25LIVE - Towson University

1 | P a g e Student Requestors – December 11, 2019

25LIVE OVERVIEW AND OBJECTIVES

We’ll review

Page

Workflow......................................................................................................................... 2

Review Mobile Version https://25live.collegenet.com/towson/mobile.html ................... 3

Review Desktop Version https://25live.collegenet.com/pro/towson .................................... 4

Your Upcoming Events .................................................................................................... 5

Favorites - Organizations and Locations ......................................................................... 6

Search by

Location ............................................................................................................... 7

Specific Category ................................................................................................. 8

Organization ........................................................................................................ 9

Copy Requests ................................................................................................................ 10

Editing Tentative Events ................................................................................................. 11

Event Types and Find Me a Space ................................................................................... 12

Event Repeats and View and Modify Occurrences .......................................................... 13

Editing Repeat Occurrences ............................................................................................ 16

Noteworthy ..................................................................................................................... 17

https://25live.collegenet.com/towson/mobile.html

https://25live.collegenet.com/pro/towson


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).


25LIVE MOBILE VERSION


Simple

Mobile


25LIVE DESKTOP VERSION


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


25LIVE DESKTOP VERSION - YOUR UPCOMING EVENTS


View your upcoming requests and events

Click on [#] Events in which you are the Requestor

Results will look like the following:


25LIVE FAVORITES HELP TO KEEP IT SIMPLE AND QUICK

Favorites or Starred

Quickly identifies events, locations, organization names

Easy to search by

Favorites appear in the Mobile version

Here’s how to Star your Organization:

Click on the Organizations Tab. Search for your organization(s). Click GO. Click the List Tab. Click Load List.

Here’s how to Star your Locations:

Click on the Locations Tab. Click on the Pre-Defined Location Searches. Click on Public Searches. Choose a search. Click Run.

Click the star next to the Location Name. You may also search for individual rooms by clicking on the Search for Locations tab

and typing the two letter building code and four digit room code in the Search by Keyword.


25LIVE SEARCH BY LOCATION – CATEGORIES - ORGANIZATIONS

Quick steps – at a glance

Check room availability

Compare for other, similar events

Search for a category or room type

At a glance Location searches…

Click the Home Tab (upper left). Click the Availability Tab (middle right). Click the drop-down, Your Starred

Locations. Navigate the date.







Search by Categories…

Click the Locations Tab. Click the Pre-Defined Location Searches Tab. Select Categories.

Select from a specific Building, Computer Labs, Schedulable, click Run, click Availability Tab. Navigate by date.

Impt! This same search can be performed while in the Event Wizard

(Desktop Version only). Example to the right

Make sure to

“Enforce head

count” as this will

tighten up your

results.







Search by Organizations…

Click the Organizations Tab. Click the Pre-Defined Organization Searches Tab. Click Pre-Defined GroupsYour

Starred Organizations. Click Run. Click Calendar Tab.

Then, navigate by date. Refresh if needed.


25LIVE COPY REQUESTS

Similar requests may be copied to save time.

Copy the request

Change information as needed

Items in RED

are required to

be updated.

Create an Event, complete the Event Wizard, click Save. Once the room request has been saved, click

Copy from the More Event Options section of the event successful completion screen. This will open

up the Event Wizard. With the words, “Copy of …” in the Event Name.

Remember to delete “Copy of” from the Event Name. Change any fields regarding this new request.

Those items in red are required to be updated. The right side contains active links which will take you

directly to the corresponding field within the Event Wizard.


25LIVE EDITING TENTATIVE EVENT REQUESTS

At any time, the requestor may edit a tentative event.

Update information

Provide more information

Add comments to help the Location Approver/ECS/Rec Sports

Sign into 25Live. Search for your event (see page 5). Click on the Event Name, Click Edit this Event [or right click

on the Event Name and choose Edit this Event]. The Event Wizard will open if the event is in a Tentative state.

[Note: If the event is Confirmed, the event will not open for you to change it. Contact the Room Assigner see

pages 17 & 18.] Make the necessary changes. Remember to click Save.


25LIVE EVENT TYPES – FIND ME A SPACE

Event Types

Help identify the event

Limited to “catch most”

Further identify event in the Event Name field or Comments Section

Each asks Specific and/or Different Questions

Find Me A Space

While in the Event Wizard, for Locations type, “Find Me A Space” in the Search by Location Name… field. Once saved, this

event request is sent to Event & Conference Services. Be sure to complete all questions and include any comments to help

us find you the most

appropriate, available

location.

Event Types When To Use

Student Org Event

Use when an Event is being planned by your Organization or Club.—with or without food, parking, staffing, contract, licensing agreements, etc.

