25Live Event Reservation System - Instructions for Use

25 live is the program that we use at Linfield University to manage all space reservations as well as organize and promote campus events. 

Step 1: General Event Details

• ​​Event Name: How other users will find your event in 25Live
• Title for Publishing: Title to be published on the Linfield calendar.
• Calendar Category: By choosing a category, you are able to note where your event should be published.
  • Your event will default to ‘Do Not Publish’.
• Calendar Audience: Who do you want to see this event? 
• Primary Organization: Department, club, class hosting the event.
• Attendance: To ensure your group can fit in the space selected.
• Description: These are the details that will be published on the public event calendar.

Step 2: Date and Time

• Date and Time: Actual event time for attendees. 
• Additional Time: 
  • Setup: the time needed for you to set up your room. (Ex: registration, paperwork, run throughs)
  • Takedown: the time needed for cleanup by you and by the properties team (ex: decorations, tables, chairs, etc.)
• Recurring Events 
  • You can select a daily, weekly, or monthly repeating pattern , that will end on a specific date. 
  • By selecting different days on the calendar, you can duplicate your event (assuming you are having your event at the same time and place).
  • By selecting the “View All Occurrences” tab, you can view your event dates/times in list format. You also have the opportunity to change your event time in this box. 

Step 3: Locations

• Search by location keyword or building name.
• Spaces that are available for the date/time you specified will be noted with a blue request button under the “Add” column.
  • Information like max capacity, availability and conflict details are included in the information columns.
• Your selected locations will show up below the locations search once you have requested them. You can click ‘”View Occurrences’’ to edit and change locations depending on if your event has multiple occurrences.  
  • By selecting the “View Occurrences” of the locations tab, you can remove specific locations by ‘unclicking' the checkbox.
  • Note: You cannot edit times of your event in this screen. Refer to the Date/Time page for more information. 

Step 4: Resources and Attached Files
These are the items you may need for a successful event, such as tables and chairs, grounds assistance, cleaning assistance, etc.

• Requesting Resources: Click the blue “Request Button”. Once requested. Under the “View Occurrences” tab, be explicit in set-up instructions and provide a lot of information about what you are requesting.
  • Note: Items with “PDX” in the title are for the Portland campus ONLY, not the McMinnville Campus.
  • Quantities: You can add however much of a resource you desire as long as it is available. 
• Attached Files: Any documents that are necessary for the event, such as lay out maps provided to help with setup, can be attached here.

Step 5: Additional Support

• Additional Support: Please select any of the boxes that apply. This ensures that items not provided by Conference and Events, are communicated to the appropriate office.
  • Catering - The catering option is exclusively referring to partnering with Sodexo. Contact Sodexo staff at least two weeks in advance of your event to discuss details.
  • EMS (Educational Media Services) - EMS provides technology support.
  • Fire Permit - Required for any open flame on campus, including barbecues and the HHPA Fire Pit.
  • Alcohol Service - If you plan to provide alcohol.
  • If None Apply Select F: “I acknowledge that I do not need any of the above requirements.”​

Save! 
Be sure to click “I agree to the terms and conditions” and save your event. Your event will then be submitted to the necessary departments for approval, and you will receive a confirmation email once your event is approved.