This 25Live guide will help you make your sustainability events visible on the Today @ Mason calendar, whether they are in-person or virtual. The Office of University Events, the Office of Sustainability, and the Institute for a Sustainable Earth collaborated to develop this brief guide to increase the visibility of and engagement with sustainability events at Mason.
All space for events on campus must be requested through University Events. Any event that does not follow the necessary scheduling procedures is subject to cancellation or other penalties. 25Live auto-populates the Today @ Mason calendar, so it’s one of the best ways to inform a large audience about your program or event.
- Create Your 25Live Account
- Go to the Office of University Events website: https://events.gmu.edu/scheduling/
- On left side of Website, select 25Live new user request, and then complete and submit the form
- Once your request for a new user account is approved, your account information will be emailed to you.
- Sign In
- Go to the 25Live website: gmu.edu
- Click on Sign In, found in the top right corner of the home screen banner
- Submit Your Event Request Using the 25-Live Event Form
- Once logged-in, you can access the Event Form by clicking on the button that says Event Form, found in the same banner where you clicked to sign in.
- Once the Event Form loads, you need to determine if your event is Virtual or In-Person:
- If Virtual:
- Before going any further, have you established your virtual hosting platform and obtained connection details for audience members (livestream link, registration link, etc.)? Make sure you have the appropriate link or links available.
- Begin completing the form
- When you arrive at the “Expected Head Count” box, please enter an expected number of participants. You can use the current number of registrants for your event or the max capacity of your hosting platform. If you are livestreaming or don’t know, please enter an estimated average of attendees at prior events.
- Continue to complete the form until you arrive at the “Event Description for Published Calendars” section. In addition to providing a brief description of your event, please be sure to add information for people to register and attend your event, including a registration or live-stream viewing link.
- Continue to complete the form until you arrive at the “Event Locations” section of the Event Form. Navigate to the “Search Locations” search box, type in “Virtual,” and hit enter. A list of options will now be displayed, which will include options to host your event via MS Teams, Zoom, Blackboard, etc. You will need to click the “Request” button for the event type that is most closely related to how you will host your virtual event.
- Continue to complete the form until you arrive at the “Event Attributes” section where you will be presented with the Yes or No question “Will you be using any virtual platform?“ Click on the right side of the slider until it is highlighted in blue and indicates “Yes.” Below that question, you will need to type the name of the platform you plan to use (Zoom, MS Teams, etc.) in the box in response to the question “If you are using virtual platform, indicate type (Zoom, MS Teams, Other).”
- Continue to complete the form until you arrive at the “Additional Comments (list special requests, classroom preference etc.)” section. Please be sure to input the registration or live-stream viewing link as well as any additional details important for people to register for, join, or view your event.
- If In-Person:
- Complete the form and make sure to request the specific building and classroom desired from the drop-down menu.
- Before submitting your event: Under the Event Categories heading, it’s critical to select all relevant categories for your event, including “Sustainability” and the relevant “Today @ Mason” category or categories. By selecting the “Sustainability” and relevant “Today @ Mason” categories, you ensure that your event will be featured on the Today @ mason calendar. In addition, selecting the “Sustainability” category will feature your event on the ISE Calendar.
- Note: Event Categories are directly related to published calendars. If you select a category, your event will then be pushed to the appropriate calendar. If you do not want it published, please select the “*Do NOT Publish to Calendar” category.
- After you have completed all event information, you can click preview to review your request. If all the details are correct, click save. If you want to make changes before saving your event, please go ahead and do so.
- Additional Details
- Please remember that if you change the date and/or time of your event, you will need to reselect your space as the parameters have changed.
- Reservations can take up to 3-5 business days. If you have not heard back from a scheduler within that time frame, there might have been an issue with your request. If you need to make changes to your event or to cancel your event or occurrences, please email your scheduler and provide the reference ID for the event you want to change. Once your event is confirmed, an email confirmation will be sent to you.
- Please reach out at gmuevent@gmu.edu or x2853 to inquire about the status of your request or make changes.
Note: For additional support, please visit the Office of University Events website. An instructional video and PDF document are available on the right-side of the website. In addition, questions can be referred to the 25Live Functional Administrator, Samantha Price.