25Live - Special Event FAQ
Overview
This document is intended for campus’ curricular reps and special event schedulers and addresses frequently asked questions about using 25Live to request General Assignment (GA) classrooms for special events, not room requests for credit-bearing classes. Only departmental curricular representatives and authorized administrative staff may submit requests in 25Live; see this KB document for more information on accessing 25Live. Registered Student Organizations (RSOs) looking to reserve GA classrooms should please refer to this KB document (link to new KB) instead.
Is this room available?
Current room availability can be found in 25Live for users with access. For the current active term, you can use the location search of an event form, or alternatively use the Availability View to see what is available. By un-checking the Hide Conflicts box in the event form, you can view any conflicts that may be preventing you from requesting a specific classroom.
For future terms, availability won’t be known until the start of the term as classes are still being scheduled.
How far in advance can I schedule a room? What timeline should I expect?
Curricular Services only reviews and assigns special event requests for the current active term. For events during the active term, please allow two business days for Curricular Services to assess and assign any special event requests. Events submitted in advance for the fall semester will be assessed during the first few weeks of the fall semester, and events submitted in advance for the spring semester will be assessed and assigned during the first few weeks of the spring semester. Events for the summer term will be assigned after room assignments for spring final exams have been distributed and finalized, i.e., a few weeks before the end of the spring semester.
See 25Live - Special Events Requesting General Assignment Classrooms: Timeline and Processes
What if I need to reserve a room for my special event sooner than that?
By definition, campus rooms officially classified as classrooms have as their primary purpose serving credit instruction. Other uses are secondary and can be supported only on an as-available basis. Classroom requests to host activities other than credit instruction are processed in a time frame to ensure that credit instruction has priority access to classrooms. Exceptions to these timelines are generally not possible. If you need a confirmed room reservation for your event before GA classroom timelines permit, you should either consider spaces controlled by your department, school/college, or division or else seek non-classroom spaces administered by the Unions, Housing, or other campus units.
How do I cancel my reservation?
Users cannot cancel their events on their own in 25Live. Please reply to the event confirmation email or reach out to your curricular contact in the Registrar’s Office with your event’s reference ID to cancel your event.”
Who do I contact if there is an issue within the room or if AV support is needed in a General Assignment classroom?
GA classrooms are scheduled by Curricular Services in the Registrar’s Office, but managed by FP&M’s Space Management Office.
Space Management's Classroom Support & Planning team has AV training and tutorials available on their website. If you have questions or need help with instructional technology in GA classrooms supported by Space Management, please contact their AV Help Desk during business hours.
Some technology-equipped classrooms are supported by school/college staff rather than Space Management. See here for more information about technology-equipped classrooms; scroll to the bottom of the page for information about GA classrooms supported by other units.
Did my event request submit successfully?
Any event saved in 25Live with the Draft state is considered submitted. See how to search for your events here.
How is priority assessed in General Assignment classrooms?
First priority for GA classrooms is given to credit-bearing classes. Classes are assigned to classrooms using the Student Information System (SIS), which automatically syncs with 25Live. Second priority is given to academic events (including evening midterms and final exams, review sessions, and accommodated testing). Third priority is given non-academic events submitted by departments (such as department or staff meetings, trainings, and guest lectures). Final priority is given to events submitted by the Campus Events Services Office in the Unions or University Housing on behalf of Registered Student Organizations (RSOs).
Can I host a catered event or bring food/drink into a General Assignment classroom?
No. Food/drink are not allowed in GA classrooms. These rooms are neither equipped nor staffed to support food/drink in them.
A room is blocked in 25Live by a "Private" event. What does this mean?
Private events are those assigned internally by Curricular Services and typically signify remodeling or renovations happening in or nearby the room. These events are not flexible. If a room is offline for a term and blocked in 25Live with one of these private events, then the room is not available for request. For an overview of which GA classrooms are available for reservations in any given term, you can check the specific term’s GA classroom list on the Registrar Office's Classroom Scheduling page.
What hours are buildings open?
Hours for buildings with GA classrooms can be found in 25Live using the Availability View. They are also available on the Registrar Office's Classroom Scheduling page.