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1 | P a g e Student Requestors – December 11, 2019
2 | P a g e Student Requestors – December 11, 2019
25LIVE WORKFLOW IN 25LIVE
Room assignments in 25Live.
No E-mail Messages
Real Time/Less Time
Less Hands
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).
3 | P a g e Student Requestors – December 11, 2019
25LIVE MOBILE VERSION
https://25live.collegenet.com/towson/mobile.html
Simple
Mobile
4 | P a g e Student Requestors – December 11, 2019
25LIVE DESKTOP VERSION
https://25live.collegenet.com/pro/towson
More Features
❶ Additional Tabs at the top to include Organizations and Reports
❷ Additional Tabs to the right on the Home Screen
❸ Ability to View Your Upcoming Events
❹ Availability of your Favorite Locations
5 | P a g e Student Requestors – December 11, 2019
25LIVE DESKTOP VERSION - YOUR UPCOMING EVENTS
https://25live.collegenet.com/pro/towson
View your upcoming requests and events
Click on [#] Events in which you are the Requestor
Results will look like the following:
6 | P a g e Student Requestors – December 11, 2019
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 (remember Copy button, page 10).
BU Towsontown Field, CK Beach, Find Me A Space, HH Speaker’s Circle, LA Lawn, LA Tiger Plaza, NE Newell Field, PL Parking Lots or Garages, Outdoor Tabling Locations, UU Glen Picnic, UU Paws Pavilion, WC Lawn
19 | P a g e Student Requestors – December 11, 2019
25LIVE NOTEWORTHY
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.).