Schedule an Event
STEP 1. Avoid conflicts, view calendar
To avoid competing with events that are likely to draw a similar audience, check your proposed date and time on the calendar before you commit to an event date and time. Be aware that dates more than 120 days in the future will need to be checked using the Calendar in 25Live or by calling the College Events office at 315-859-4243.
STEP 2: Request a space and support services
- Sign in to 25Live
- Create an Event. You will request a specific space during the reservation process. You can check the space availability before creating your event using the Find Available Locations box or the Locations Search. Please do not submit an request without choosing a location.
- Enter Event Name. This field is limited to 40 characters. If you have a longer title, please put a short descriptive name in this field then add your longer title as the first line in the description field. Only include the name of an individual if it is easily recognizable to a broad audience or the Hamilton Community. See sample event names.
- Enter Event Description. The description appears on the website calendar. The description should not be the same as the event name, and the event location and time do not need to be included. The description of your event should include the following (if applicable): long name of the event, full name of any acronyms you used in the Event Name, a concise but detailed description of the event, the cost, a link for more info or event website (please use the “insert/edit link” button above the description field), registration info, speaker’s bio, sponsoring organization(s) or funding source(s). Please be as complete as possible. This calendar is used by many different audiences and you will ensure appropriate and engaged attendees if you describe your event in detail. It is recommended to include a speaker's biography particularly if the presenter is not widely known. See sample event descriptions.
- Enter Time of Event. Enter the time you want the actual event to begin in the Event Start field and the time you anticipate the event ending in the Event End field. If you will have any service providers setting up for your event or if you would like some time to set up or take down please click the Additional Time drop down below the Event Time then indicate how much time is needed for set up and/or takedown. DO NOT include the set up time in the actual start time of the event as this will cause confusion for possible attendees referencing the calendar and for any support service providers.
- Enter Required Info. Include your account number. Search for and select the name of the event or meeting organizer. Please check yes for "Is event attendance by invitation only?" if your event is open to your organization or department only. Check yes for "Advertise event to off campus guests?" if your event is open to an audience broader than the Hamilton Community. Please check yes for "Include event in daily email?" if you want your event to appear on the community events calendar and in the daily events email. Answer yes to "Will you use video conferencing?" if you will use any form of video conferencing during your event. If you have an image you’d like included on your calendar listing please email it to firstname.lastname@example.org.
- Select Event Requirements (for Event with Services only). Select the requirements that apply to your events. Please check the box and indicate in the comments section what you will need for the event. Keep in mind that there are charges for event set ups from Facilities so your request will not be processed without an account number. The requests you make in 25Live for Facilities and AV will be sent directly to the appropriate person so you do not need to call or email them or enter a work order. If you wish to have Bon Appetit cater your event you will need to submit an order through CaterTrax. Remember to give service providers some lead time to plan for supporting your event. Scheduling is done in advance and they may not be able to accommodate your request if it is last minute, a good rule of thumb is at least 2 weeks notice.
- Read the following agreement, check "I agree", then click SAVE to submit your event request.
- This submission is a request only and is subject to approval.
- I will not advertise my event in any form prior to receiving an email confirmation.
- Service requests are pending approval from the provider.
- Catering orders require a submission through CaterTrax at least 5 business days before the event.
- A service provider may contact me directly with questions about my request.
- Changes to the date, time or location of this request should be communicated by emailing email@example.com and including your event reference number.
- Changes or updates to service requests should be communicated directly to the service provider (copy firstname.lastname@example.org) and should include the event reference number.
- I will submit a Food Waiver for any food not provided by Bon Appetit.
STEP 3. Approval and Confirmation
- Upon saving your request the system will give you an immediate acknowledgement that your request has been submitted — that is NOT your confirmation. The acknowledgement will also indicate that your request has been changed to a preference — this is normal.
- Please wait for the email that your space/event has been Confirmed before publicizing your event or making posters.
- Email confirmations are sent to the requestor and will normally be received within two business days. Keep in mind that the scheduling office is open Monday -Friday 8:30 am-4:30 pm during the academic year and 8 am-4 pm during the summer. Requests are not processed on weekends or holidays so please plan ahead. If your request is for a date not in the current semester it may take longer to be approved. Please contact the scheduling office with any questions about the approval of your event.
- If you need to make a change to your original reservation, please email email@example.com. Do not enter a new event request as the scheduling office can make any changes needed to your original event which will save you time.
STEP 4: Attend a Weekly Events Meeting to review your event
Weekly Events Meetings are held every Tuesday at noon in the Sadove Student Center Conference Room. Representatives from AV/LITS, Bon Appetit Food Service, Campus Safety, College Events, Facilities Management and Student Activities will be there to confirm your arrangements and to ensure that all of your programming needs are met. Meeting attendance is strongly recommended for all events requiring support services.
Publicizing an Event
If you schedule an event that you feel should be promoted in the media, it is always best to provide as much advance notice as possible (at least two weeks), since some media outlets have early deadlines. Contact the media relations office at firstname.lastname@example.org or 315-859-4680.
Reference The Editorial Style Guide for common questions, such as how to cite faculty titles.
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