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25Live Updates and Announcements

Current Announcements

UPCOMING EVENT SCHEDULING DEADLINES:
    • August 1st: Deadline for all Campus Colleges and Departments to receive priority consideration for Fall 2024 Semester events.
    • October 1st: Deadline for all Student Organizations to receive priority consideration for Fall 2024 Semester events.
MARK YOUR CALENDARS:
    • FALL 2024 Academic Locations open for requests September 16

Past Announcements

  • July 2024 - Aug 1 Deadline Reminder

    Mid-July is here!  That means that August is right around the corner.

    This is a gentle reminder that the August 1st priority scheduling deadline is coming up for campus departments and colleges.  Requests submitted after the August 1st priority scheduling deadline will be evaluated on a case-by-case basis.  The quantity of existing reservations as well as staffing levels are key considerations in the review process.

    These annual deadlines are in place to ensure campus event reservations are equitable for the campus community and entered into 25Live by a specific deadline prior to each semester.   

    View the Annual Event Scheduling Timeline and Student Organization submission deadlines by visiting the Event and Conference Services website.

     

    FALL HOLDS:  If you have multiple dates on hold for the fall semester, now is the time to narrow down and select a final date. This will allow time for other groups to pick up those dates for their programming.

    ACADEMIC LOCATIONS: 

    • We are currently accepting summer 2024 requests for Academic Locations.  
    • For the fall semester, we will begin accepting requests on September 16, 2024.  Please do not submit requests for academic locations prior to the first 3 weeks of the semester, unless it occurs on a Sunday or during U-Hour.   

     

    LOCATION UPDATES:

    • Staff Center - Only open for Staff & Faculty Staff Association events.  View the location details for more information.
    • UPDATED Housing Guidelines - See attached guidelines for reserving locations in the University Village Apartments, QUAD and North Commons.
    • KEL 2311 - permanently offline
  • April 2024

    Academic Locations for SUMMER SESSION 2024 are open for event requests as of Monday, April 15, 2025

    As of March 1st , both of the Priority Scheduling deadlines for spring semester events have passed.
    All Full Service requests submitted after the priority scheduling deadlines will be reviewed and evaluated on a case-by-case basis.  The quantity of existing reservations as well as staffing levels are key considerations in this review process.

    FALL Priority Scheduling Deadline Reminder
    AUGUST 1st is the next scheduling deadline for all campus departments and colleges to receive priority consideration for their Fall Semester events.  These annual deadlines are in place to ensure campus event reservations are equitable for the campus community and entered into 25Live by a specific deadline prior to each semester.

    SUMMER 2024
    Academic Locations for summer session (June 3 - August 9) will open up for requests on Monday, April 15th.  Requests submitted prior to this date will be denied.

    As a reminder, academic locations can always be requested up to 14 months in advance if the date falls within the following:

      • Between semesters/summer session
      • Sundays
      • U-Hour (Tues & Thurs @ 12pm - 12:50pm)

     

    UPCOMING EVENT SCHEDULING DEADLINES:

      • August 1st: Deadline for all Campus Colleges and Departments to receive priority consideration for Fall 2024 Semester events.
      • October 1st: Deadline for all Student Organizations to receive priority consideration for Fall 2024 Semester events. 

    View the full Event Scheduling Timeline

    FALL 2024 - Mark your calendars!

    We will begin accepting requests for academic locations on September 16th (after the first 3 weeks of the semester have passed).  Until this date, only requests during U-Hour or on Sundays can be approved.

  • December 2023

    The Spring 2024 priority scheduling deadline for Campus Colleges and Departments (Dec 1) has passed.  All new requests will be reviewed and scheduled based on the quantity of existing events and ECS staffing levels.

    UPCOMING EVENT SCHEDULING DEADLINES
    March 1st  - Deadline for all Student Organizations to receive priority consideration for Spring 2024 Semester events.

    August 1st - Deadline for all Campus Colleges and Departments to receive priority consideration for Fall 2024 Semester events.

    These annual deadlines are in place to ensure campus event reservations are equitable for the campus community and entered into 25Live by a specific deadline prior to each semester.  Link to the ANNUAL EVENT SCHEDULING TIMELINE

     

    SPRING 2024 RESERVATIONS
    We will begin accepting requests for academic locations on February 12th (after the first 3 weeks of the semester have passed). Until this date, only requests during U-Hour or on Sundays can be approved.

    Current campus safety and mask guidelines must be followed at all events.  Please contact the Events and Conference Services office at (760)750-8800 for any additional questions.

     We are currently accepting Fall 2023 requests for Academic Locations.

