Internal Reservations

Important Update: Our new upgraded software, 25Live, is now available for all university users.   All R25 accounts were transferred to 25Live, but passwords were reset.  If you do not know your account information, please contact Jennifer Jordan or Anne Niepagen.    R25 access terminated on August 20, 2019.

Welcome!  Illinois Wesleyan University Faculty, Staff, and designated Student representatives of Registered Student Organizations are able to reserve campus spaces and resources for IWU-sponsored meetings and events.  All reservations on campus must be made through our reservation software, 25Live.  Faculty, Staff, and students interested in reserving a space or resource for personal use (non-IWU sponsored), please visit our Conference Services webpage.  If you have any questions about internal reservations, please do not hesitate to contact Jennifer Jordan or Anne Niepagen.

Here's how to make a reservation:

Step 1
Step 2

2) Log into your 25Live account to view availability and make requests.

If you are submitting a request less than 48 hours in advance, please contact the scheduler directly.

Please make sure to include any special requests including AV equipment, microphones, sound systems, conference phones, layout specifications, etc.  Please use the "comments" feature to add all pertinent information.

Please note that the availability at the time of request does not guarantee a reservation of the space.  Please wait until receipt of an email confirmation from the scheduler before promoting your event location.

Information on reservable spaces can be found here.
The timeline for internal requests is:

Type of Request Spring Semester Fall Semester Summer
Event Spaces Considered after January 15 for followingspring (one year ahead)
Considered after August 1st for following fall (one year ahead)
Considered after May 1
Classrooms Considered after December 1 Considered after May 1 Considered after May 1

Step 3

3) Wait to hear from your assigned scheduler.

There are assigned schedulers for different areas of campus.  A list can be found here.
Please be aware that some spaces require additional setup and takedown time, which may prevent us from scheduling events back-to-back.  Rooms and resources are available on a first-come, first-served basis.  Every attempt will be made to accommodate your primary choice in day, time, and room.  

If you have been waiting to hear from the scheduler, please check your Spam folder first, as sometimes emails from 25Live are misdirected there.  If you have not heard from your scheduler within 2 business days, contact them directly.

Step 4

4) After you have received an email confirmation from the assigned scheduler please:

  • Review the confirmation to ensure accuracy in date, time, and location.  Please notify the scheduler as soon as possible with any changes.
  • Review policies for room use on campus.
  • Contact Sodexo if you require catering.  From light refreshments to a served banquet, Sodexo is our exclusive campus caterer.  No external catering is allowed.
  • Advertise your confirmed meeting or event on our Campus Events Calendar and in the Campus Weekly email.  Please note that advertising on these calendars should never be done prior to confirming the reservation of your space.  
    • Did you know that the Conference Services Office in the Memorial Center will distribute your posters and fliers to all campus billboards and residence halls?
  • Notify both the scheduler and Sodexo of changes in headcount as your event approaches.  This will ensure that your room is set correctly and catered appropriately.
  • Contact the scheduler with any layout or resource needs not included in your event confirmation.  Any changes in layout or resources must be sent to your scheduler at least 72 hours in advance; we may not be able to be accommodate changes received less than 72 hours in advance.  Please note that changes must be requested from the scheduler; changes submitted directly to the setup crew, AV/Sound technicians, or the Physical Plant will not be approved.

 

Questions?  Please read the 25Live FAQ or contact Jennifer Jordan or Anne Niepagen.