WELCOME TO 25 Live

In order to access 25Live, you will need a logon and password provided by Campus Scheduling and Event Services. That information will also come

with a link that you will use to access the program. You should always use Firefox or Chrome. Internet Explorer is not recommended.

Your Login ID __________________________________ Password __________________________________

This will be your landing page. It contains a lot of useful tools you will learn about as you grow in your knowledge of this system. Eventually, you

can add STARRED (favorite) information for quick access. And you will be able to search for Events, Locations or Resources from this page.

Here we want to show you how to CREATE AN EVENT. And the easiest way to start is by clicking the green button to begin.

The first page will ask for: Event Name: Required. The Event Name is how you will identify the event. This field is limited to 40 characters. Please use easily identifiable terms for public audiences: No acronyms, nicknames and avoid words like “Meeting” or “Session. ” Also, please double check your spelling. Event Title: Not Required Use this field if you need more space (characters) to describe the event. IF you put ANY INFORMATION in the Event Title, that will show up on the public calendars and campus monitors.

Event Type: Required Pick one type that best reflects your event purpose. Some types trigger public calendar display or other notifications in the system. See the definitions at the back of this manual.

Primary Organization for this Event: Required What organization is responsible for this event? It is best to search for your organization. You can STAR your organization and it will always populate the field. You can select a different organization if needed, but identifying your favorites will make it faster to complete the form in the future.

Additional Organization: Not Required If you are co-sponsoring or partnering with another organization to host this event, then add their information here. This helps us to make contact with all parties associated with the event in case we have additional questions or concerns.

CLICK NEXT TO CONTINUE ON THIS AND EVERY PAGE – Do NOT click Save until the end.

Expected Head Count: Required Put in the expected Head Count for the event. This will help to determine the size room to assign for your event. Please do NOT cheat the number in order to fit your meeting into the room you want. Using rooms beyond capacity is uncomfortable for your guests and may violate fire code. Repeating Events: On this page, you will tell 25Live if you have a ONE TIME event or

does your Event repeat several times. You must answer this question before you can move forward. HOWEVER, repeating events MUST HAVE ALL THE SAME TIMES. If you have different meeting times for the same event, you will need to create new Event request for each meeting with a different time.

Event Date and Time: Required Enter the date of your event and the start time. The start time is the actual time your event begins. You also have options to add Pre-Event Time and Setup Time. For example, if you host a meeting that begins at 4 pm, but you’d like to serve appetizers 30 minutes before the meeting begins, that becomes the Pre-Event time. Setup is the COMBINED amount of time required by Events to arrange the room layout, catering to layout your food and for you to distribute all of your materials and prepare for the event. You should ALWAYS allow at least 15 minutes for set up

unless you plan to take the room AS IS. If you don’t include a set up time, the Events Office may impose one based on your set up instructions. This means if you tried to squeeze your event in between two other meetings, either you won’t get that room or it won’t be set up as you instruct. Likewise, you have Post-Event and Takedown time. Post-Event time could be included if you want to have your social gathering after the meeting. Takedown time is required only if you have equipment that needs to be removed from the room: a conference phone, additional tables or chairs or if you need additional time yourself to remove your materials. But if nothing has been added, do not include time for Takedown. You will also see, that your event time is only 2 hours, but you need the room for a total of 6 hours and 15 minutes – that is critical when you start to look for a room. IMPORTANT: The start and end date should be the same date. If your event is a several day event, you must use the Repeating Date option. Also, event requests must be contained to a calendar year – do not create events that span the New Year. As a good College citizen, please reserve only the time and dates you need. Do not reserve time unless it is necessary. Resources are few and the needs are many. IMPORTANT: If you are using a classroom, you must follow the block class schedule to allow students to enter the classroom 10 minutes before their class begins. We do not want to delay the start of classes due to meetings. CLICK NEXT TO CONTINUE

Repeating Events: Required If you selected the repeating Event option, you will arrive at this page after the initial date and time has been entered. 25Live offers you several options for repeating events, daily, weekly, monthly or Ad Hoc. These are fairly obvious, but Ad Hoc allows you to enter dates that do not match a standard pattern.

