ÍÃ×ÓÏÈÉú

Through room request software , student organizations and ÍÃ×ÓÏÈÉú University staff and faculty members can reserve academic classroom spaces for events such as meetings, study sessions, exams, guest lectures, and film viewings. Step-by-step instructions on how to submit a room request can be found below.

Students, faculty, and staff use their ÍÃ×ÓÏÈÉú Unique ID and password to sign into 25Live and submit a request to reserve a classroom. Requests must be submitted with an individual’s account. Any requests submitted with an entity account will not be approved.

Room requests for weekend events must be submitted no later than 10 a.m.(ET) on the preceding Friday. Requests submitted after this will not be approved.

Classrooms are shared spaces within the University community. To remain organized and accessible, all furniture and equipment must be returned to their original positions after use, and all trash from the event must be removed from the room. Failure to comply with this requirement may result in the inability to reserve space in the future.

Requests to use academic classroom space on the Oxford campus will be reviewed by staff members in the Office of the University Registrar. If you have questions about reserving a room on the Oxford campus, contact roomrequest@ÍÃ×ÓÏÈÉúOH.edu.

Groups without ÍÃ×ÓÏÈÉú login credentials may reserve a room by contacting Conference Services at confandeventserv@ÍÃ×ÓÏÈÉúOH.edu or 513-529-3591.

Not all spaces on the Oxford campus can be reserved through 25Live. 25Live is only used to reserve academic classroom spaces. This does not include spaces in Armstrong Student Center, Shriver Center, Hall Auditorium, the libraries, or athletic spaces (Yager Stadium, Recreational Sports Center, etc.).

For online reservation room requests in Armstrong Student Center, Marcum Hotel and Conference Center, and Shriver Center, visit the .

To reserve a study room in a library or Armstrong Student Center, visit the  website.

For more information about ÍÃ×ÓÏÈÉú’s student event scheduling policy, visit the Policy Library.

To reserve a room on the Hamilton or Middletown campus, visit the ÍÃ×ÓÏÈÉú Regionals website. 

Requests to reserve classrooms on the Middletown and Hamilton campuses will be reviewed by staff in the Regionals Admission office. If you have questions about reserving a room on the Hamilton or Middletown campuses, contact regrec@ÍÃ×ÓÏÈÉúOH.edu.

To reserve a room at Voice of America Learning Center, contact voalc@ÍÃ×ÓÏÈÉúOH.edu.

For more information about ÍÃ×ÓÏÈÉú’s student event scheduling policy, visit the Policy Library.

Make sure to use Firefox or Google Chrome as your browser. Other browsers, such as Internet Explorer, may cause issues with 25Live. Then navigate to the homepage: . Click “Sign In” and enter your ÍÃ×ÓÏÈÉú unique ID and password.

If you already know when and where you want your event to take place, click the “Create an Event” button on the homepage.

If you do not know when and/or where you would like your event to take place, visit “Find Available Locations” above “Create an Event.”

Fields marked with an asterisk are required. Prompts are available underneath some fields.

• Event Name*
• Event Title
• Event Type*
• Sponsoring Organization*
  • If your sponsor does not appear within the list provided, contact roomrequest@ÍÃ×ÓÏÈÉúOH.edu.
• Head Count*
  • The expected head count helps ensure that the location selected will be large enough to hold the number of people you expect to attend the event.
• Event Description
  • A brief description of your event.
• Event Date/Time*
  • If your event is a repeating event, enter only the date of the FIRST meeting on this page.
  • The box next to “The first occurrence begins and ends on the same day” should always remain checked. Repeating dates will be entered later.
  • When entering the time of your event, the available drop-down list shows only every half hour. However, if your event needs to start and/or end at a different time (e.g. 7:15), you may type that time into the box.
  • Important: All events must end no later than 10 p.m., which is when buildings are locked for the night. If you enter an end time after 10 p.m., it will be changed back to 10 p.m. when a staff member reviews your request. If any takedown time is needed after an event, it cannot extend past 10 p.m. Rooms may be reserved overnight.
• Repeating Event
• Event Location(s)*
  • If you already know what room you would like to use, type it into the “Search by Location Name” box.
  • If you do not know the exact room you would like to use, you can enter the three-letter abbreviation for a building (FSB, LWS, JHN, etc.) and a list of all of the rooms in that building will appear.
  • If a room appears and there is a green checkmark next to it, the room is available. If a red triangle with an exclamation point appears, the room is not available. (You can hover over the red triangle to see what is conflicting with your event and when.)
  • Your final location selection will appear on the right side of the screen. Multiple rooms can be selected.
  • Important: The event request will not be submitted to the scheduling staff for review if no room is selected or if the dates/times of your event are changed after you searched for and selected a room for your event. If you change the dates/times of your event, you must search for the room again.
• Contacts (Scheduler/Requestor)*
  • If you wish to assign a different person as scheduler and/or requestor, type in the name to search. If the name does not appear, the person is not registered in 25Live and cannot be added.
• Event Comments
• Event State*
  • Select “Tentative” unless you have special permissions to confirm events (staff only).
  • If “Draft” is selected, the event request will not come to the scheduling staff for review and the request will not be approved.

