25Live – Scheduling a room for a meeting or event

25Live is the centralized platform for room reservations and event scheduling

Whether you’re scheduling a meeting or planning a campus event, you enter your reservation and event details in one place. If you want to advertise your event, the information will automatically display on an online calendar (www.depauw.edu/calendar).

25Live replaced e-Services and Campus Labs in August 2026.

To schedule a room for a meeting or event:

1. Log in to 25Live at 25Live.depauw.edu

2. Click Create an Event:

3. In the Event Form, enter the Event Name:

4. Enter the date and time for the meeting/event.

4.a. Enter the meeting or event Date and Time

4.b. Optional: If you need additional time to set-up the event or remove items from the space, click Additional time and enter the time needed.

4.c. If it is a repeating event, click Repeating Pattern and configure the pattern needed:

You will be able to choose how often your event repeats. The follow-up questions will vary depending on which selection is needed:

5. Enter the Expected Head Count
This will help 25Live determine which rooms to suggest or ensure your selected room will accommodate the number of people you expect. If you don’t know the extract number, use an estimate.

6.a Select the Location for the meeting/event

6.a. Use Locations Search to search for the location you need to reserve.

The Search Filters Button will provide several options to narrow down the search results

  • Hide Conflicts – no rooms that are already reserved for other events will be displayed
  • Hide Request Conflicts – no rooms that have been requested (but not yet approved) will be displayed
  • Enforce Headcount – no rooms that are unable to handle your expected headcount will be displayed.

As you work with 25Live, you can save the rooms that you reserve most often. Those will be listed in the Saved Searches pulldown.

6.b. Once you have identified the location in the menu you want to use, click Request to reserve it.

7. Specify the Event Type:

  • Lecture/Talk/Film/Performance/Arts/Workshop Event – Use this if the event will be displayed on the public calendar.
  • Meeting/Other – Use this for a meeting or other event that will not be displayed on the public calendar (e.g., an internal department meeting).

8. Identify the Primary Organization or Department that is hosting the meeting/event:

9. Enter additional descriptive information about the meeting/event. 

9.a. Enter Event Information< items. These will differ depending on the Event Type that was selected previously:

9.b. If the event will be displayed on a public calendar.

  • Select the relevant Event Categories. This category identifies events that are displayed on public calendars to provide filtering options for persons to search for activities.
  • Optional: Upload an Event Image or logo that will display on the public calendar.

9.c. If the Event Type is “Lecture/Talk/Film/Performance/Arts/Workshop”, enter additional information needed for the public calendar:

The Event Title will be displayed on the public calendars (in place of the Event Name).

9.d. Enter the Event Description.

Information in the Event Description will be displayed on the public calendars and in the 25Live Event Detail View. If your event is “Open to the Public,” “Only Open to Faculty and Staff,”  or “Open to Students,” etc., please add that at the top of the description box.

10. Provide any additional Setup Information for the meeting event:

11. Review the settings carefully, then click Save to submit the meeting/event.

Once the event has been saved you can edit/adjust the reservation as needed through your 25Live login.