updated 9/20/2017 12:50:45 PM
25Live Event Creation Tutorial
The video below demonstrates the process for version 23 of 25Live. Iona College has since moved to version 25 but the information in the video, for the most part, is still valid and useful.
The video below will demonstrate 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. If you prefer to read through these steps they are beneath the video.
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 shows the event status and fields yet to be completed. The 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. You can view the available event types by clicking on the 'All Event Types' link which will display the full list. If there isn't one that's even 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.
The list will only be populated once you choose an Event Type above. You have the ability here to choose multiple categories that you feel are related to your event. Know that the 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.
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.
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
The Event Date and Time field, although pretty self-explanatory, requires some attention. 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 either search by location name by clicking on the 'Search' field, or you can browse spaces alphabetically by clicking on the 'Index' link.
Upon running your search, you'll notice options returned, assuming your space request is available. You have the ability to toggle whether you want to 'Hide Unavailable' using this checkbox. At this point, 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.
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.
Resources in the database are filed by the resource 'owner' and as of this tutorial, there are three basic 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.
Event Comments are not seen on any public-facing pages, but they are available to space owners to view. If you have any information you want to be seen by resource or space owners this is the field that should be used. Please do not use the setup instructions fields that are available at each location and resource you select.
You are done! Once you click on the 'FINISH' 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.