Student Org Meeting

Use when a Meeting is being planned by your Organization or Club—with or without food, parking, staffing, contract, licensing agreements, etc.

Student Org Sport/Recreation Only use when a requesting Campus Rec Sports space—BU Field, BU Gyms. Do you need sports equipment? Field Lights?

Student Org Tabling Use when requesting tabling in any location.


25LIVE EVENT REPEATS & VIEW AND MODIFY OCCURRENCES

Multiple dates, modifying locations

Select your dates (example to the

left).

Search for Locations - Enter the

two-letter Building Code and four

digit Room Number; e.g., UU 0308,

press the ENTER key.

A Conflict is noted by the red yield

sign. Mouse over the yield sign to

see the conflicts (example to the

right).

To request the room - Click on the room (did it move to the right?). From there you may click on View and

Modify Occurrences.

Does your event repeat? Yes, but the same location is not available for both dates.

How do I reserve it?



From View and Modify Occurrences you may deselect the room on the date with the conflict. Click Save Changes.

Return to Search by Location Name…to continue to look for another room for the date missing a room request. In

this example, Thu Nov 03, 2016.

For this example, Nov 03, 2016 is available.

Select the room. It moves to the right. Click

View and Modify Occurrences. Repeat the

process of deselecting the first two dates

that already have a room assigned. Click

Save Changes.



After modifying the

occurrences, both

rooms are

requested for

different dates, but

within the same

series. Note: no

conflicts are listed

and the dates

requested are listed

under each room.

Remember to Save

this request.


25LIVE EDITING REPEAT OCCURRENCES

Editing repeat occurrences.

Is the event request still Tentative? If so, the requestor may edit it (refer to page 5 to view the

event state of your requests).

While in the Event Wizard, in the Event Details (left side) click on Repeats on [date, date]. The

active link will take you to the repeat occurrences field.

To cancel an occurrence within repeated dates, select the drop down arrow under Status.

Change the status from Active to Cancelled. Jot a comment in the Comments section for

reference. Remember to click Save.

If the event request is Confirmed, and you are not able to edit the request, contact ECS

Reservations for assistance. To cancel a Confirmed event, contact your ECS Event Manager.

The Location Approver may be able to provide assistance as well (see pages 17 & 18).

Event Details within the

Event Wizard - Link Opens to

Occurrences


25LIVE NOTEWORTHY

Your friends, are…

Chrome or Mozilla Firefox Toggle between Mobile Version and Desktop Version Refresh button

Starred Rooms (your favorites) https://25live.collegenet.com/towson/mobile.html

https://25live.collegenet.com/towson

ECS Reservations

Ask for Andy, Beth or Charles

410.704.2600

[email protected]

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).

Building Name(s) of Approvers Contact Information

BU Burdick Hall-Gyms/Field

Campus Rec Sports

[email protected]

BU Burdick Hall-Classrooms Angela McDermott 410.704.5478

CA Center for the Arts College of Fine Arts [email protected]

ES Enrollment Services Andrea Chenowith [email protected]

410.704.4309

LH Freedom Square ECS Reservations [email protected]

410.704.2600

HH Hawkins Hall Kelly McNeill [email protected]

410.704.4056

LH Lecture Hall Jen Spera [email protected]

410.704.5125

LA College of Liberal Arts Theresa Jenkins [email protected]

410.704.3922

LI Linthicum Hall Audrey Day [email protected]

410.704.3032

MC Media Center (EMF) Pending New Hire 410.704.3184

MC Media Center (MCOM) Catie Mickletz 410.704.3705

PA South Campus Pavilion ECS Reservations [email protected]

410.704.2600

PY Psychology Kelly McNeill [email protected]

410.704.4056

PY Psychology [PY 206 and 507] Robin Walczak [email protected]

410.704.2078


https://25live.collegenet.com/towson

mailto:[email protected]











25LIVE NOTEWORTHY

Building Name(s) of Approvers Contact Information

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 Watkins [email protected]

410.704.3022

ST Stephens Hall Cassandra McCarthy [email protected]

410.704.3342

TA SECU Arena Sue Fata [email protected]

410.704.2763

TC Towson Center Arena Sue Fata [email protected]

410.704.2763

US Johnny Unitas® Stadium Sue Fata [email protected]

410.704.2763

UU University Union ECS Reservations [email protected]

410.704.2600

VB Van Bokkelen Hall Catie Mickletz [email protected]

410.704.3705

WC West Village Commons ECS Reservations [email protected]

410.704.2600

YR 7800 York Road (COSC) Shannon Kreiner [email protected]

410.704.5044

YR 7800 York Road (MATH) Barbara Sauer [email protected]

410.704.3093

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

ECS Reservations [email protected]

410.704.2600















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.).

Documents

25LIVE - Towson University