The events calendar can be viewed by anyone who visits the website. Access to request the use of space and view user preferences via 25Live is only available to registered users who have logged into the system with a valid 25Live username and password.
Events during the academic year may only be approved if the event is college-sponsored (see definition below). Non- College sponsored events are limited to use of facilities during the non-academic year only (spring & summer breaks). To plan an event at Gettysburg College, please follow the process below.
A “College Sponsored Event” is defined as an event that is initiated by a recognized college organization or an academic/administrative department. This event may include inviting a non-college individual or organization to campus. All of the above is in effect if the following responsibilities are met:
The sponsor must have a college agent (faculty, administrator, staff or student) who is responsible for making all necessary arrangements including but not limited to scheduling space, advertising, food services, and technology to assure compliance with campus guidelines/policies.
The agent must be present at the events.
The sponsor must be clearly identified in all publicity materials.
The sponsor is financially responsible and must provide Gettysburg College internal account number (GL). *
*Subject to Departmental review.
A “Non College Sponsored Event” is defined as an event that uses campus facilities initiated by a non-college affiliated person or initiated by a college community member (faculty, administrator, staff or student, alumni) but not sponsored by any College group. All of these events must be approved through the Conference and Event Office who will act as the college agent for the group. The group will be required to have proof of insurance and will be billed according to the specific requests.
25Live is an upgrade to the R25 scheduling system; it’s a web-based scheduling and event-publishing product developed by CollegeNET that provides one centralized calendar, scheduling system, and data repository for events at Gettysburg. The database remains the same, and you still have access to your past event information. The campus scheduler reviews your request(s) and sends you a confirmation email when your request(s) has been confirmed. The new functionality streamlines your scheduling tasks into one program where you can check availability, view activities on campus, view and print your confirmations, make requests for space and services, and find the important information you need.
Requests may be submitted 24 hours a day, 7 days a week.
Requests should be submitted a minimum 5 business days prior to event. Reports for security and facilities are generated in advance and late requests may not be able to be supported.
Exceptions to 5 day guideline:
*Any event that involves use of CUB Ballroom, Attic & Recital Hall, tents, street closings, alcohol, large attendance (over 200) or activities pose a greater than normal physical risk , these requests must be submitted at least fifteen working days in advance.
Click on the “Dashboard” view on your 25Live homepage (you must be logged in). Your event requests are saved as drafts until the scheduler processes them.
Note: You are considered the requester if you submitted the event request.
Please do not edit your draft after you have submitted it – contact the scheduler to discuss any edits that need to be made by emailing firstname.lastname@example.org.
If you receive an email from the scheduler with a question about your request, do not login to 25Live and edit your event request – please reply to the email so the scheduler can make the necessary adjustments.
You can search a location from the homepage
OR you can look at the Pre-defined public searches (ex. Weidensall Hall Classrooms, Penn Hall) by selecting the
Locations tab; your Location searches; Public searches - and then select the desired search from the right hand column .
You will then see availability, calendar or list.
All requests are processed on a first come first served basis. The scheduler strives to reply to your request in a timely manner, however the response may take longer if a large number of requests have been received in a short period of time, or if your request is for space or services requiring additional approvals.
Do not submit a new request – the scheduler can edit your original request if you follow this process: Find your event in 25Live that needs to be edited (see above for help). Open your event by clicking on it, and then click on More Actions. From there, click on Email Event Details. A new window opens, which is your message. Be sure to click the box next to Scheduler so that the message is sent to the appropriate individual. Add text to the Message Body regarding your event and click Send.
You can also reply to the confirmation email you received from the scheduler with your event change or cancellation.
Cancellations and changes require a minimum of two business days to process (if no services are requested). Requests for major changes to an event (change in set-up, media or sound support services) must be received at least 10 business days before the event is scheduled to take place. Change requests received on shorter notice are not guaranteed. If your request can be accommodated, you will receive a new and updated confirmation.
25Live is a complex, full-featured application that could potentially be accessed by dozens of people at one time. Using the system involves searching thousands of locations, resources, organizations, contacts, and event records to deliver the most accurate information in real time. Your patience is appreciated.
The browser used to access 25Live can also affect performance; please be sure to use Mozilla Firefox or Google Chrome to achieve maximum results. If the site does not appear to load properly, try refreshing your browser or the screen you are in.
Additionally, there is an approximate 30-minute delay between an event being approved/updated and it appearing on the campus event calendar.