Through MyIvy, click on 'Tools & Resources,' then '25Live Pro.'
Click on Create an Event to open the 25Live Event Form.
Fill out the Event Form. Required sections are required to submit the form.
Event Name: Enter a name that clearly describes the event. Do not use acronyms. There is a 40 character limit.
Event Type: Select the event type that best describes the event.
Event Site: Select Indianapolis/Lawrence/Plainfield (H1).
Primary Organization or Sponsor for this Event: Open the dropdown and start typing H1 (or Z1 for Systems Office). This will bring up all of the Organizations for the Indianapolis Service area. Select the appropriate organization. H1-Campus Faculty/Staff (Internal) is the "catch all" for internal events.
Expected Attendance: Enter the expected attendance for the event.
Date and Time: Select the date and the actual event start and end times. If it is a multi-day event, just select the first day.
Additional time: This is where you can include time outside of the actual event.
Pre-Event Time: At this time, the location is open for attendees to take their seats and socialize, but the event has not officially begun.
Post-Event Time: During this time you might allow event attendees to gather their belongings, chat, and make their way out of the location.
Calendar and Repeating Dates: Click on the calendar below to add dates or click the Repeating Pattern button to select a date pattern. Selecting dates on the calendar is the easiest way to create a multiday or recurring event.
View All Occurrences: Click to view all dates currently included on the request. This allows you to edit the time for each date in the request (i.e. Monday from 11-1PM and Friday 2-4PM). Clicking 'Remove' will remove the date from the request.
Event Description: Enter a description of your event. This can be used to provide context to the events team, and is also included in the event's post on the Internal Events Calendar so the description can also be used to let other staff know about the event.
Locations: Select the location(s) for your event. Search for the building and/or room number in the 'Search Locations' search bar. This will create a list of locations matching your search. Click on the 'Request' button next to the location you want to add it to the request.
Additional Support Requests: You with either see one or two options listed here: 'Require Facilities Support?' and 'Do you need Event Services support?' If you will need and sort of setup for your event, select 'Yes' for 'Require Facilities Support?' This will automatically create a Work Order once your reservation has been confirmed. If you would like direct assistance from the Events team in planning your event, select 'Yes' for 'Do you need Event Services support?'
Contact Roles: Your name will default you to the scheduler and requestor roles. If you are scheduling on behalf of someone, enter that person's name as the requestor (only current 25live users can be attached as contacts).
Comments: Use this field to provide additional event information for schedulers to review.Â
Affirmation: Check the box next to 'I Agree'
Click on Save to submit your reservation request.
You should receive a follow up email from your local scheduler with next steps or confirmation. Please note, the space you request is not approved for use until you receive a confirmation, so do not promote the location for your event quite yet.
For assistance or more in-depth training, you can contact Indianapolis-Room-Scheduler@ivytech.edu or complete the 25Live Pro training sessions available in IvyLead. The video below provides a visual walkthrough of the 25Live Event Form.