Requesting an Event in 25Live

To request space on campus or resources for an event, follow this guide to successfully complete and submit a 25Live Event Form. Pay attention to the "Instructions" for each section of the form, located just underneath the red header bar. Entering all of your event information will help you avoid common event planning pitfalls and streamline communication with event stakeholders.

Event Planning
50 steps
9 minutes

Collegenet

Select the 25Live tile from your MySCU Portal dashboard or use your browser to navigate to <https://25live.collegenet.com/pro/scu#!/home/dash>. Single Sign On verification will be required to access the 25Live platform.

There are multiple ways to access the 25Live Event Form: 1. You can click on the blue "Create an Event" button on your dashboard.

2. You can click on the "Event Form" logo in the top, red tool bar.

3. Or you can click "More" in the top, red tool bar.

Then select "Event Form" from the drop down menu.

Once inside the 25Live Event Form, you will need to answer all required questions in order to save/submit your event request. Required questions are noted with an \*. Be sure to thoroughly read each section's "Instructions," located just under the red section header bar, to get extra information about that section of the Event Form.

Event Name: Enter a descriptive title for your event.

Event Type: Select the most appropriate option from the drop-down menu. BONUS - If you typically schedule only one type of event, you can click the star next to that Event Type to make it a "favorite." Once starred, it will always show up at the top of the drop-down menu

Primary Organization: Type in the name of your organization or department and select the appropriate organization from the resulting list. BONUS - If you click on the star next to the organization name, this organization will always show up as the top option in your "Search Organizations" box.

If you are co-hosting this event with another SCU organization(s), please click the "Edit" button and select the additional hosting organization(s).

Expected Head Count: Fill in the number of attendees you anticipate will attend your event. The number you enter here can help narrow down the locations that are offered to you in your Location Search later in the Event Form.

Date and Time: Select the date your event will begin and enter the start and end times. Please use the ACTUAL start and end times for your event, as any additional time needed for setup or takedown will be noted in the next step. For any event that ends before midnight on the event date, the "This begins and ends on the same day" box should be checked.

Date and Time: If you would like to reserve the space for additional time beyond the event time itself, open the "Additional time" window.

Date and Time: Add the appropriate amount of additional time needed before and after your event for: 1. Setup Time = extra time needed to set up the room in advance of attendee arrivals 2. Pre-Event Time = attendee arrival and check-in time 3. Post-Event Time = attendee mingling and departure time 4. Takedown Time = extra time needed to clean up and return the room to it's standard configuration

Date and Time: If your event is recurring, click on the "Repeating Pattern" button.

Date and Time: Use the Pattern Picker tool to set the pattern for your repeating event. When finished, click the "Select Pattern" button.

Locations: To find an available location for your requested date and time, you'll use the Location Search tool in the Event Form. Be sure to read the Instructions before beginning your search.

Locations Pro Tip: It is highly recommended that you UNCHECK the "Hide Conflicts" box. If you do not, your search results will include spaces that are already requested or reserved.

Locations Pro Tip: It is highly recommended that you CHECK the "Enforce Headcount" box. If you do not, your search results will include spaces that may not accommodate the expected headcount that you entered earlier in the Event Form.

Locations: There are two key ways to search for a location for your event: 1. Use the "Saved Searches" drop-down menu to select one of your Saved Searches, Starred Locations, or Public Searches 2. Use the "Search Locations" search box to enter keywords to define your search parameters Hit Enter or the blue "Search" button to execute your location search.

Locations: To request your desired location(s) from the search results, click on the blue "Request" button. Pro Tip: If the request button is brown instead of blue, it means that that room has already been requested and that the request is pending approval. It is SCU's policy to approve room requests on a first come, first served basis.

Locations: Once you've selected your desired location, you can select your preferred room layout using the Layout drop-down menu.

Locations: You may also provided additional layout or setup instructions in the text-based Instructions field.

Additional Event Information: Based upon your Event Type and Location, the 25Live Event Form will request additional information about your event that is relevant to SCU event stakeholders. All required questions must be answered in order to save/submit your request. Note: The 25Live Event Form is a "smart" form and questions will be added/removed based upon your responses to previous questions.

Additional Event Information: Enter the event requester's phone number in the preferred format.

Additional Event Information: Enter the appropriate Cost Center/Budget String information for this event.

