Creating an Event in 25Live

How do I create an event in 25Live to reserve space on campus?

25Live

The first time you login, the system activates your account and assigns security permissions. It will appear as though you login successfully, but you will not have full functionality. Please log off and give the system time to complete the activation process. Once complete, 25Live will generate an email confirming your account activation. Once received, you can login to use 25Live with full functionality.

Sample email from 25Live:

 

Create an Event:

1. Login to 25Live Pro with your Northern credentials (requires DUO authentication).
   1. Click the 25LIVE ROOM REQUEST link at the very bottom right of the northern.edu website, or
   2. Use the direct link: https://25live.collegenet.com/pro/sdbor.

2. The main screen is called the dashboard. You can get back to the dashboard from anywhere in the system by clicking the 25Live Pro button on the top banner.

3. If you are unsure of when/where to request space, the Find Available Locations element on the dashboard is a good starting point. Click the statement that applies to your situation and follow the prompts.

4.  If you know all the details of your event, including where it will take place and when, click the Create an Event button at the top of the dashboard to open an Event Form wizard. Please enter information in all fields using the guidelines below.

Event Name: Required. Limit 40 characters. Be as descriptive as possible.

Event Title (for Published Calendars): Required. Avoid abbreviations or acronyms, spell words out completely. Limit 120 characters. This can be the same as the Event Name or expanded to include additional detail that does not fit in the Event Name field.

Event Type: Required. Only one Event Type can be selected for an event and cannot be changed once the event is created. You may search by typing or select items from the dropdown list. All items specific to Northern will begin with ‘NSU-‘.

You can “star” items that are used frequently so they populate the top of the dropdown menu for quicker access the next time you create an event. Items without stars will be listed immediately after the starred items in alphabetic order.

Primary Organization: Required. Choose the organization that is hosting or responsible for the event. You may search by typing or select items from the dropdown list. All items specific to Northern will begin with ‘NSU-‘.

You can “star” items that are used frequently so they populate the top of the dropdown menu for quicker access the next time you create an event. To select something that is not in your starred list, you must type keywords into the search box.

Expected Attendance: Required. Enter the best estimate for attendance.

Event Description: Required. This description appears on Northern’s website calendars and may be visible to campus constituents and the public. Avoid abbreviations and acronyms; be detailed and informative. Include who can attend, links to pre-register, fees to participate, expected attire, etc. This is the space to relay all details for an event.

Some descriptions, such as swimming pool hours, can be very brief, such as:

“The Barnett Center pool is open to lap swimming for NSU students, employees and the public.”

Some descriptions need to be longer, including some or all the info below:

What is the event about?

Include in description:

• What is the purpose of the event? Why is this event important/interesting?
• What information will be shared?
• Who is the speaker and what is the topic?
• Does the event feature a special activity, food, prizes or other free items?
• Does the event benefit a charity or campus group?
• Is there a cost to attend?

Who can attend?

Handy phrases to indicate who may attend (choose one subject and verb):

• The public/everyone is invited/encouraged/welcome to attend.
• Students/faculty/staff are invited/encouraged/welcome to attend.

Links

Possible helpful links to include with your event:

• NSU’s website
• Other websites
• Ticket purchasing sites
• Survey forms, registration forms, etc.

The following locations require additional information in the description to tell attendees where the event will take place:

• NSU*ONLINE – include a link to Zoom or other web-delivery system
• NSU*OUTDOOR – include a description, such as ‘Washington Street Parking Lot’
• NOFF*CAMPUS – include the physical address and business name (if applicable)

Date and Time: Required. This should be the actual time of the event. Do not include setup and takedown time here.

Additional Time: Use this dropdown to request time for setup, takedown, pre-event, and post-event time. In most cases, you will enter pre- and post-event time required to host the event, such as for a social or meet-and-greet prior to the event start. The setup and takedown time are typically entered by the location Approver to block time for the custodial staff.

Repeating Pattern: The Repeating Pattern button can be used to create daily, weekly, monthly, or ad hoc repetition for your event using a wizard.

