University Events Scheduling and Communications

 Click the Event Form button on the navigation bar at the top of the screen to open a new 25Live Pro Scheduling Event form. 

Starting at the top of the form, enter event details. You must complete all required fields to save your request. 

1.     Event Name: Enter a name that clearly describes the event.  You may enter up to 40 characters.

2.     Event Title: Enter a title that clearly describes the event.  You may enter up to 120 characters.  Please avoid abbreviations in this field as this title may be used on a calendar.

3.     Event Type: Select the Event Type that best describes the event.  

* If you are  facutly/staff and unsure which Event Type to use, you can see descriptions in the List of Event Types.  If you are a student, your only option will be Student Event.

4.     Primary Organization: Indicates the event host, e.g. your department or club name.  Additional organizations may also be added.  

* Students who receive an error that their organization is locked, frozen, or inactive should reach out to Campus Activities at campusactivities@appstate.edu.  Once your organization is back in good standing, you will be able to request space on campus.

Enter an Expected Head Count for the event. Then, add an Event Description. 

1. Enter additional information about the event. The event description allows you to include important details about the event that did not fit in either the event name or event title. Grammar, punctuation and clarity matter. The event description allows for formatting of your text, but it is recommended that you do not use these features. 

Next, specify the date and time of the event. If the event occurs on multiple days, you will enter details in the next step.

1.     “The event begins and ends on the same day”: Your event will likely start and end on the same day. There are very few cases where you would need to uncheck this selection. 

2.     Additional Time: You may add extra time for pre- or post-event activities. These activities do not include set-up and breakdown, which are added as Additional Info later in the form. 

In the calendar, the date you specified in the previous section will appear. If your event occurs on more than one day, please use the calendar to select additional dates. A list of your selections will appear alongside the calendar. If necessary, you may adjust event hours for any date by clicking on the Manage Occurrences button.

1.     Search by location name, if you know the location you want for your event. 

2.     Search by Saved Searches and select Public Searches to search by a defined set of locations.

3.     Hide Conflicts & Enforce Headcount: These options should be unchecked in order to see all conflicts and potential rooms.

4.     As you search, 25live will check venue availability based on the dates and times specified. Select linked titles to view location details. If applicable, select Conflict Details to view related information.  

5.     Once you have identified the location you would like to request, click the Request button. This will add the location to the event form.

1.     Search by resource name, if you know the resources you want for your event. 

2.     Search by Saved Searches and select Public Searches to search by a defined set of locations. Resources are generally tied to a location/building.  For example, all resources for the Plemmons Student Union will begin with “PSU”, allowing you to use this as a search term.

3.     As you search, 25live will check resource availability based on the dates and times specified. Select linked titles to view resource details. If applicable, select Conflict Details to view related information.  

4.     Once you have identified the resource(s) you would like to request, click the Reserve button. This will add the resource to the event form.

Depending on the event type you selected earlier in the event form, you may have questions that need to be answered in order to complete the form.  Below is an example of questions you may see on the event form.

Event Comments: You may leave additional notes about your event for related staff in the Event Comments box.

In the section after Saving This Event, you may choose the area of 25Live where you want to be taken after saving the event form draft. Then, select Preview to view a draft of the form draft before saving or select Save to submit the form.

• The option to Cancel the event form is always available in the bottom right corner of the page, alongside the options to Preview and Save. If you select Cancel, be aware that your selections or changes will not save. 
• Do not simply close your browser to cancel the event form.  If locations and resources have already been selected, they will be locked as pending, restricting other users from requesting them.  Please be sure to click Cancel.
• The event request reference number is displayed after the event is saved. You can use this number later to quickly find the event in 25Live.

• For additional assistance, contact the Office of University Events Scheduling and Communications at uesc@appstate.edu to inquire about training sessions.