Additional Event Information: Select all of the attendee constituencies that apply to this event.

Additional Event Information: Select the appropriate response from the drop-down menu to let event stakeholders know whether or not the University President will be attending the event.

Additional Event Information: Move the toggle to indicate if you will be having an external, non-SCU speaker(s) at your event. If you answer "Yes", the form will also ask for additional information about the speaker(s).

Additional Event Information: Move the toggle to indicate if your event will require a a contract with a third party business.

Additional Event Information: Move the toggle to indicate if you will be serving food at this event. If you are, you will be asked whether you are using SCU's Bon Appetit catering service or an external provider. Depending on your response, a pop-up window will appear providing access to Bon Appetit's catering order form or SCU's relevant food and beverage policies. Questions related to alcohol service may also be asked.

Additional Event Information: Move the toggle to indicate if your attendees will need any Parking or Transportation Service's offerings (parking passes, reserved spaces, shuttle rentals, etc.) If you answer "Yes," a pop-up window will appear providing access to the Parking and Transportation Service's request form.

Additional Event Information: Will you need A/V equipment (beyond what is installed in the room) or Media Services support for your event? If you answer "Yes," a pop-up window will appear providing access to the Media Services' equipment and services order form.

Additional Event Information: If you will need additional electrical support for your event, you can indicate that here to notify Operations of your needs.

Additional Event Information: Will you need additional tables, chairs, or other event equipment for this event? If so, move the toggle accordingly. Later in the form you will be able to request the type and quantities of event equipment you will need. NOTE: Be sure to pay attention to any pop-up instructions directing you to select resources from a specific provider. 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.

Additional Event Information: Move the toggle to indicate if you will need additional trash/recycling/compost bins. If you are providing food for a group, be sure to consider whether or not the bins located in the room can accommodate the amount of waste that will be generated during your event.

Additional Event Information: Will you need pre- or post-event custodial support? Move the toggle accordingly.

Additional Event Information: Use the toggle to indicate if your event will be co-sponsored by a non-SCU business or organization. If you answer "Yes", additional information about the external organization will be requested.

Additional Event Information: List the first and last name of the person that will be the primary contact on the day of the event.

Additional Event Information: Provide the cell number of the person that will be the primary contact on the day of the event. Please do not enter an office extension as the contact is typically away from their desk during the event time.

Resources: You can order tables, chairs, podiums, and other event resources directly within 25Live. Be sure to read the Instructions for this section before proceeding. NOTE: If you would prefer to add your resource request at a later time, you will be able to edit your event to do so, HOWEVER, the sooner you make your resource requests the more likely you'll be allocated the items that you need. If you choose not to enter the resources at the time that you submit your event request, please make note of that in the "Further Event Information" box at the bottom of the Event Form (ex: "I will place my resource request closer to my event date").

Resources: Use the "Saved Searches" drop-down menu to view the list of event resource providers.

Resources: 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.

Resources: You will be able to see the number of each event resource that is available on the date of your event (Quantity Available). To request event resources, enter the number of any resource needed in the "Add" column and click "Request". NOTE: All requested resources will be listed below the Resource box. Be sure to thoroughly review your resource requests to make sure that you've requested everything you will need. There may be additional resources listed that were added based upon answers you provided in the "Additional Event Information" section of the form (ex. irrigation support for an outdoor event space).

Attached Files: You can add/upload event layout diagrams, required permits, etc. that will help campus event stakeholders properly support your event. There are two ways to add files to your event: 1. Drag and drop files in the box indicated. 2. Select "Upload a file" to browse for your desired file.

Event Contact Roles: If you would like to add an additional contact to this event you may do so here. Additional Contacts will receive a confirmation email with event details if they are added here before the Event Form is first submitted. Note: Additional contacts will not have any editing/uploading rights to the event. Only the original requester will have that level of access in the event details.

Further Event Information: Add a detailed description of your event including purpose, expected audience, specific room layout requests, and any other information that you think would help event stakeholders while supporting your event. NOTE: If you have chosen to add your event resource requests for tables, chairs, etc. at a later time please make note of that in this section (ex: "I will place my resource request closer to my event date").

To submit the Event Form, click "Save" in the lower right-hand corner of the screen.

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. Once submitted, your event request will begin its progress through 25Live's tiered approval workflow.

Requesting an Event in 25Live

Event Planning
50 steps
9 minutes