Frequently Asked Questions About Scheduling
How do I cancel my event?
You can cancel your event by emailing firstname.lastname@example.org or by calling (315) 859-4243. Please include the Reference ID number. If you need to reschedule your event, please let us know so that we can change the date instead of canceling and having you resubmit your request.
Can I edit the name of my event after submitting my reservation?
Yes, you can log in to 25Live and edit your event name and description.
What username and password do I use to login to 25Live?
You use your Hamilton College email username and password.
Can I see if a space is available before making my reservation?
On your 25Live dashboard, enter a room or building in the Quick Search or use the Locations tab. The List tab will give you a list of locations that meet your search criteria and will include information about each space. If you click on the name of a space it will open up more details including photos and possibly diagrams. The Availability tab will offer a grid by date and time of a location's availability. The Calendar tab will show a location's events for one week from the current date as a default. On both Availability and Calendar, you select different dates by clicking on the blue dates above the Load button.
What is the turn around time for a reservation request?
- 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.
How do I request support from Facilities Management, Bon Appetit food service, Campus Safety or AV/LITS for my event?
When submitting your request be sure to choose "Event with Services" as the Event Type*. Then use the Requirements section on the Event Form to choose the services that apply to your event. 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. AV does not normally charge for event support so account numbers are not required if you only request AV support.
If you wish to have Bon Appetit cater your event you should indicate that in the requirements but will also need to submit an order online through CaterTrax. All events where food will be served are considered "Events with Services" and may require a Food Waiver form to be submitted. Please indicate in the Requirements section if you will bring your own food or if you will get take out from a restaurant and someone from the Events Office will follow up with you.
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. To make any changes to an AV or Facilities request please email the provider directly and copy email@example.com. Please put the Reference ID number of your 25Live request and the date of the event in the subject line. [AV: firstname.lastname@example.org] [Facilities: email@example.com]
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.
*If you do not see the "Events with Services (set-up, tech support, food)" event type, you will need to take an 25Live Enhanced User training class to gain access. Please email firstname.lastname@example.org for more information.
What should I do if I want to get take out or make my food?
When creating your event please choose "Event with Services" as the Event Type. Then on the Requirements section of the Event Wizard, please indicate what restaurant you will be using for catering or take out. If you will make your own food, please also indicate that in the Requirements section. The Events Office will contact you to complete a food waiver that includes the items you will be serving. This is a requirement for serving food at your event that is not prepared by Bon Appetit.
Why was my event request denied?
The most common reason a request is denied is due to missing information or an incorrect event type. It is also our practice not to approve Events with Services for student groups with less than 7 days notice. If you receive a denial email please follow the scheduler's instructions to re-submit, provide the missing info or choose a later date.
I see that a space is not available, can I still request it?
No, 25Live will not allow you to save a reservation that contains a space conflict. If you would like assistance in finding an alternate location or date for your event, please contact the Events Office at email@example.com or (315) 859-4243.
How do I add a photo to my event to appear on the calendar?
Please email a square photo at least 500x500 to firstname.lastname@example.org with the reference number of your event and we will add it to 25Live. Once the photo is added it will take approximately 30 minutes to appear on the calendar. Please do not email a rectangular image as it will not work for the calendar. Also, avoid images with text (such as your event poster) as it will be too small to read on the calendar listing.
My class has more students than my assigned room will hold, do I make a room change request through this system?
No, please direct room change requests for academic courses to Phylicia Cronin in the Registrar's Office (email@example.com, x4638).