  • October 2023

    The FALL 2023 priority scheduling deadlines have passed (Aug & Oct 1).  All new requests will be reviewed and scheduled based on the quantity of existing events and ECS staffing levels.

    UPCOMING EVENT SCHEDULING DEADLINES:
    December 1st - Deadline for all Campus Colleges and Departments to receive priority consideration for Spring 2024 Semester events.  

    March 1st - Deadline for all Student Organizations to receive priority consideration for Spring 2024 Semester events.

    View the full Event Scheduling Timeline


    SPRING 2024 RESERVATIONS:

    We will begin accepting requests for academic locations on February 12th (after the first 3 weeks of the semester have passed). Until this time, only requests during U-Hour or on Sundays can be approved. 

    Current campus safety and mask guidelines must be followed at all events.  Please contact the Events and Conference Services office at (760)750-8800 for any additional questions. 

    We are currently accepting Fall 2023 requests for Academic Locations.

  • Fall 2023

    Fall 2023 

    As of August 1st, the Campus Departments and Colleges Priority Scheduling deadlines for fall semester events have passed.  Requests submitted after the priority scheduling deadlines will be evaluated on a case by case basis.  The quantity of existing reservations as well as staffing levels are key considerations in the review process.  

    UPCOMING Priority Scheduling Deadlines

        Oct 1st priority scheduling deadline for fall 2023 Student Organization events.
        Dec 1st priority scheduling deadline for spring 2024 Campus Department and College events.

    These annual deadlines are in place to ensure campus event reservations are equitable for the campus community and entered into 25Live by a specific deadline prior to each semester.   

    Link to the ANNUAL EVENT SCHEDULING TIMELINE

  • Summer 2023

    Summer 2023 

    Academic Locations for summer session will open up for requests on April 10th.  Please do not submit requests prior to this date, unless it is on a weekend.  As always, the dates before and after summer session are available to request now (May 21 – June 4 and Aug 13 – 27).   

    We thank you in advance for your patience as there will be a large influx of reservation requests over the next couple of weeks.  As always, please let us know if you have any questions.

  • Spring 2023

    As of March 1st, the Priority Scheduling deadlines for spring semester events have passed.  Requests submitted after the priority scheduling deadlines will be evaluated on a case by case basis.  The quantity of existing reservations as well as staffing levels are key considerations in the review process.  

    FALL Priority Scheduling Deadline Reminder August 1st is the next scheduling deadline for all campus departments and colleges to receive priority consideration for their Fall Semester events. These annual deadlines are in place to ensure campus event reservations are equitable for the campus community and entered into 25Live by a specific deadline prior to each semester.   

    Link to the ANNUAL EVENT SCHEDULING TIMELINE

  • Fall 2022

    NEW ANNUAL EVENT SCHEDULING TIMELINE

    Event and Conference Services will be implementing a new event scheduling timeline for all events effective immediately.  Click the hyperlink above to view more detailed information.  These annual deadlines are in place to ensure campus event reservations are equitable for the campus community and entered into 25Live by a specific deadline prior to each semester.

    UPCOMING IMPORTANT DATES:

    • October 1st - Deadline for all Student Organizations to receive priority consideration for their Fall Semester events.
    • December 1st - Deadline for all campus colleges/departments to receive priority consideration for their spring Semester events.

     

    General 25Live Updates and Reminders

    RESERVATION REQUESTS

    (Minimum Submission Deadlines)

    • Meeting Only: Minimum 3 business days prior to the meeting.
    • Campus Self Service:
      • Submission Deadline for Tabling: Minimum 5 business days prior to the event date.
      • Submission Deadline for All other Self-Service Events: Minimum of 3 weeks prior to the event date.
    • Campus Full Service (will be reviewed and approved based on scheduling, space and staffing)
      • Submission Deadline w/ alcohol or outside vendors: Minimum 8 weeks prior to the event date.
      • Submission Deadline for all other Full-Service Events: Minimum 3 weeks prior to the event date.

    CALENDAR POSTINGS

    • Event Descriptions: For successful posting of your event descriptions we suggest removing the formatting and using the WYSIWYG tools that the description box offers. Copying and pasting from other sources can often result in unneeded bits of code being included.  Opting to paste without formatting or clearing formatting can also help.  More information can be found at Tips for Publishing 25Live Events to Campus Calendars.

    • Virtual Events: Please continue listing the virtual platform link at the top of the event description field and make the URL a clickable hyperlink with a unique phrase such as: "[Event Name] Registration". 

      Avoiding generic link names like "Register", "RSVP", or "Click Here" as this may be confusing for non-visual users if they are consuming several unrelated events in a calendar listing.

