Adding Event Info for Events Migrated from Ad Astra

With the launch of 25Live, you should now be able see your events which were originally approved in Ad Astra (prior to December 17, 2025) in the 25Live platform. Use this guide to confirm that your events were successfully migrated from Ad Astra and to add any new information or resource requests for those events.

Event Planning
17 steps
2 minutes

Collegenet

Navigate to 25Live via your MySCU Portal tile and go to your dashboard.

In the "Your Upcoming Events" box, click on the "Events in which you are the Requestor."

Alert! If you have no events listed in this box OR if the event you entered in Ad Astra is not one of the events that you are listed as a Requestor on in 25Live, contact 25Live@scu.edu. Provide the 25Live Team with the event name, date, time, and location. The team will look into your issue and work to support you with any event migration issues.

Review the list of events that 25Live shows that you have requested.

Click on the name of the event that you would like to edit.

This will open the event information page. Click on the "Details" tab.

Click on the "Edit Event" icon.

You'll be taken to a 25Live Event Form which has been pre-populated with event information that you originally entered in Ad Astra. You'll be able to edit existing information and/or add new event details that will be saved in 25Live.

Below we'll highlight the key areas where you may want to add/edit event information:

Expected Head Count - if you need to increase this amount above what you originally requested in Ad Astra, **please reach out to the Building Manager** of your requested location to let them know of the change. To identify the appropriate Building Manager: - Go to the Task List tab of the event information page and open the "Location Assignments and Approvals" window. The Building Manager will be listed in the "Assign To" column. - Access the [Building Managers and Schedulers list](https://drive.google.com/file/d/1wqHpwtPP1HwXZGyc8RZPnOjSBownflgH/view?usp=drive_link) which is also linked from the [25Live webpage](https://www.scu.edu/epo/25live/).

Changing your requested Date or Time will forward your request back through the 25Live location approval process. Tip - if you need to change your event's date and time, do a location search **first** to verify whether or not your preferred location is available at your new date/time.

Changing your Location will forward your request back through the 25Live location approval process. Tip - if you need to change your event's location, do a location search **first** to verify whether or not your new location is available for your the date and time you need.

You'll need to answer all of the required questions in the "Additional Event Information" section of the Event Form. This will be new information that was not asked in Ad Astra. All required questions are noted with a red asterisk (\*).

Campus event equipment (tables, chairs, podiums, trash cans, etc.) and Operations Support (custodial, irrigation, electrical, etc.) are now requested directly in 25Live! If you would like to add any of these resources to your event, you can do that in the Resource section of the Event Form. New resource requests will be routed through the 25Live resource approval process. IMPORTANT: Be mindful when you select the resource provider from the drop-down "Saved Searches" menu. Different spaces on campus are supported by different resource teams and it is important that your resource request go to the appropriate provider for your requested space.

If you would like to add event diagrams, required permits, or any other documents related to your event, you can either "drag and drop" them in this window, or browse your computer for the file by clicking the "Upload a file" button.

If you'd like to add additional information about your event for SCU event stakeholders, you can do so here. IMPORTANT: Adding information here does NOT send a notification to event stakeholders. If you are adding or changing important event information here, be sure to contact the relevant stakeholder directly. **If you are providing any changes or additions related to Operations or Facilities, please ALSO email them directly at facilites-csc@scu.edu.**

Once you have added or changed all of the Event Form information, click "Save" to submit/update your event request.

If your Event Form will not save, it is likely that a required question(s) were left unanswered. You will be notified to "Please enter a value in a required custom attribute" (custom attribute is 25Live's term for a question on the form). Scroll through all of the questions and answer any that remain unanswered.

Once all questions on the Event Form have been completed, click "Save" in the lower right-hand corner of the screen. If any of your edits triggered the 25Live location or resource tiered approval process, you can follow the request through that process using the ["How to Verify My Event's Approval Status"](https://scribehow.com/viewer/How_to_Verify_My_Events_Approval_Status__b6iLFseyS-auU8i2EgZMcg) quick guide.