University Center & Student Activities Event Scheduling Resource Sheet
Steps through 25 live
Description
Registration
25 Live Scheduling Access
online training
Confirmation/
Email Communication
Task Details
University Event Scheduling (UES)
Reservation Emails
25 Live Scheduling: Make sure that a currently active members
(per your updated roster) of your UCSA recognized
club/organization to complete the
25 Live Scheduling system tutorial.
Information can be found at www.american.edu/spacerequest
0-3 business days after submit your registration, UES will send your
organization an email confirming your access to the system.
All recognized student organizations must complete the required
25live training, located at: american.edu/spacerequest (this will
actually redirect you to the site: 25live.collegenet.com/american;
we recommend you bookmark this link).
Make sure you follow the directions about clearing the cache before
signing in with your AU Login. Please note, CollegeNet and UES
update the system daily, so clearing the cache will prevent error
messages.
25 Live System Access
Access the 25 Live system:
www.american.edu/spacerequest
25live.collegenet.com/american
Create your event details
Once in the system you can input
the details about your event.
To start submitting requests, use the “Create an Event” button.
Located in the middle of your dashboard
Reservation Name: Please provide the name of this event as you
want it to appear on the Master Calendar
Formal Event Title: Required if posting to the master calendar
Type of Event
Select the type of event that best
describes your program.
Ceremonies, Receptions, & Banquets
Arts & Entertainment
Conferences, Panelists, & Speakers
Guest Parking Space
Meetings, Workshops, Training & Info Sessions
Sales, Marketing, Fundraising, Advertising
Social Events & Recreational Activities
Attendance
Expected Attendance
Attendance: Before you submit your 25 Live space request, go to
Event Locations and Review Details to ensure that you have a setup
and seating arrangement the meets your expected attendance.
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University Center & Student Activities Event Scheduling Resource Sheet
Steps through 25 live
Event Description
Description
Task Details
Please provide a detailed
description of this event.
Please be as specific as possible about your event description. This
description will appear on the Master Calendar if the option is
selected at the end of the request form under
Master Calendar Information.
This is not Logistical Event Details only
Event Details 1
Event Date and Time
Click on the calendar to select your event date and time. It is
important to expand the “Pre-Event/Setup durations” button under
the starttime to add your setup time. For any request in a Event
space, please add at least 30 minutes into the setup section.
Takedown time is not necessary unless your event requires
additional time for clean-up.
NOTE: Request will always default to the date and time you
identified at the beginnning of the request.
Event Details 2
Preferred Event Locations
Alternative Spaces
A Note about locations:
Review the locations using the location tab to ensure that you are
aware of the choices of rooms you have access to.
Event Details 3
Resources or Services
Instructions
This is where you add any audio visual needs for your events.
After you receive your space confirmation email, you will have to
coordinate your needs by contacting Audio Visual Services at 2296
or av@american.edu.
NOTES:
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University Center & Student Activities Event Scheduling Resource Sheet
Steps through 25 live
Description
Task Details
To post your event to the master calendar, expand each section,
check the “Cal-1, Main-2, Must See-3, Major-4” box.
Level 1: Will post to the Student Activities calendar
(does not require approval from Univ Comm & Marketing)
Event Details 4
Level 2: Will post to the master calendar
(does require approval from Univ Comm & Marketing)
Additional Information
Levels 3&4: Must see/Major: these events are highlighted on the
calendar and reserved mainly for campus-wide activities such as
commencement and All-American weekend
(does require approval from Univ Comm & Marketing)
All events being posted to the Master Calendar must include a
Master Calendar Contact Name, Phone and Email.
Event Details 5
Categories
If publicizing this event to the master calendar, select the genres that
best describe this event.
Event Details 6
Additional comments & Notes
Provide any additional setup information, alternative location
requests, or additional organization information.
Space Request Review
Upon completing and submitting the request , you will receive an
automated email from UES with a reference number (i.e. 2013AAABCD). Please refer to this reference number when contacting
UES scheduler for any changes or inquiries about your event.
*Please note the status of your event. Most event requests should
be in a tentative state.
Changes & Cancellations
For any changes or cancellations, reply with history to your UES
confirmation email. If you cannot find the original confirmation email,
then compose a new email to ues@american.edu; you must include
the reference #, and an explanation of exactly what needs to be
changed or cancelled.
Submission Review
Submission Review
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University Center & Student Activities Event Scheduling Resource Sheet
Tips & Tactics for effective scheduling
Are you Requesting Space for a Major Event?



Space Requests for major events on campus must be submitted
at least 10 business days in advance.
Major events include:
 All events at outdoor locations
 All high-capacity campus locations
 Conferences
 Events requiring an external contract
If space is available, UES or University Center will tentatively hold the location with an email request from the space requestor, copied
to the SA advisor, with the appropriate required supplemental forms and/or diagrams attached.
After the forms have been submitted, a UES staff person will set up a meeting to confirm logistics with your club, and SA Advisor, at
which time your event space will be confirmed.
Are you requesting a Table Space?

Tabling spaces are requested with 25 Live Scheduling. Search for tabling locations under Event Locations in 25 Live under the
subheading TBL*, usually located at the end of the space list for building you are searching under
Tabling Spaces include:
 2 tables in the MGC entrance
 2 tables for the MGC–Battelle bridge
 1 table available in front of TDR
 5 tables on the main Friedheim Quad (Flagpole area)
 1 table in front of the Bookstore

All groups are allowed one tabling timeslot per day (no exceptions). This allows more groups the chance to table. Tabling times for
groups are offered in four timeslots:
 11:00am-2:00pm
 2:00pm-5:00pm
 5:00pm-8:00pm
Are you requesting a Classroom Space for an Event?

All classroom spaces at the beginning of semester are waitlisted behind the instructional space queue the first 3 weeks of the
semester, awaiting the release of classroom spaces for instructional purposes. Once the instructional requests are cleared, UES will
process event requests and notify students with an updates Event Status.
Are you planning to host a Film Screening?

Any organization that is hosting a film viewing (in part or whole) must secure viewing right permission from the film’s distributor.
Please complete a Film Viewing Request Form
This form is needed to ensure the event is compliant with U.S. Copyright Laws. Film activities that are
presented by faculty for their class meetings should be scheduled through the Office of the Registrar. All
spaces scheduled through University Event Scheduling (UES) are considered public event spaces. All film
showings, regardless of format, require copyright permission in the form of a license or certified permission
from the copyright holder
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