Sign in to 25Live

First sign into 25Live. You can find the link on the my.parkland.edu home screen.

Once signed in, click the Event Form button in the top right of the ribbon. 

Complete the Event Form

• Event Name – This should include the purpose of the event. 
• Event Type – The Event Setup resource will prompt based on the event type. For example, car/vehicle requests will not ask if you need Event Setup. Event types “SECTION” or “FINAL EXAM” or those with the Academic Scheduler listed as the scheduler are scheduled through Academic Scheduling. If you need Event Setup resources for one of these events, please refer to the special instructions for “Submitting Event Set-Up Requests for a location scheduled in Outlook or a course section” in the next part of the document.
• Categories – Select the category that most accurately depicts the category for the event.
• Contact Roles for this Event: The requestor is the person who requests the event, and the scheduler is the person who submits the event form. The requestor and scheduler indicated here will receive emails regarding the event. They can be the same contact person. 
• Primary Organization for this Event – This should be the event's host department.
• Expected Head Count – The total number of people attending the event. Please provide an honest reflection on the approximate head count. For example, when requesting the Student Union for a large ceremony, the headcount should not be 10.
• Event Date and Time – This should be the event's start time. Setup and takedown should be listed in the additional time section.
• Additional Time - Event Setup resources set-up time varies based on the location. If this is not automatically added when you select your location, please request at least 1 hour for both setup and takedown. Physical Plant might adjust these times depending on the room setup and staff availability.
• Event Location – Add the location for the request, just like you would for any other event request. If you need to submit Event Setup for a location not in 25Live or for a class, please reference the section below.
• Additional Event Information – for event types with the possibility of Event Setup, new questions will appear in the Additional Event Information section.
  1. Will food be served? If you select yes, this will notify the Custodial supervisor to help prevent food from being left in a space for too long.
  2. Does this event require event setup by Physical Plant? Selecting yes will add the Event Setup resource. For locations U140, D244, U142, U144, Information Tables, and College Center, this question will not be there. It will automatically assign Event Setup and add 1 hour setup and 1 hour takedown, if it wasn’t already added in the additional time section.
  3. If the Event Setup resource has been added by either selecting “yes” or automatically based on the location. In that case, you will see a text box labeled “Setup Details” and the option to upload a Setup URL or File. This is the section where you need to add the requirements for the event setup. For those who submit setup drawings, you can do that using the Setup URL/File. We recommend using the file upload option rather than a linked URL for event setup documents to avoid URL access issues. Please keep copies of the document elsewhere for your personal records.

• Event Resources – This is the section where you choose any additional resources, AV or Physical Plant, needed for your event. A new addition to the resources is “PP - Non-Powered Podium”.  Please review the location details for the technology in the room before requesting AV resources. For example, D244 has multiple handheld microphones; you will only need to request a handheld microphone if you need more than the room has already defaulted to have.
• Publish to Calendar –This is how events get published to the Parkland calendars. Please select only the calendars that make sense for the event's target audience. If it is an event geared only toward students, please do not select “employee portal.”
• Event Description – This section will be published on calendars to give the audience an idea of the event's topic.
• Internal Notes – This is viewable only by employees. Please use it to provide the approvers with any additional details you would like to provide. Approvers could be the location approver, AV resource approver, Event Setup approver, or marketing for events on the portals/website.
• Event State – Leave this as “Confirmed.”

Once you have completed the form, click the blue “save” button at the bottom right of the screen to submit your request.

Next Steps

You will receive an email from 25Live stating that the request was submitted. The email includes all requested resources and locations. Please submit any additional work orders needed for the event.

Please check 25Live for the status of your location and resource requests. Approvers are instructed that the best practice is to send an email for all location/resource approvals and denials. However, this is only sometimes done, so it is best to check the task lists of your events in 25Live to check on the status of your locations or resources.

Submitting Event Setup Requests for a location scheduled in Outlook or a course section

If you submit an Event Setup resource request for a location not scheduled in 25Live (example: a room scheduled in Outlook or a space not scheduled in 25Live/Outlook) or a course section, please follow the same process and leave the location section empty.

Below are the unique requirements for Event Setup requests that fit these scenarios:

• Add the location to the event title and the internal notes section.

• Outlook Rooms: Please note that you must still secure the location via Outlook if it is for a room scheduled in Outlook
• Outlook Rooms: If you cancel the room request in Outlook, you must also cancel the Event Setup request in 25Live.
• Course Section/Final: The best practice is to wait until after the decision day of that section and after the midterm of the semester for finals week to submit additional requests, such as Event Setup requests, once your room assignment has been finalized. Please use the “COURSE RELATED MEETING” event type. Decision days for our section offerings can be found on the Academic Services SharePoint on the  Dates and Deadlines Calendar.
• Course Section/Final: if your room assignment changes for a class or exam which you have an Event Setup request for, you will need to update the Event Setup request to reflect the new location.