25Live Space Request Quick Guide

Check room availability in 25Live.

Tip: In the Availability view, change the date as needed. Change “Vancouver – All” to “Vancouver – Classrooms” or “Vancouver – Computer Classrooms,” etc., to narrow the results. Hover over a room name to see the picture/description. Hover over an event to see details. Look at “Calendar” in “More” for an alternate view. Remember, there needs to be 10 minutes of passing time between events. For example, if the prior event or class ends at 10 a.m., you’ll need to start your event at 10:10 a.m.

Sign in using your WSU network ID and password.

Super Tip: 25Live may take you to wherever you were when you last signed in. Always go to “More” to find the menu (home, availability, etc.)

Create an event

Go to “25Live” in the top menu (also called “Home: 25Live” in the “More” menu). Click the blue “Create an Event” button (this goes to the Event Wizard).

Tip: An event can also be created in an available time/space on the “Availability” view by hovering over the available time and clicking to open the Event Wizard.

A. Enter an Event Name

Tip: This field is limited to 40 characters.

B. Enter an Event Title

Tip: Copy and paste from the Event Name if it’s the same. More characters are allowed in this field than in Event Name.

C. Choose an Event Type

Tip: For general requests, choose "25Live Event - Vancouver." If you need videoconference services, choose “25Live Meeting – Videoconference.” OSI clubs should use “25L Student Group Event – Vancouver.”

D. Choose your Organization

Tip: Start the organization search with “VANC.” Click the star to make your organization a favorite for next time. Student groups should use “VANC – OSI” as the organization. Please do not use organizations that do not start with “VANC.”

E. Enter Expected Head Count

For videoconference requests, enter 1 as a place holder (number of attendees for each site will be added later). For non-videoconference requests, enter estimated attendance.

F. Event Description

This description is for public viewing; enter public information about this event or you can leave this field blank.

Tip: Do not put notes or requests for the Scheduler in this box; there will be a place for that later.

G. Choose the Date and Time for the event

Enter the start and end time of the event. If your organization needs time before the event to decorate, set up AV, meet with a speaker etc., enter hours/minutes for pre-event or post-event time in the Additional Time drop-down section.

H. Find and select a Location

For best results, look for “Public Searches” in the drop-down box. Choose “Vancouver – Classrooms,” or “Vancouver – Firstenburg,” etc. Or, clear the right-hand search box (X) and enter a building prefix (i.e., VDEN).

Remember, many spaces that are not reservable may appear with a general building search. Be careful to check (or uncheck) "Hide Conflicts" and/or" Enforce Headcount" to refine the search results. Use Public Searches for the best list of requestable space.

Click “Request” on an available space and the selected location will appear at the bottom of the list (choose the red “Remove” to unselect).

For videoconference requests, leave the location blank. Schedulers at each site will add the appropriate room for each location.

Important Note 1: Requests for event space will not be confirmed until after Census Day in the fall or spring term (academic scheduling gets priority until then). Census Day is the 10th day of fall and spring term.

Important Note 2: The Scheduler may change the space assigned to allow passing time between events, to allow time for setup or reset, for appropriate room size, or for other scheduling considerations. Please do not publicize your event location until you’ve received a confirmation email; be sure to check your confirmation email for the final room assignment!

I. Find and select Resources

Resources are equipment and services not already in the requested space. If you need a check-in table, table cover, tables or chairs arranged in a particular layout, etc., this is where you’ll add them.

For best results, look for “Public Searches” in the drop-down box and choose “VANC–All.” Or, clear the right box (X) and enter VANC to find Vancouver resources.
Click “Reserve” on an available resource and the selected item will appear at the bottom of the list (choose the red “Remove” to unselect).

For videoconference requests, search for “VC Site,” and then click on Reserve for the sites you want to add. Add sites where you’ll need a room, where participants will be attending via desktop, or where participants outside of WSU will attend via Zoom (VC Site-Other). In “View Occurrences” under the selected site, add name, email and phone number of one participant, as well as number of expected attendees under quantity. Note: there may be more than one page of results for VC Site resources – click Next at the end of the list for more results.

Tip: If you are requesting any additional items or setup for the room, first choose a Package, then choose other resources. You can “star” resources so they’ll be easier to find next time.

J. Attached Files

Attach any files that may be needed by or helpful to the Scheduler (layout diagram, event flyer, meeting agenda, etc.).

Tip: Do not attach confidential or sensitive documents as these documents may be visible to the public.

K. Custom Attributes

Choose no or yes for setup required by the Events Office. If there will be any setup by the Events Office for the event, enter a budget number for event service charges.

If you are serving food, enter name of vendor (caterer, buying food at a store, etc.).

All requests must have a valid budget number entered in the budget number field. Any request without a budget number will be automatically denied and made to resubmit.

Note: if this is a “25Live Meeting – Videoconference event," there will be other attributes.

L. Comments

Required field. Enter information for the Scheduler regarding the event or setup. Student groups: please list your club or group name in addition to event details.

Super Tip: anywhere in the form, choose “Preview” (bottom right) to see what you’ve entered so far. Or, you can jump to a section of the form by choosing the desired field in the left-side menu.

M. Affirmation

Review the affirmation, click “I agree” (if you agree) and SAVE.

Your event request is now in “draft” status and will be reviewed and confirmed by the Scheduler. Space is not confirmed until you receive an email confirmation. Double check the room assignment in the email confirmation. You can still edit this event when it’s in “draft” status, but once confirmed, a Requestor can’t make changes in 25Live. To make a change to a confirmed event, contact the Scheduler.

Reminder: As noted in the affirmation, you’ll need to contact AV, Catering and/or Marketing directly if you need their services for the event.

Events with multiple meetings

Under Date and Time, use the “Repeating Pattern” button. Select the pattern (ad hoc, weekly, etc.) and follow prompts to schedule repeat dates.

Different times can be scheduled for repeating events, if needed. Go to “View All Occurrences” under the calendar to adjust individual meeting times. Go to “View Occurrences” under the location to adjust locations. Be aware that the same location may not be available for different meeting times of the same event.