For any repeating event, you can create notes for each date if you need to communicate what each date is used for. Again, the most important part of repeating events is that they all have the same times.

Event Locations: Not Required You can find rooms in a couple of different ways, and then as always, when you find rooms you like to use, STAR them to add them as favorites. If you know a room number, enter it in the Search by Location to see if it is available. The Green check mark indicates the room is available for the date(s) at times you have requested. A Red Yield Sign indicates rooms are not available – however, you can hover over the icon to see how many dates may have conflicts. If you need to do a broader search, we suggest you use Advanced Search and select the Features option to pick the type of room you want. You should AVOID Categories because most likely it will return too many options and can freeze the program. When you find an available room, click on the room and it will move to the right hand column indicating you have selected that location. IMPORTANT: Selecting the room does not guarantee that exact room will be confirmed. All requests are submitted as DRAFTS which only saves the room number as a preference. Other requests may pre-date yours and the room could be assigned to someone else. Also, if you are making requests for the same event, but at different campuses, you MUST complete a separate request form.

POP UP for Set Up Instructions Once you have selected your Location(s), you can add set up instructions to communicate what you need for your event. For some rooms, you can click the Layout field to choose from several options (Classroom, Hollow Square, etc.). Remember, layouts are tied to room capacity, therefore you may not

achieve your desired capacity with some layouts. A room set as classroom could hold 36 people, but only 24 in a hollow square. Please make sure your group will fit the layout you choose. Some spaces are listed “As Is.” That means you get the room as the last person left it – which is different than a Default or Standard layout for the room. But, CLASSROOMS will always be As Is. If you use a classroom and re-arrange the furniture, you must restore the room. Event Services will only support meetings in classrooms under special circumstances. There is not enough time between class meeting times to reset the room.

Resources: Not Required Resources are the portable equipment or furniture brought into a space. You do not need to request the equipment normally in the room. Currently, we have very few resources populated in the product. Eventually, you will be able to select different options for furniture, conference phones, folding chairs, AV equipment, etc. Each resource will have a finite quantity and once all of those are assigned, you will not be able to request that equipment. However, just like the location search, double click the resource to select it for your event.

Event Categories: Required Under categories, select the campus where your event will be held. This may populate your event into the appropriate campus calendar. Or you can select Do Not Display if your meeting is by invitation only. Notice in the left column is a summary of your event. Double check this along the way to be sure all of your information has been entered correctly. You will also see the green progress bar that indicates how far along you are in the reservation form. CLICK NEXT TO CONTINUE

Event Requester Notes: Required Here you can send us notes about your event in case there is additional information we need to know IMPORTANT: This is a required field – so even if you don’t need anything, you must at least type in NONE. That is your acknowledgement that you need nothing more for your event. However, remember, if you ask for nothing, you will receive no services or equipment. Avoid putting in “More Information to Come” because that rarely happens. NOW YOU CLICK SAVE TO SUBMIT YOUR REQUEST

BUT BEFORE YOU ARE DONE….. Affirmation: Required Finally, you must agree to the terms and conditions of the College. We want to encourage good citizenry for College Resources. And, since you are utilizing tax payer resources, we need to hold you accountable for your actions. Madison College is a large organization with many different needs. We are doing our best to balance those needs and serve as many people and functions as possible. When you click SAVE your request will be submitted to Event Services for scheduling.

