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, but Mozilla Firefox is the preferred option. Users are strongly discouraged from using Internet Explorer. How to Request and Event through the Event Shortcut: I Know WHEN My Event Should Take Place- Help Me Find a Location! 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 first option I know WHEN my event should take place- help me find a location!

3 5. Enter the date, time, and number of attendees of your event. 6. The date will default to two days from today s date to comply with the Classroom and Space Management Service Level Agreement 7. Click Show me what s available to see the space options available at that day/time. Only available locations will display.

4 8. You can also choose to look for spaces with a larger max capacity (than your expected headcount) or try a more detailed location search. 9. Once you select Use This Location on a space, it will take you to the Event Wizard tab.

5 10. 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. 11. 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.

6 12. 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. 13. Search for, and select the organization with which your event is affiliated (required).

7 14. The Event Date and Time will be filled in for you. 15. 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

8 16. Click on Post-Event/Takedown durations? To add takedown time 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 17. The Event State will default to Tentative until your request is approved.

9 18. Check the box next to Event Contact Phone Number and add the phone number of the Event Host 19. Check the box next to Event Contact Name and add the name of the Event Host

10 20. Hit the Next button to go on to the second page of the request form. 21. The Event Locations field will be filled in for you

11 22. Please make any necessary changes to the space layout or setup instructions at this time. 23. Search for, and add any Event Resources you need for your event.

12 24. Enter the Head Count for your event (required). 25. Hit the Finish button to complete your request

13 26. Please note that this request is considered tentative until you receive an confirmation from Classroom and Space Management. 27. This screen will also give you the reference number of your event.

14 28. Requests for spaces are processed in date order received only. Please allow at least 2 business days for requests to be processed. 29. All requests are considered tentative in draft state and are not confirmed until you receive an confirmation from Classroom and Space Management. 30. Space availability is subject to change. 31. Contact Classroom and Space Management at (651) or space@hamline.edu with any questions.