notified with this request and will approve once a TFP is submitted and approved, if needed.
  • NOTE: A TFP is typically required for any food that is not being cooked via Chartwells
• Alcoholic Beverage Service Request
  • List all alcoholic beverages that you wish to serve and for how long
  • UPD and Safety and Risk Management will be notified automatically and will approve once they have reviewed the alcohol policy and forms with the requestor
  • Approval from the President's Cabinet may also be required
  • NOTE: Additional paperwork is needed and there may be a charge associated with having an officer present at your event when alcohol is being served.
• Dignitary/Elected Official Present
  • List any high-profile attendees that are invited to your event
  • University Advancement will be notified automatically and will approve once the details are submitted
  • NOTE: if additional security is required to ensure the safety of attendees, there may be an additional charge.
• Off-Campus Youth Present
  • List any off-campus minors that will be invited to this event
  • Include whether or not they will be chaperoned by their parents or teacher
  • Safety and Risk Management will be notified automatically and will approve once they ensure the safety of the youth attending
  • NOTE: additional paperwork may be needed, such as a Release of Liability by a parent or guardian.
• Parking Lot Moratorium Request
  • If you are requesting the use of a parking lot for your event and plan to either pay for the lot usage or request a parking fee waiver, please choose this box.
  • Be sure to indicate which Lot you would like to request for your event.
  • Your request will be forwarded to UPD where they will process and approve/deny.
  • Please be sure you have filled in your chart string information for UPD to charge.
  • If approved, a Parking Lot will be added as a location on your reservation.
• Fundraising Activities - Soliciting Sponsorships/Donations/Gifts
  • Describe if you are soliciting off campus entities to be a sponsor of your event, to donate to your event, or to provide gifts for your event
  • University Events will be notified with this request and will approve once reviewed
  • NOTE: additional paperwork and processes may be needed for this approval
• None of the Above - No support is needed for this event.
  • Select this option if none of the above apply to your event. 
  • This means you are not in need of any additional services and that you are using the room in the "as is" state.

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.