Creating Events

Accessing the Event Form

You can start creating an event by taking one of the following actions

Using the Event Form link in the top navigation bar

OR

Using the Create an Event button on your 25Live home dashboard

OR

Starting the scheduling process from a specific context by making an initial selection in a 25Live view; for example, by selecting the event edit icon :
- On a date in a calendar view of events (such as within search results or details views)
- In a time slot in a location availability grid (such as within search results or details views)

Stepping Through the Online Event Form

Click the information iconto view or hide additional help and/or instructions for any field that displays it. All required fields are labeled.

Tip: Use the Left Side Navigation to access different sections of the form

Enter Basic Information for your event

Enter Event Name (40 character limit) & Public Display Name
Select an Event Type
Primary Sponsoring Organization: Type to start the search for the Primary Organization that is hosting the event and choose it from the list when it appears
Add any Additional Co-Sponsoring Organizations

Notes for Sponsoring Organizations

Type to start the search for your YLS Sponsoring Student Organization or Department. If it is an “Individual” sponsoring the event, search for “individual” and choose the appropriate org based on the role.

We recommend “Starring” the sponsoring organizations you use regularly to make them easier to find in the future (Click the empty star Non-filled Empty Star icon to add the Organization to your started Organizations)

Enter the Expected Head Count: 25Live can use the expected head count to find locations that can hold your event.

Enter Requested Date/Time Information About Your Event’s First Occurrence

Specify the date and times of the first occurrence of the event. If your event occurs on multiple days, you’ll describe how it repeats in the next section.

There is a 10-minute buffer automatically applied to room reservations. This is to allow the group leaving the room sufficient time to get out before the next group enters. You will need to submit your room reservations at ten minutes past the hour.

Example: Classes end at 12:00 p.m. in room SLB 127, which is where you would like your lunch event to be held. You will need to type in a requested start time of 12:10 p.m. or later in order for the room to appear to request, if it is available. Selecting the start time of 12:00 p.m. will not return that room as a result because of the buffer time.

Reoccurring Events, Choose How Your Event Repeats

If your event has more than one occurrence, click the “Repeating Pattern” button and select how the event repeats. 25Live allows you to create repeating events defined as either ad hoc dates (without a pattern) or as a pattern (daily, weekly, monthly).

For ad hoc reoccurring events, select Ad Hoc from the Pattern Picker dropdown and tap or click on the desired dates on the calendar to create the occurrences
- You can also add additional, random dates after selecting and defining a pattern
For a pattern repeating, select the pattern type from the dropdown and fill in with the appropriate information.

If you need to remove all repeat occurrences, use the Repeating Pattern button then choose Does Not Repeat.

Select Requested Location(s)

You can scroll through the list of rooms to request or type to search for a particular room.

Check the Hide Locations with Conflicts or Enforce Headcount boxes to narrow results
- These options are checked by default and will remember your setting to check or uncheck them As you search, 25Live checks for the availability of location(s) at your specified dates/times.

Tips:

If you get the message “Availability for this search is out of date. Click Refresh to update the results.” Click the Refresh button for new results.

If you want to quickly view an image of the room and view the room features, mouse over the room name.

Quick Video of Location Request & Search

For event location requests requiring approval a blue colored button that reads “Request” displays.

Note: Please note that space is not guaranteed and rooms are not assigned until you receive written confirmation. If a location is available to Reserve immediately, a green button is displayed, and is confirmed right away. You may choose one or more available locations for your event. Click one of those buttons to select a location, and a tile will appear underneath the locations list, showing the requested item.

Location Occurrence Editing

25Live allows you to adjust settings per occurrence for each requested or reserved location. For events with a single occurrence, location details like instructions, specify layouts, and conflict details can be edited directly on the tile.

If you would like to set different locations for different dates, you can select only the occurrences you want to change the location for. For example, if the event repeats every Tuesday, Wednesday, and Thursday and you want to set a specific location for the Tuesday/Thursday occurrences, check only those dates. Go back to the location search to reserve for just the selected dates.

Select Resources

Resources are items and services that can be provided in the event location. You should only request resources that are not already listed as location features.

a. Search for the resources by choosing the “Audiovisual Resources” public search to pull up a list of AV classroom resources or type in the resource you would like to request and click Search to show available resources to request.

b. Click the blue “Request” button to add the resource for the courses.

Attach Files

Attach File(s) You can have file attachments for events that you would like contained in your record–such as flyers, diagrams, etc. Use the Choose File button to optionally attach one or more files.
- You can attach up to 5 files
- Files may not exceed 25MB
- Allowed file types: PPT, PPTX, PDF, TXT, RTF, JPG, JPEG, PNG, GIF, DOC, DOCX, XSL, XSLX, CSV

Additional Event Information:

All additional event information fields are required. Please answer them to the best of your availability. If there will be speaker(s), the speaker names are required for the request.

Event Contacts:

Please enter an additional Onsite Contact - which will be used to determine who is the point of contact at the event. This can be different than Requestor. The Onsite Contact must be a YLS contact in 25Live.

Comments:

Please inclue any additional information about your event: special instructions, additional set up information, etc. This is a catch all for anything you feel you may have not included on the event form.

Agreement Confirmation and Save the request:

Check the “I agree” box to complete your request. You agree to be bound by the policies and procedures concerning the use of locations and resources at Yale Law School.
Click Save at the bottom of the page to submit the request.