25Live Documentation: Request A Space – I know WHEN my event should take place -- help me find a location!

Creating an Event: First go to reserveaspace.wustl.edu click the green “Create an Event” button. You will be taken to the WUSTL Key login page where you will Sign in with your WUSTL Key.

When you first sign in, 25Live will take you to the “Home” page Dashboard.

In the middle-top of the Dashboard, in the “Event Creation Quick Start” section, click the “I know WHEN my event should take place -- help me find a location!” hyperlink option. Begin entering your information after the section changes to allow input.

Next, click on the small Calendar Search icon in the “Event Creation Quick Start” box next to the date you see and select your date in the calendar that drops down. Then enter your Start and End Time in the available fields.

Now, you must enter the “Number of Attendees” in this required field, since your available locations are limited by the size of your attendance.

Next select your desired location to search within by pressing the down arrow by the “Search within: Select a Location Search. . .” box. After selecting your location, press the “Show me what’s available” button and a list of available spaces in that location will show up according to the time slot you specified. To choose a space, please click on the “Use This Location” link in the upper right of the box of that option.

Option Box

Selection Hyperlinks

If before you select a space, you want more details about that space, you can mouse over the space name hyperlink in the upper left of that option box, and your cursor will become a pointer with a little blue note icon indicating an information pop-up window will show up, and you will see a summary of that space’s features and details .

Once you have selected your location, you will be taken to the next step in the process, entering your “Event Name“.

To the left, you will see the “Summary Panel” which will faithfully stay in the same location of your screen, even while scrolling down the page, to let you know what you have already selected, and what is remaining in your request (it will not be updated until you click the button at the bottom of each of 3 pages including date and time, of the request process. You will see the Red Star * denoting required fields as you go along, and in each selection, you have the option to “Star” or “Favorite” any of your choices to make it quickly available in future searches. You will also now find yourself in the “Event Creation and Editing” tab of the Wizard (see above picture).

Next carefully select your “Event Type”. You will see in your selection fields as you go through, you have a “Find by. . .” box with options that change your selections available in the “Choose from. . .” box below, or to the side. Click on “All Event Types” to see what’s available so you can choose the proper one.

Move to the next section and select your “Sponsoring Organization” using the search criteria options available.

Below this section is the information you’ve already chosen for your “Event Date and Time”, and there is text guidance in the header if you need any modifications or repeat options for your event. Click the “Next” button at the bottom of this section to go to Page 2.

You will see a few updates in your “Summary Panel”and in our example, we have 2 required fields left, but none on this page that are not already selected. It shows the “Event Location” you’ve selected, an optional field to enter your “Event Description”, and the “Expected Attendance” you’ve already entered. Please enter a description of your event (if needed) and press the “Next” button.

This next page shows 6 red *’s, but the “Summary Panel”only shows 2 remaining. “Additional Information” is considered one, and “Terms and Conditions” is the 2nd and final one needed for completion of your event request. Carefully fill out these remaining items with the necessary information (“Notes to Scheduler” is optional) and click the “Finish” button. If there is any missing information, the Event Creation Wizard will let you know.

Congratulations! You just completed your Event Request and you will receive an email acknowledgment of the completion of your request, however the request will go to the Scheduler who will verify your information and let you know by email or phone call if there is anything else that is needed further, or if your event is confirmed and final.