updated 11/28/2018 3:11:59 PM
25Live Event Creation Tips
How to add a simple one-time event into the system. This is a good starting point should you need a refresher on how to get around.
Request a Space/Enter a New Event or Room Reservation
To enter a new room/event reservation, click the Event Wizard tab located at the top-left.
The Event Wizard
form will walk you through entering your requests information step by step. Once in the Event Wizard, the left-hand side of the page shows the event entry status and fields yet to be completed. You will notice the information will update in real-time as you move through the form fields. Fields with a red asterisk are required. You'll be presented with some immediate information to note, specifically that your reservation request must be a week in advance of today's date
. Let’s walk through each of the fields.
The Event Name field only accepts 40 characters and it is required. Be as descriptive as you can and be sure the information posted in this space is a full sentence or phrase. Do not include any special characters such as right curly quotes, etc.
The Event Title field should only be used when the Event Name field doesn't give you enough room to present the full name for your event. If you enter information into this field, it will replace what you see as the event name on our calendar pages. Keep in mind that the previous Event Name field is required, and, depending on the calendar page, could still show up on the calendar detail pages as shown below:
Choose an Event Type that most closely matches your event. If there isn't one on the list that's close, choose 'Other.' Note that you can only choose one Event Type for your event, and you won't have the ability to edit this information once you've submitted your reservation request.
Primary Organization for this Event
25Live requires that you choose a primary organization associated with this event. You can find the list of departments in the system by searching for a keyword.
Note: When conducting a search in 25Live, keep your phrase as short as possible, and don't include any spaces. This will bring back more results, but it will also prevent the scenario where your phrase may be too detailed returning no results.
Additional Organization(s) for this Event [Co-Sponsors, for example]
This is an optional field, and unlike the primary organization field, you can add as many to the list as you need.
Event Head Count
This is a required field. This information is important to the space owners to ensure that the space you are requesting meets the needs of the amount of people you expect to attend.
The Event Description field is where you would include the body text for your event. This is now a required field. If you are planning to have this event appear on one or more of our custom calendars, it's a good idea to include as much detail as possible in this space. This information appears when users look to get more information on your event, an example is below:
Event Date and Time
You will be presented with the option to specify whether your event is recurring or not. Regardless of your answer to this question, you will be taken next to the Event Date and Time fields.
If your event runs from 2:00 - 3:00 pm, then that is what you'll want your public-facing event to display on the calendar. But if you need to book your space from 10:00 a.m. to 5:00 p.m., then it's important to use the "Pre-Event" and "Post-Event" fields. You can see what this looks like below:
In our scenario above, we want to book a 4 hour set up time prior to the event, and a 2 hour breakdown time after the event is over. Enter your 2:00 pm start time and then click on the "Pre-event/Set-up Link." Choose 4 for the 'Hours' drop-down under the Setup: field. Then enter 3:00 pm as your End: time. Click on the 'Post-Event/Takedown durations?' link and choose 2 hr. from the Takedown: field. Now you'll be requesting to book your room from 10 - 5, but your actual event time is between 2 and 3 pm.
Note: It does not matter if you enter these times in the Pre-Event or Setup fields as the school uses these fields interchangeably. This is the same for the Post-Event and Takedown fields. Simply put the time needed in one.
You can run quite a few different searches to find your space, but we'll assume you know where you want your event to take place for this tutorial. You can search by location name by clicking on the 'Search' field, remembering to only use a few characters to run your search. Misspellings, incorrect punctuation etc. could potentially hide spaces from you.
Upon running your search, you'll notice options returned, assuming your space request is available. You are getting real-time results based on reservations already in the system. If your space is not available, you can check for conflicts by hovering over the 'unavailable' icon which will pop out a window which you can then view the actual conflict.
Assuming your space is available, you can click on it, which will bring it over to the 'Selected Locations' area on the right. You can follow the same steps if your event is to be held in multiple locations.
Resources in the database are approved by the resource 'owner' and as of this tutorial, there are three owners, Facilities, Infotech, and Lapenta. You should feel free to put in your resource requests, choosing multiple if need be, and you will be clued in as to who will receive the request based on the resource owner. If you choose to reserve an 'INFOTECH: Projector,' then our IT department will be notified. If you chose a resource owned by Lapenta, then the request would be sent to Student Development.
You have the ability here to choose one or multiple categories. Event Categories prefaced with the word Calendar: and Yearly Event: perform special functions. Each of those category options corresponds to a particular custom calendar that appears on the College's website. Should your event be approved to appear on one or more of those calendars, choose the appropriate categories as necessary. Do not overuse this function as discussed during your training session.
Event Comments are not seen on any public-facing pages, but they are available to space owners to view. Do not use this space to convey any special setups for your events -- data managers will not see the information input into this field. Rather, compose and send an email message to the necessary data managers by following the instructions under 'Can I request to have a room setup...' option on our 25Live FAQ page.
You are done! Once you click on the 'SAVE' button, workflow will be sent to the space owners and resource owners (if applicable) for approval.
You should expect to hear back within 48 hrs. as to whether your reservation has been approved or denied.