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Space Reservations

Using 25Live

25Live is DU’s primary software for booking rooms and managing reservations. Use the guide below when placing room reservation requests via 25Live.

Note: While most rooms are requestable through 25Live, there are exceptions. View the event spaces page for more information.

STEP 1: SIGN IN TO 25LIVE

Navigate to http://25live.collegenet.com/du and click on “Sign In” at the top right corner of the screen. (Recommended browsers: Firefox, Chrome, Safari)

Step 1.1

Sign in using your Pioneer ID number and your PioneerWeb password.

Step 1.2

STEP 2: BEGIN THE EVENT CREATION PROCESS

Click on “Create an Event” to access the Event Wizard and begin the room reservation request process.

Step 2.1

STEP 3: ENTER BASIC EVENT INFORMATION

Fill out all of the required fields on the first page (marked with a red asterisk).

Enter your Event Name. The maximum length of your event name can be 40 characters, including spaces.

Step 3.1

Enter your Event Type. Click on “Search for an Event Type” and select the one that most accurately describes your event.

For tabling requests, select “Fair/Trade Show” as your event type.

Step 3.2

Enter the Primary Organization for this Event. This is the name of the student organization that is hosting the event. If your organization is not listed, please contact the Office of Student Engagement.

If the event has one or more co-sponsoring organizations, list the additional organizations in the “Additional Organizations for this Event” section.

Step 3.3

STEP 4: ENTER ADDITIONAL EVENT INFORMATION

Enter your Expected Head Count. This field is required so that the room scheduler can ensure that the room requested can hold the number of people expected at your event.

For tabling requests, enter an expected head count of 2.

Step 4.1

Add an event description if desired.

STEP 5: SELECT EVENT FREQUENCY

If the event occurs on a daily, weekly, monthly, or ad hoc basis until a specified end date, select YES. If the event does not repeat, select NO.

Step 5.1

STEP 6: SELECT WHEN YOUR EVENT TAKES PLACE

Enter the event start date and start time, then enter the event end date and end time.

Enter “Pre-event time” and “Post-event time” if you, as the event host, will need extra time before or after the event for your own setup or takedown.

Step 6.1

STEP 7: CHOOSE HOW YOUR EVENT REPEATS (IF APPLICABLE)

If you selected YES during step 5 (select event frequency), you can now choose the appropriate repeat option. For example, if your event meets every week or every two weeks on Tuesdays, select the "Repeats Weekly" option and fill in the details. If your event does not have a specific repeat pattern (i.e., one week it occurs on a Tuesday and the next week it occurs on a Thursday) select the "Repeats Ad Hoc" option, then select the specific dates of the occurrences on the calendar provided.

Note: As long as the meeting series is for the same TIME of day, you may use this feature. If your meeting times are different, a separate 25Live request must be completed for each change in meeting time.

Step 7.1

STEP 8: SELECT YOUR EVENT LOCATION

There are multiple ways to search for your preferred event location. One of the easiest ways to search for your location is using the “Search by Location Name” field. For example, you can search for Driscoll, which will reveal all the rooms that have Driscoll in the room title, such as Driscoll Student Center Room 125.

For tabling requests in the Driscoll Student Center, search for “Driscoll Table.”

A green check mark will appear to the right of locations that are available during your requested time. A red triangle will appear to the right of locations that are unavailable during your requested time. You can filter your search to remove unavailable locations or locations that will not accommodate your expected attendance by checking the “show only my authorized locations that have no time conflicts” and “enforce head count” options underneath the search results.

ProTip: If you use 25Live on a regular basis, you can star the locations you use often and they will appear under the starred locations section.

Step 8.1

Once you have selected your preferred location, information about the space’s maximum capacity and features will appear on the right side of the screen. Review the information presented to make sure the room is a good fit for your event.

Step 8.2

STEP 9: SELECT ADDITIONAL EVENT INFORMATION

This next page includes questions on catering, parking, budget numbers, alcohol, and other information that may be important for your event. Fill in any fields that are appropriate for your event.

Note: Student organizations are often not charged for space reservations, but this does vary by building across campus. If you think you will be charged for any part of this reservation, you must include your organization’s 11-digit budget number. In many locations on campus, your event request will remain in tentative status until that information is provided.

Step 9.1

STEP 10: PROVIDE ADDITIONAL COMMENTS

Provide any additional information that would be helpful for the schedulers or service providers.

ProTip: Provide your phone number in “Event Comments” so that the scheduler can call you if there are any questions about your event.

Step 10.1

STEP 11: SIGN THE AFFIRMATION STATEMENT

Read the affirmation and check the box next to “I agree” before clicking on “Next.” You may not proceed if you do not agree with the Affirmation Statement.

Step 11.1

STEP 12: VERIFY THE EVENT STATE

Select TENTATIVE. Then click on “Save.”

Step 12.1

STEP 13: EVENT HEADING

You will see a popup window that says “Under which heading would you like to save this event?” Select STUDENT EVENTS.

ProTip: NEVER select “I don’t know.” This will not assign the event to any scheduler and your space reservation request will not be processed.

Step 13.1

STEP 14: NEXT STEPS

Once you see the screen that indicates your request was successfully placed, you are done with the Event Wizard. You may view details about your event request by clicking on the “View Details” button in the middle of the page.

Step 14.1

YOUR EVENT IS NOT CONFIRMED YET. You must wait to receive a confirmation email from the room scheduler. Space reservations take varying amounts of time depending on the request process and space.

No Response? If three business days have passed and you haven’t received a follow-up email about your 25Live request, you can contact the room scheduler to ask for a status update. If you aren’t sure who the room scheduler is, reference the event spaces page or contact the 25Live Administrator at 303-871-4795. You SHOULD NOT enter your event in the system again unless otherwise notified.

You MAY NOT begin to advertise your event until:

  1. You have received a confirmation email from the space scheduler, and
  2. Your event is approved by the Office of Student Engagement (not required for graduate student organization events).