    LOCATION UPDATES

    • Live and Online (L&O) Locations - Several rooms across campus have been upgraded to accommodate hybrid/Zoom classes and events.  This is different than a "smart room".  This new Live and Online feature has been added to 25Live so that location searches can be filtered.
    • UNIV 100 (classroom) and adm 1300P (conference room) will remain offline for event reservations.
    • UVA & QUAD locations are only open for residents of housing to hold meetings and events.
    • CFH 113 Grand Salon - Back online and open for event reservations.
    • Location Not Found - Please select this location if you cannot find the location that you are looking for.  Be sure to include a note about the desired location and we will assist.

    MORE GENERAL EVENT INFORMATION

    • Updated COVID Event Guidelines are on their way.
    • Visit the Sustainability website for more information about Zero Waste Event Planning
      •  Green Bins - Compost & Food recovery
      •  CSU Single-Use Plastics Policy
  • Spring 2022

    Changes to Requesting Academic Locations

    With the 2 week delay to the start of in-person classes, Academic Scheduling has extended the "First 3 Weeks Rule" to 4 weeks for academic locations. This one week extension will allow for sufficient time for them to accommodate the bulk of any faculty changes. Once we have passed the fourth week of instruction, academic locations will be available to requests.

    Event and Conference Services will begin accepting requests for Academic Locations on MONDAY, FEBRUARY 21st (instead of the 14th). Please do not submit requests for academic locations prior to this date.  Non-academic locations are still available to request and reserve per usual.  

    We are sorry for any inconvenience this will have on our campus community, as we know you are eager to schedule your campus meetings. Please let us know if you have any questions.

    EVENT SCHEDULING PRIORITIES

    The campus will be phasing back in events over the 2021-2022 academic year based on the guidelines already approved by the President's Administrative Team. New requests for spring 2022 are being reviewed and responded to as they are received.  You will receive an e-mail either confirming or denying your event request within 5 business days.

    For the spring semester, the scheduling priorities include pre-approved Campus Signature events; Student focused events (at least 50% of attendance are students); departmental events for faculty and staff; lastly four pre-approved external rentals. These priorities will slowly be expanded as we rehire Events staff and by summer 2022 will be fully open to accepting most events and rentals. ECS will continue to review and respond to each request based on these scheduling priorities.

    If your area is considering an event, please input in 25Live by the end of January 2022 for Spring and Summer consideration and by the end of March 2022 for fall consideration. Event requests can still come in after those dates and will be reviewed individually based on scheduling, space and staffing. The standard event reservation timelines and location specific restrictions still apply.

    General 25Live Updates and Reminders

    RESERVATION REQUESTS (Minimum Submission Deadlines)

    • Meeting Only: Minimum 3 business days prior to the meeting.
    • Campus Self Service:
      • Submission Deadline for Tabling: Minimum 5 business days prior to the event date.
      • Submission Deadline for All other Self-Service Events: Minimum of 3 weeks prior to the event date.
    • Campus Full Service (will be reviewed and approved based on scheduling, space and staffing)
      • Submission Deadline w/ alcohol or outside vendors: Minimum 8 weeks prior to the event date.
      • Submission Deadline for all other Full-Service Events: Minimum 3 weeks prior to the event date.

    CALENDAR POSTINGS

    Event Descriptions: For successful posting of your event descriptions we suggest removing the formatting and using the WYSIWYG tools that the description box offers. Copying and pasting from other sources can often result in unneeded bits of code being included. 

    Opting to paste without formatting or clearing formatting can also help. More information can be found at Tips for Publishing 25Live Events to Campus Calendars.

    Virtual Events: Please continue listing the virtual platform link at the top of the event description field and make the URL a clickable hyperlink with a unique phrase such as: "[Event Name] Registration". 

    Avoiding generic link names like "Register", "RSVP", or "Click Here" as this may be confusing for non-visual users if they are consuming several unrelated events in a calendar listing.

    LOCATION UPDATES

    • Live and Online (L&O) Locations - A new room feature has been added to locations that have been upgraded to L&O.  Use this feature to filter your location search. 
    • UNIV 100 (classroom) and adm 1300P (conference room) will remain offline for reservations.
    • UVA & QUAD locations are only open for residents of housing to hold meetings and events
    • Location Not Found - Please select this location if you cannot find the location that you are looking for.  Be sure to include a note about the desired location and we will assist.

    EVENT INFORMATION

    • Updated COVID Event Guidelines are on their way.
    • Visit the Sustainability website for more information about Zero Waste Event Planning
      • Green Bins - Compost & Food recovery
      • CSU Single-Use Plastics Policy