Faculty and Staff Events

MEETING ROOM REQUEST

• A minimum of 1 business day in advance if no resources are needed; a minimum of 2 business days in advance if any special setup (tech, tables, etc) or resources are needed.
• Some spaces/rooms in 25Live can be reserved via Express Scheduling if no special setup or resources are needed and can be reserved immediately if available.

STANDARD EVENT - a minimum of 14 days prior to event

• 50 or less people in attendance.
• Catering needs.
• Space and resource reservations (tables, chairs, podium, etc).
• Set up and operation of audio-visual equipment.

MID-SIZE EVENT - a minimum of 45 days prior to event

• 50-100 people in attendance.
• Any event that occurs in a major venue and has performer, speaker, alcohol, inflatables, or special set up needs.
• Special setup/production support (for lights, sound, power, video, etc) needed.

BIG EVENT - a minimum of 60 days prior to event

• Over 100 people in attendance.
• Any event that occurs in a major venue (Heckman, Conservatory, Ed/Art 236-242, Fuhrer or Haddix Arenas, etc) and has a contracted performer, speaker, dance/arts, competitions, concert, alcohol, inflatables, etc.
• Special setup/production support (for lights, sound, power, video, etc) needed.

Doane faculty and staff need to complete 25Live Getting Started - Login & Update Contact Info in order to access the 25Live system.  This will allow the Event Services department to assign any events that you may have previously scheduled, as well as allow you to create, edit and get alerts about your upcoming events.

With 25Live you can:

• Think through all the details of your event in advance! From determining the best room setup/layout for your event, reserving av equipment, reserving parking, putting your event on the public calendar (or not), starting your food or drink order, and more… 25Live asks the questions to help you plan a successful event.
• Upload your event flyer or poster (in PNG or JPG file format) directly into 25Live and get it approved quickly.  The Student Affairs Office must approve ALL potential Flier/poster postings. Approved fliers and posters will receive an approval stamp. This stamp must be on all copies of displayed fliers/posters. It is strongly recommended that you wait for this approval before making copies. You can still go old-school, and email the poster as a PNG or JPG file format to [email protected] with the email subject “Poster Approval Request”. Full Posting Policy.
• Get your food order started from within 25Live. By answering a few simple questions about if you will be having food, snacks, or beverages (yes, even alcoholic ones) at your event within the 25Live reservation system, our on-campus food service vendor, Fresh Ideas, will be informed of your request and an email will automatically be generated to start the communication process between you and Fresh Ideas. 

We have put together the following Training Guides to help you with your reservations and scheduling:

• 25Live - Getting Started-Login & Update Contact Info
• 25Live - EVENT SPACE RESERVATION (Detailed slideshow on how to Log-in & Reserve Space in 25Live)
• 25Live - Submitting an Event Request Form
• 25Live - Express Scheduling
• 25Live - Viewing Location Availability
• 25Live - Room Layout/Setup & Resource Requests
• 25Live - Viewing Your Event Request
• 25Live - Editing an Event
• 25Live - Using the 25Live Calendar
• 25Live - Saving Searches
• 25Live - Quick VS Advanced Searches

Questions? Need help navigating 25Live? Don’t hesitate to contact the Event Services department directly at [email protected].

Events will be held in a “TENTATIVE” state until all information has been received so that you can continue to make edits and changes to your event. Unfortunately, events held in a TENTATIVE state will NOT appear on any public calendars (including Doane.edu) until they are moved to a “CONFIRMED” state. 

14 days prior to your event, you will receive an email alerting you that your event is coming up and what state it is being held in.  

Events will be moved to a “CONFIRMED” state a minimum of 7-10 days prior to the event and can NOT be edited without contacting the Event Services department directly by phone 402.826.6775 or email [email protected].

• Guest Emergency Resources
• Speaker and Event Contract Requirements Checklist - Outside Forms
• Speaker and Event Contract Requirements Checklist - Doane Contracts

If your event has a participatory activity such as a bounce-house, mechanical bull, team or individual sport, or other physical activity, please have all participants fill out and sign this document and keep it on file.