Editing an Event Request

In 25Live you have the ability to edit your Event Form request after your initial submission. Follow the steps below to ensure that SCU event stakeholders receive your updated event information. It is HIGHLY RECOMMENDED that you do NOT edit your request within 7 days of your event. Within this time there is no guarantee that your requested changes will be accommodated by the relevant SCU event stakeholders.

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."

A list of all of the events for which you submitted an Event Form will be listed on the results page.

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 back to the 25Live Event Form that you submitted for this event where 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 can add/edit event information. Be sure to CAREFULLY read each section, because updates in the Event Form have different repercussions and may require you to take additional steps to contact SCU event stakeholders directly.

Expected Head Count - if you need to increase this amount above what you originally requested, **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; OR - Access the [Building Managers and Schedulers list](https://drive.google.com/file/d/1wqHpwtPP1HwXZGyc8RZPnOjSBownflgH/view?usp=drive_link) which is also linked on 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. Pro 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. Pro 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.

If you choose to make changes to the "Additional Event Information" within 7 days of your event, **you must also reach out to the relevant SCU event stakeholders directly:** - **Campus Safety** - if the President will now be attending or if you are adding or changing Guest Speakers. - **General Counsel** - if your event will now need a contract with a 3rd party business. - **Bon Appetit** - if adding/removing on-campus catering. - **Media Services** - if adding/removing A/V equipment or technical support. - **Operations/Facilities** - if you are adding/removing Event Services resources (tables, chairs, etc.) or Operations support (custodial, electrical, irrigation, etc.). - **Auxiliary Services** - if you are adding a tent, stage, food truck, etc. to your event.

Campus event equipment (tables, chairs, podiums, trash cans, etc.) and Operations Support (custodial, irrigation, electrical, etc.) are requested directly in 25Live. If you would like to add any of these resources to your event AFTER you initially submit your Event Form request, you can do that in the Resource section of the Event Form. New resource requests will be routed through the 25Live resource approval process. NOTE: If you originally indicated in the Further Event Information box (at the bottom of the Event Form) that you would add your resource request at a later time, you can add them now in the Resources section of the Event Form. Be sure to ALSO edit/update the information you originally had in the Further Event Information box below. 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 in the Further Event Information box. 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 in this box, please ALSO email them directly at facilites-csc@scu.edu.**

Pro Tip! If you'd like to track your email correspondence about this event inside the event's Audit Trail, you should email event stakeholders from within the event itself. From the event information page, click on "More Actions" at the bottom right of the header, then choose "Email Event" from the options bar. Add the appropriate recipients and type your message in the "Message Body" text box. It is recommended that you check the "Include event details in body of message" box before hitting "Send".

Once you have added or changed all of the Event Form information that you wish, 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.