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 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. This name will live only in 25Live and is used for administration and reporting.

2.     Event Title:  You may enter up to 120 characters. If you intend for your event to be on a public facing calendar, please follow the guidelines below when creating your Event Title.

• Keep titles concise and clear. Titles should ideally be less than 65 characters long, including spaces.
  • Longer event titles may be truncated with an ellipsis in some calendar views.
• Do not include the words App State or Appalachian State in the title.
• Do not use abbreviations.
• Principal words should be capitalized. Do not capitalize words like “a,” “and”, “in,” “of” or “the” unless they are the first words of the title. Do not use all caps.
• Single quotation marks should be used around the titles of books, plays, magazines, newspapers, TV shows and movies.
• Event titles should not include details like event sponsor. These details should be included in the event description.
• Numbers 0-9 should be written out. Numbers that are 10 or higher should use the figure.
• Please proofread titles for proper grammar and spelling.

3.     Event Type: Select the Event Type that best describes the event.  For help selecting an event type, please review the event type descriptions in the List of Event Types. 

*If you are a student, you are limited to Student Event.

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

1.   Enter an Expected Headcount for the event.

• This information is used to find a room appropriate for the number of attendees and is also sent to Service Providers.

2.   Add an Event Description. 

• Event description should provide a sense of who, what and how. Briefly explain who is speaking or performing and what attendees can expect to see or hear. For calendar events, descriptions should be at least three sentences long and answer the questions who, why, what, and how. An example description is available in our submission guidelines. 
• List co-sponsors and note if the event is free and open to the public. Events not open to the public should include the following disclaimer in the event description: “This event is open to App State students, faculty and staff.
• Note: If you include your location, date, or time, remember to update this information in your description if you make changes to your location, date, or time in your event form.

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.  An example where this might occur is if you are having an event that starts at 10:00 pm and ends the next day at 1:00 am.

2.     Additional Time: You may add extra time for setup & takedown or pre & post-event activities.  This will add time to the duration of the reservation, but will not be shown on an external calendar.  For example, you may need 30 minutes to setup for the event and another 15 minutes to allow guests to arrive before the event starts.  This will add 45 minutes to the duration of your reservation, but the extra time will not be included on an external calendar.

In the calendar, the date you specified in the Date and Time section will already be selected. 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.     Hide Conflicts, Hide Request Conflicts & Enforce Headcount: These options should be unchecked to see all conflicts and potential rooms.

2.     If you know the location you want for your event, use Search Locations  to search by location name.   You can either use the building code or building name.  For example, you can search using PSU or Plemmons Student Union.

*Alternate ways of searching for rooms are by using Search Filters or Saved Searches. Search Filters let you select categories, features, layouts, and capacities. Saved Searches include a defined set of locations that may be public searches or searches created and saved by you.

3.     As you search, 25live will check venue availability based on the dates and times specified.

4.     Select linked titles to view location details.  

5.     If applicable, click on Conflict Details to view why a location is not available.

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

*Please note, if your event will need more than one room you can request mutliple rooms in a single event request. 

Resources are equipment, services, or other items associated with location reservations.

Users cannot search for resources. Instead, 25Live provides Recommended Resources based on the event location selected. If no resources are displayed, there are currently no recommended resources for that location.

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 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. 

• 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 or submit a 25Live support ticket.