1 | Page Student Requestors – January 17, 2020 25LIVE OVERVIEW Page Workflow in 25Live .......................................................................................................... 2 Review Home Screen ...................................................................................................... 3 Search Available Locations ............................................................................................. 4 Search Your Events & Requests ....................................................................................... 6 Search by Your Organization’s Name .............................................................................. 9 Create an Event/Request a Campus Location .................................................................. 11 Noteworthy ..................................................................................................................... 13 Location Approvers ......................................................................................................... 14 Planning Deadlines.......................................................................................................... 16
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25LIVE · 2020. 1. 16. · SM Smith Hall (BIOL) Sarah Grue [email protected] 410.704.3043 SM Smith Hall (CHEM) Cynthia Wolfe [email protected] 410.704.4870 SM Smith Hall (PHYS) Renee
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1 | P a g e Student Requestors – January 17, 2020
25LIVE OVERVIEW
Page
Workflow in 25Live .......................................................................................................... 2
Review Home Screen ...................................................................................................... 3
Search Available Locations ............................................................................................. 4
Search Your Events & Requests ....................................................................................... 6
Search by Your Organization’s Name .............................................................................. 9
Create an Event/Request a Campus Location .................................................................. 11
25Live forwards your requests for classrooms or event space directly to the location approver. The location
approver will review your request to ensure it’s the right room for the right meeting/event.
Requestor
• Requestor enters classroom/room request into 25Live, populating the required information.
• Requestor can view availabilities to make a better location choice.
Location Approver
• Location Approver reviews/approves (or denies) request. May ask for more information from you.
• Location Approver assigns the classroom/room or assigns another more appropriate room.
ECS
• ECS is notified of all room assignments except those for Campus Recreation Sports (Burdick Field & Gyms) and those rooms within the Center for the Arts and Stephens Hall Theatre. Currently ECS is sending e-mail confirmations.
• At any time, requestor may sign into 25Live to check the status of his/her request(s).
12 | P a g e Student Requestors – January 17, 2020
25LIVE MOBILE VERSION – CREATE AN EVENT – REQUEST A CAMPUS LOCATION
https://25live.collegenet.com/towson/mobile.html
Create an Event – Request a Campus Location
Always enter a meaningful Event Name. This will help you search and locate it later.
Type a keyword in Search for Locations, e.g.,ballroom, computer, conference, gym, lab, lecture hall, seminar.
Use Find Me A Space when you’re unsure of which location you want. Select only one. At the end of the form, make sure to indicate in the Comments section which room or type of room you would like.
Complete the form in its entirety, including the Parking section when ten or more outside guests are invited to campus.
Answer all of the questions—including food and beverage—as some locations do not permit food.
Use the text boxes to tell us what type of room setup you would like and what kind of tech you will need. This helps us ensure you have the right room for your needs.
Check the Affirmation. Click SAVE.
The request will go to the appropriate room approvers for their review (see pages 14 & 15).
Indoor locations are identified with a two-letter building code <space>four-digit room number, e.g., SM 0359.
Each request may contain many dates and many locations but only one set of start and end times. If the time of the event changes, then a new request must be submitted.
BU Towsontown Field, CK Beach, Find Me A Space, HH Speaker’s Circle, LA Lawn, LA Tiger Plaza, LH Freedom Square, NE Newell Field, PL Parking Lots or Garages, Outdoor Tabling Locations, UU Glen Picnic, UU Paws Pavilion, WC Lawn
16 | P a g e Student Requestors – January 17, 2020
25LIVE PLANNING DEADLINES
Event and Conference Services reminds students and their organization’s executive boards
of the important deadlines for planning events and meetings.
Successful and memorable events, including simple meetings, are planned in advance with proper communication and
guidance from your assigned ECS event manager. Our goal is to have your guests walk away satisfied with each and every
event or meeting that takes place on campus. With this goal in mind, we kindly remind department event planners of the
deadlines required to make the most of our resources. Resources including staffing, technical services, tables and chairs
are limited making last minute requests difficult to accommodate. Services such as catering and parking are limited as
well and require advanced planning. Listed in the table below are the deadlines necessary to pull off that one of a kind
event.
Planning Deadlines
21 Days
Large events (e.g., conferences, large meetings, concerts, walks and runs) require at least a 21 day notice.
Campus location should be booked and confirmed well in advance to ensure the space is available. For example, events which are large (300 or more guests), those which require sound systems, staging, special lighting, contracts with a tech rider, ticketing, registration, coordination with police, should be planned and finalized three weeks prior to the event date.
14 Days Events and meetings which require Technical Services, staffing, catering, rentals and/or parking must be planned with your Event Manager at least fourteen (14) days in advance.
Campus room, venue, or location should already be confirmed. Those events or meetings, for example, with less than 300 guests, or require less sophisticated technical services such as a podium and mic, catering, and/or parking for outside guests should be planned and finalized two weeks prior to the event date.
13 Days – 24 hours
Events and meetings planned between 13 days and 24 hours will have their event space setup request accommodated, however, requests requiring Technical Services or staffing will not be guaranteed and will be fulfilled based on staffing and equipment availability.
Campus room, venue, or location should already be confirmed; however, requests for facilities are accepted within this time frame. Rooms will be setup to meet the needs of the event or meeting. Technical services and/or staffing requests are not guaranteed.
10 Days
Please ensure the following forms are submitted at least 10 days in advance: catering, event parking request form, food waiver request form and the fire permit form.
Services provided by campus departments require two weeks’ notice. This provides ample time to properly staff, order the necessary food and beverages, and/or alert the proper county authorities.
24 hours
Reservation requests will be granted on an “As-Is” basis – meaning any existing room setup will need to be used. No additional services will be provided.
Requests for rooms will be granted and offered to the requestor “as-is;” meaning, no additional services will be accommodated and the room itself is reserved using the existing setup (room could be set in a circle, empty, banquet style, etc.).