IMPORTANT: THIS DOES NOT CONFIRM YOUR EVENT, ONLY THAT IT HAS BEEN SUBMITTED FOR ASSIGNMENT. ALSO NOTE THAT THE LOCATION IS ONLY A PREFERENCE, THE EVENTS OFFICE MUST OFFICIALLY ASSIGN THE LOCATION AND CONFIRM THE EVENT. But you have a few options after you have submitted/saved your event request. If you made a mistake, you can EDIT the request. Please note, when you edit, there are some items you cannot change. If you made a mistake or need to make large changes, use the system EMAIL to send us a copy and include CANCEL in the text. That will help us find and remove the event. We also have your authorization to cancel the event in writing. You can also COPY the event if you need to add additional dates with different start times or locations. And, if you do make additional requests that are associated with your primary event request, you should ESTABLISH RELATIONSHIPS. That tells the system the separate requests are related. At a later date you can open all requests associated with the primary event. Last, you can STAR this event so you can easily find it when you return to 25Live. We advise against PRINT CONFIRMATION. At this point, your event is NOT confirmed. You have only requested space for your event. And do not CREATE TO DO or EMAIL the details to others. We do NOT want others to believe the event is confirmed. Our process is to Assign the rooms. 25Live will double check the availability of the room you have selected and if everything is still open, your event will be assigned to that location. If there are items missing or incomplete in the Event Details, we may Deny the event request to get more information. You will actually help determine the speed at which we can respond to your request. The more time we have to spend filling in information, the longer it will take to get a response. Our goal is to provide a confirmation within 48 hours, but we hope the system will increase our response time. Once you receive a Confirmation from the Events Office, you can log back into 25Live to see the details. When you get to the landing page, you can either click on Your Event Drafts or Recently Viewed. If you STARRED the event at the end, it will appear in that box. When your event appears, click on the Details tab to see if your event has been updated to Confirmed. If you see grey boxes next under Assignments, and the State is still Draft and your event has not been confirmed.

There is still a lot for us to learn and implement. The system has a lot of potential and we hope to leverage as much as we can. But, this is a good starting point. And, the most important step in using the product effectively is YOU! Making sure you follow the processes will help everyone keep good data and help make the most efficient use of our College resources.

Event Types Definition Academic Related An event associated with a course (Supplemental Instruction, Guest Lectures, etc.) Banquet Any dining event Block Room Block room from being booked by another Calendar Announcement Provide a way to insert campus announcements into the calendar Camp Related to Athletics Only - special training camps, youth camps, etc. Campus Visit Typically for high schools visiting the campus Ceremony Special event related to a celebration: graduation, PTK induction, etc. Conference Multi-layered collection of meetings around a single topic Convocation All events and activities related to Convocation for the College Display Item For scheduling items in specific display cases Do Not Publish For any event or activity that should not be published Equip Check Out Used to schedule specific equipment with no room assignment Exhibit Used for trade shows, fairs, any event with multiple exhibitors Information Table Used to schedule designated informational tables at each campus. Meeting Simple meeting - one place at one time Orientation Special sessions for incoming students - for any program Party Any type of celebration or festive gathering Performance Any performance in any venue Practice Related to Athletics Only - in support of a particular sport Presentation Event not as formal as a performance Public Service An external event that meets the Public Service criteria Rally A gathering in support of a specific message Rehearsal Preparation for a special event (ceremony, performance, spec. event) Sporting Event Any sporting event (other than practice) in any venue Testing Any testing related activity (Compass, BEST, TEAS, ATI, etc.) Tournament Any type of event that's purpose is for competition - except Athletic events. Training Non-academic activity related to the instruction on a particular process Tutoring Specific to Testing and Tutoring Space Layouts Definition As Is Room is left as the last user left the room - this is not the default set up Café For banquet seating, chairs placed around all sides of a table Classroom Tables and chairs facing the front of the room Conference At conference table is one single center table with chairs on all sides Hollow Square Many tables placed in a large open square with chair on the perimeter Pods Multiple tables placed randomly around the room with chairs on all sides Special User will define the set up and provide further instructions Theater Chairs in rows facing the front - no tables Trade Show Multiple tables placed in a row, with chairs behind the table facing out U-Shaped Many tables placed in a U-Shape generally facing a screen or presenter