Event Scheduling at Hamline University

Transcription

1 Event Scheduling at Hamline University 25Live can be used to request spaces at Hamline by faculty, staff, and students. All student requests must be through a student organization or department. Spaces must be requested 2 business days in advance. 25Live is supported on Mozilla Firefox and Google Chrome. Users are strongly discouraged from using Internet Explorer. How to Request and Event through the Event Shortcut: I Know WHERE My Event Should Take Place- Help Me Choose a Time! 1. To access 25Live visit 2. Click Sign In to begin the process of requesting space through 25Live. You will need to sign in with your Hamline username and password.

2 3. Locate Find Available Options on the middle on the Home Page. 4. Select the second option I know WHERE my event should take place- help me choose a time!

3 5. Enter as much of the location name as you know and click Go. The system will prompt you to select your exact location in a drop down menu. If you don t know the exact location, you can use a more advanced search. 6. You can take the default week given or click on the date range to adjust the calendar. Hit Update Availability after you have determined the appropriate date range.

4 7. Any areas that are white and don t have a box/text in them are available to schedule. Click on a day/time that is available and it will take you to the Event Wizard tab. 8. Enter an Event Name (required). The Event Name will display on published calendars. Avoid acronyms and name the event in a way that will be understandable to others.

5 9. Enter the description of your event (required). Make sure this is descriptive enough that people will be able to understand what is happening at your event. 10. Select an Event Type (required) that most closely describes your event. Athletic Reservation will be used for any event made under the Athletics Department. Reservation will be used for all other reservations.

6 11. Search for, and select the organization with which your event is affiliated (required). 12. The Event Date and Time will be filled in for you.

7 13. Click on Pre-Event/Setup durations? To add setup time a. Pre-Event: Group Setup (time your group needs as a buffer between official setup and the start time of your event) b. Setup: ABM/Catering/Media setup (official setup)- Classroom and Space Management will adjust this time according to your setup needs 14. Click on Post-Event/Takedown durations? To add takedown time

8 a. Post-Event: Group takedown (time your group needs as a buffer between official takedown and the end time of your event) b. Takedown: ABM/Catering/Media takedown- Classroom and Space Management will adjust this time according to your setup needs 15. The Event State will default to Tentative until your request is approved.

9 16. Check the box next to Event Contact Phone Number and add the phone number of the Event Host 17. Check the box next to Event Contact Name and add the name of the Event Host 18. Hit the Next button to go on to the second page of the request form.

10 19. The Event Locations field will be filled in for you 20. Please make any necessary changes to the space layout or setup instructions at this time.

11 21. Search for, and add any Event Resources you need for your event. 22. Enter the Head Count for your event (required).

12 23. Hit the Finish button to complete your request 24. Please note that this request is considered tentative until you receive an confirmation from Classroom and Space Management.

13 25. This screen will also give you the reference number of your event. 26. Requests for spaces are processed in date order received only. Please allow at least 2 business days for requests to be processed. 27. All requests are considered tentative in draft state and are not confirmed until you receive an confirmation from Classroom and Space Management. 28. Space availability is subject to change.

14 29. Contact Classroom and Space Management at (651) or with any questions.