However, most users find it much quicker to simply click the dates on the interactive calendar directly below the Repeating Pattern button. (The dates in blue in the screenshot below have been selected by clicking.) You can navigate from month-to-month or year-to-year using the arrows on either side of the displayed month and year.

Location: All Northern spaces begin with an ‘N’ followed by either a 2- or 3-character code to identify the building. You can enter the building code in the search box, or you can type out the building name, i.e., “Lincoln” or “NLN”. You can also narrow your location search down using More Options. If you have searches saved, you can find them using the Saved Searches (optional) dropdown box.

NOTE: If an event will occur in multiple buildings, a separate event form must be completed for each building to ensure proper approval.

Some locations can only be reserved by the person that approves their use. If you cannot find the location you need, contact the approver for that space to request use. Be prepared to provide the approver will all necessary details for the event form.

Frequently Used Building Codes:

• NBC       Barnett Center
• NLB        Beulah Williams Library​​​​​​​
• NDH       Dacotah Hall​​​​​​​
• NGH       Graham Hall​​​​​​​
• NGB       H.P. Gerber Hall​​​​​​​
• NJSC       Jewett Science Center​​​​​​​
• NJC        Johnson Fine Arts Center
• NAB       Krikac Administration Building​​​​​​​
• NLN        Lincoln Hall​​​​​​​
• NMJ       Mewaldt-Jensen Hall​​​​​​​
• NSP        Spafford Hall​​​​​​​
• NSU       Student Center​​​​​​​
• NTC        Technology Center

 

Resources: Note the gold box at the top of the Resources section. If audio visual equipment or services are required for the event, you must complete a separate support ticket.

To publish the event to a specific online calendar, you will need to select it as a resource.

1. You can search using the More Options > Categories+ button.
2. Check the box next to Calendar.
3. Click Done.
4. The screen will refresh, click Search.
5. From the list of calendars, select the appropriate calendar(s) by clicking the corresponding Request button. Each calendar will require approval from a user in addition to the event approvals.

 

 

 

To search for a specific item, enter the search term in the text box and click Search. A list of options will populate. Enter the quantity needed and click Request.

Please note the alphabetical “code” directly following ‘NSU-‘ in the resource name. This coincides with the building codes listed above; most resources are only available for a specific building. If you are unsure, please reach out to the location approver before selecting.

For a broader search, enter ‘NSU-‘ and click Search. This will show all resources available. You can enter quantities and click Request next to each required item.

Please note the alphabetical “code” directly following ‘NSU-‘ in the resource name. This coincides with the building codes listed above; most resources are only available for a specific building. If you are unsure, please reach out to the location approver before selecting.

Categories: This section will not be available for all events. The event type selected earlier in the form determines if a category can be associated with the event. Click the Edit button and choose any/all items in the list that apply.

Requirements: The “Do NOT add to calendar” checkbox should be checked only if the event you are scheduling is aimed at a limited audience or does not permit public participation. Examples include exams, department or committee meetings, athletic practices or team meetings, Fine Arts rehearsals, and job candidate interviews. The comment box under Requirements is rarely used.

Comments: This section prints on the event confirmation and is visible to users in the workflow of the event, it does NOT appear on online calendars. Use to communicate with all 25Live users. If there is an outside point of contact that you want all 25Live users to see, enter here.

Confirmation Notes: This section prints on the event confirmation, which the scheduler receives. It does NOT appear on online calendars. Use to pass information between approvers of the locations and resources requested.

Internal Notes: This section should be used to communicate information that should not be included in the Event Confirmation Detail. Be cautious – info entered here is not visible to all support staff that may view the event form. Most details should be placed in the Comments box rather than Internal Notes to ensure visibility to necessary staff.

Affirmation: Required. The affirmation statement must be acknowledged before the event can be submitted for approval.

5. Click Save in the bottom right to submit your event for approval.

Once the event is submitted, you will receive an email with the request details. The event request then routes through a workflow for approval. When it has been confirmed and approved, you will receive a second email for your records. Your event is not considered confirmed until you receive the confirmation email from the approver.