A confirmation email will be sent to your ÍÃ×ÓÏÈÉú address when your event is reviewed and confirmed. Never assume that your event is approved unless you have received a confirmation email.

Most requests are reviewed by the Office of the University Registrar. A notable exception is that requests for FSB 0025 and FSB 1000 are reviewed by the Farmer School of Business. 

Requests are typically processed in the order in which they were received. If there is any problem with your request you will be contacted at your ÍÃ×ÓÏÈÉú email address so that any issues can be resolved.

When a room is scheduled in 25Live, it will be fed to the  if it meets the following criteria:

• The event space request was confirmed
• The event is the correct event type. The event type cannot be:
  • Academic Class-related
  • Admissions: Campus Visit/Tour
  • Announcements
  • Final Exam
  • Maintenance
  • Meeting (Regularly scheduled)
  • Orientation
  • Practice
  • Rehearsal
  • Student Org Event/Meeting
  • Section H, M, O, V
  • Testing
  • Training

If your event is located in a building that is not schedulable through 25Live or EMS, you can create your event directly in , the University events calendar.

Any faculty, staff, or student organization member can reserve a room through . You will be asked to log into the system using your Unique ID and password.

Exterior doors that have card readers are programmed to open 15 minutes before the requested start time and locked at the requested end time. If you need additional doors opened, contact Building Services at least 24 hours in advance at 513-529-7005. There may be a charge for this service. For assistance with buildings on the weekend, contact the PFD Ops Center: 513-529-6111.

Yes. There are two documents in the Student Handbook that you must read and agree to before you can reserve a room. Failure to comply with the agreement in any way can result in room reservation privileges being revoked. Read the regulations below.

• Policies Regarding Use of University Facilities

Room reservations for weekend events must be submitted by 10 a.m. (ET) on the Friday before the weekend. Requests submitted after 10 a.m. (ET) on Friday will NOT be processed.

You can view the details and features of a room in 25Live. If you need special AV equipment that is not in the room, contact the King Library circulation desk at 513-529-2433.

You can find your building location by using the campus map.

A confirmation email will be sent to your ÍÃ×ÓÏÈÉú email address when your event is reviewed and confirmed. Never assume that your event is approved unless you have received a confirmation email. Requests are processed in the order they are received and are typically reviewed within 3-5 business days. If there is any problem with your request you will be contacted at your ÍÃ×ÓÏÈÉú email address so any issues can be resolved.

Requests for events taking place during future semesters are not accepted until approximately six weeks before the start of that term.

The space reservation must be confirmed and not one of the following event types.

• Academic Class-related
• Admissions: Campus Visit/Tour
• Announcements
• Final Exam
• Maintenance
• Meeting (Regularly scheduled)
• Orientation
• Practice
• Rehearsal
• Student Org Event/Meeting
• Section H, M, O, V
• Testing
• Training

Events are transferred over to the  once per day. Events have to be approved before they will show on the calendar. Unconfirmed spaces will not go into Localist.

If your event is located in a building that is not schedulable through 25Live or EMS, you can create your event directly in , the University Events Calendar.

You can edit an existing event if it is still marked as “Tentative.” After locating and opening your event, click the “Edit Event” link to make changes and save.

Important!

• You cannot change the event type. If you need to change the event type, you will need to create new event.
• If you have changed dates and times, be sure to re-request any location associated with the event.

To cancel an event, you will need to email roomrequest@ÍÃ×ÓÏÈÉúOH.edu. Be sure to include your event reference ID.

Click on the ? symbol next to each section for a pop-up box of helpful information or visit the above Instructions accordion.

You can but never paste text directly from Microsoft Word into 25Live. The best practice is to first save your Word document as a plain text file to avoid display problems.