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1.  How does 25Live work?

2.  Does availability automatically mean approval?

3.  Will I receive a confirmation within the 5-7 processing days?

4.  Can I make changes to my event that I have submitted?

5.  Is it important to list a second choice of space and/or rain date information?

6.  When will I need to select College Events as a requirement for my event?

7.  How can I add multiple dates or locations to my event request?

8.  How do I add setup and/or takedown to my event?

9.  What should I do if my repeating events are happening at different times?

10.  What times of the day can I reserve Ruane 105 and LL05?

11.  “I was able to see the room I want to request on the 25Live homepage, but when I logged in to submit my request, I couldn’t find that space any longer.”

12.  What browser should I be using for 25Live?

13.  Search Tips

1.  How does 25Live work?

25Live is a scheduling system we use to manage events and spaces on campus.  To request a non-academic space, you can sign into the system using your network credentials and fill out the request form.  When a request is submitted, it gets placed in a queue for the Central Reservations Office to process.  There is a 5 – 7 business day processing time needed because many events require approvals for the space and the event.  Once the event is confirmed, you will receive an email containing your event details. 

To request academic space, users need to email scheduling@providence.edu  with all relevant event information: title and overview of event, dates, times, type of room required, etc.

2.  Does availability automatically mean approval?

No.  Availability refers to whether or not a location is open on that date and at that time.  However, the event itself and the location must be approved by the proper authorities before confirmation can be given.

3.  Will I receive a confirmation within the 5-7 processing days?

That is the goal however the confirmation process consists of multiple steps that the Central Reservations office must complete.  This includes verifying information and waiting for approvals on the space and/or the event. Central Reservations will begin the steps of processing within the 5-7 business days, but depending upon circumstances, the process may take longer.

4.  Can I make changes to the event that I have submitted?

You can only make changes to your event when it is in the “draft” state.  When you complete the form and press finish, your requests go to the “Drafts Folder” to be processed.  Once a scheduler changes the event state to “Tentative” or “Confirmed,” you cannot edit your event and you would need to contact the Central Reservations Office so they can make the necessary changes.  **Please inform us of any and all changes you would like to make so that all information is accurate and no spaces are reserved unnecessarily. Simply email us at reservations@providence.edu with your change. To expedite the process, please include your reference code and event title.

5.  Is it important to list a second choice of space and/or rain date information?

Yes, this is important.  Under the Custom Attributes section it is helpful if a second choice is listed for a location and/or date and time in case of rain or conflict.

6.  When will I need to select College Events as a requirement for my event?

This selection is only for Faculty and Staff.  If a Faculty or Staff member will be hosting anyone from off campus at their event, the College Events checkbox should be selected.  Please include as many details as possible in the comment box to elaborate on who will be coming and why.  It is also helpful to indicate whether or not you have already turned in the necessary forms to the College Events office.

7.  How can I add multiple dates or locations to my event request?

On the” Event Repeats” field you will have various options from which to choose:

Clicking on Repeats Weekly will give you a dropdown menu to select different weekly repetitions.  (For example, options include bi-weekly through every 12th week.)  Selecting the Ad Hoc option allows you to choose dates that do not follow a specific pattern. 

You are also able to select multiple locations in the same request if you need two or more spaces for the same event.  If there are any conflicts for repeating events, there is a link that will show up labeled “Modify Selected Occurrences” once you have selected a location.  This will show you what specific dates the conflict occurs on and you can then de-select any dates that you would like to remove from your event.

8.  How do I add setup and/or takedown to my event?

After you enter the start date and exact time of your event, click on the link labeled Pre-Event/Setup durations?  Use SETUP, not Pre-Event and specify time using Days, Hours or Minutes.  If you add 1 to Hours and your event start time is 10 am, you will see 9:00 am listed to the right of the setup field.  To enter Takedown, click on Post-Event/Takedown durations?  Use TAKEDOWN, not Post-Event and specify time using Days, Hours or Minutes.  Note, all events requiring the help of Physical Plant need setup and takedown time.

Example:  Notice the event start time is 10:00 am and the setup begins at 9:00 am.  The occurrence duration lists 2 hours but reserved for 4 hours.  The extra time is reserved for setup/takedown.  It’s important to list the correct start and end time for your event because the event is listed on the events calendar.

setup-takedown.jpg

9.  What should I do if my repeating events are happening at different times?

The 25Live system can include multiple dates and locations in one request, but not different times.  Therefore, if you have meetings that will be altering their times you will need to put in a separate request for each event.  For example, if you would like to meet on Mondays from 7-8 in the Fishbowl and Tuesdays from 8-9 in the same space, your Monday meetings will need to be in a separate request from the Tuesday meetings.

10.  What times of the day can I reserve Ruane 105 and LL05?

They may be reserved any time after 4:30pm on weekdays or anytime with reason on weekends by putting in a request in 25Live.  On weekdays before 4:30pm, contact must be made with Enrollment Services at scheduling@providence.edu.  (This is the same process as for all academic space.)

11.  “I was able to see the room I want to request on the 25Live homepage, but when I logged in to submit my request, I could no longer find that space.”

All of the spaces in 25Live are available for users to view on the 25Live calendars and 25Live filters so you can easily find out what happening on campus and what space is available.  Once a user signs into the system to request space, they are only shown spaces they can request.  As soon as they logout of the system, they will be able to view all of the locations and events.

12.  What browser should I be using for 25Live? 

The best results have occurred when using the most updated version of Mozilla Firefox.  Whichever browser you are using, install the most current updates as they become available. If you run into trouble, try to open the site in a different browser.

13.  Search Tips

-On the Homepage, the top center box labeled “Find Available Locations” has two very useful links for narrowing your search.  Note:  If you are signed in, you will only see spaces that you are allowed to request.

-Once already in your request, the site will tell you if your location is already being used on that date and time.

-Use the full event calendars on the PC website to cross reference spaces and/or events.

http://www.providence.edu/sail/events-calendars/Pages/default.aspx

http://www.providence.edu/student-activities/clubs-organizations/Pages/events-calendar.aspx

 

Slavin, Room 114

Phone: (401) 865-2070

Email: reservations@providence.edu  

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