25Live Training – Requesting Space

Requesting space through 25Live

This is the second level of training for 25Live. Be sure to complete the 25Live Training – Getting Started prior to starting this training. Faculty, staff, approved student staff, and student club representatives/officers with UW NetIDs are able to request access to 25Live for space reservation requests.

IMPORTANT NOTE: You may not be able to perform all of the tasks outlined in this training prior to receiving access to 25Live. For this reason, you are only required to read and review this training before requesting access to 25Live. It is strongly encouraged that you revisit this training documentation after you receive access. We recommend using the browser on a desktop computer or laptop to complete the training and also when customizing the dashboard or requesting space on 25Live.

Module 4 – Accessing and navigating the Event Form

How to access the online Event Form

Select one of the following actions to start creating an event:

• Select the “Event Form” button in the top navigation bar;

• OR Select an option from the Find Available Locations widget of the 25Live home dashboard to start from a required time or location;

• OR Select the create event  (pencil) icon from the calendar view, availability view, or search results;

• OR Select the “More Actions” tab button under the location name when viewing location details. The video below demonstrates where to find the “More Actions” tab button and how to create an event form. The tab button expands additional options about the location.

Getting started with the Event Form

Review each of the following 25Live Event Form sections to better understand what information is needed when requesting event space:

1: How to Enter Basic Information

Enter an event name, event title, select an event type, and select your department. Learn more about entering basic information on CollegeNet.

2: How to Enter Attendance Information and Event Description

Enter an expected head count for your event. 25Live can use the expected head count to find locations that can hold your event.

Enter an event description about your event. The event description will appear on web calendars if you intend to publish your event. Learn about how to enter attendance information and event descriptions on CollegeNET.

3: How to Enter 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 date and time section. Learn about how to enter information about your event’s first occurrence from CollegeNET.

Indicate additional time needed for your event, such as setup time and takedown time. The duration of the event will be listed within the Additional Time section.

5: How to Select Your Event Location(s)

You can choose whether to activate the Auto-Load Starred searches option or not. It’s often easier to start with a Saved Search or to perform a search for suitable locations by location name.

• If performing a keyword search, select the “Search Filters” dropdown to add additional search parameters, such as Categories, Features, Layouts, and Capacity.
• Select the “Hide Conflicts” or “Enforce Headcount” checkboxes to narrow the results. NOTE: These options are checked by default and will remember your setting to check or uncheck them. This also includes the Auto-Load Starred search option.
• 25Live checks the availability of the location(s) for your specified dates/times.
• Select the “Conflict Details” link to view more information about location conflicts.
• The links on location names allow you to view location details.
• Learn about how to select your location(s) on CollegeNET.

Layout diagrams

The Attached Files section gives you an opportunity to attach files for custom set ups. You can access these blank and custom diagrams for space area configurations for NCEC by clicking on the link within the bulleted list. Use the sample diagrams named A through F as a reference to choose a layout for NCEC.

You can attach your own diagram if you are requesting a custom setup by selecting the “Upload a file” button. If your setup diagram is not ready when you submit the event request, you can return to the form closer to your event date and attach it.

Additional event info

In the Additional Event Information section, answer all required questions and answer any optional question that applies.

Requirements section

These questions are required as they help connect you with other campus services necessary for your event such as applying for any necessary permits (including parking permits), adding custom space setups, and requesting audio/visual technology for your event.

The following options will be presented, and you must select all that apply to your event. If none apply, select “This event requires none of the services listed above.” from the list of options provided.

• UWB: Alcohol will be served at this event.
• UWB: Food and/or non-alcoholic beverages will be served.
• UWB: This event will require a special furniture setup.
• UWB: This event will require the use of audio/visual technology.
• We would like to purchase parking permits for this event.
• This event requires none of the services listed above.

In the Comments to Scheduler section, additional information, special requests, or instructions for the space scheduler can be added. This will appear in the final 25Live request that is submitted.

Module 5 – Reviewing and submitting your Event Form

• Review the checklist provided in 25Live to make sure you have completed these additional items:
  • Selected a layout for the requested event space or uploaded a custom diagram for the requested event space (if it’s a custom set up).
  • Requested all event support needs (if applicable).
  • Provided valid Cost Center, Fund, Function, and Resource Numbers.
• Select the “I agree” checkbox to proceed.

• You can preview the event request by selecting the “Preview” button. This will generate a summary of your event’s details. We recommend previewing your event form before clicking the “Save” button.
• Decide how you’d like to proceed by selecting the relevant option within the After Saving This Event section, then select “Save”.
• Once you select “Save”, your reservation request is complete and will be pending for final approval by the campus scheduler.

After completing and submitting the 25Live request, visit the UW Bothell Policy on Use of University Facilities page for more information on the policy on Use of University Facilities.

Conference room scheduling in 25Live

To reserve a conference room in 25Live, utilize the Express Scheduling widget within the 25Live dashboard. The video below demonstrates the use of the Express Scheduling widget by selecting the date and time of the event. A list of available express locations will populate, and the user will be able to fill out the name of the event.

The PDF document below are written instructions on how to use the Express Scheduling widget on the 25Live home dashboard.

Certification of completion

Once you have completed reviewing both the Getting Started and Requesting Space trainings, please fill out and submit the Certificate of Completion form to confirm completion and request access to 25Live. After submitting the Certificate of Completion, please allow 2 – 3 business days for your access request to be processed.

NOTE: Before submitting the Certificate of Completion, ensure you have signed in to 25Live at least one time. Failure to do so will result in delayed access.

25Live FAQs