Special Event Classroom FAQs

Who can access 25Live?

UD faculty and staff with active UD login credentials. For all external users, please contact Conference and Event Services at conferenceservices@udel.edu.

How do I access 25Live?

25Live can be accessed at https://25live.collegenet.com/pro/udel. You will need to sign in with your UDEL login credentials.

Can I still use the special event classroom request form?

No, 25Live is the only acceptable and recognized method for scheduling events on campus. 25Live is the most efficient way to find available locations for your event.

How do I submit a recurring event?

If your event has more than one occurrence, select how the event will repeat under the repeating pattern button located within the event form. For more information, please see the Creating an Event in 25Live help doc located on our website.

How do I edit my reservation?

Once a location is assigned to your reservation, you may no longer edit your event. If you need to make any edits to the event, such as date, time, location, etc., please email rgsrclassrooms@udel.edu.

How do I cancel an event?

Look up the event using the reference ID number provided to you in the confirmation email for the event. Once you are viewing the event request, there will be a “request cancellation” button located in the right-hand corner, above all event details.

Is my event request approved as soon as I request it?

No, all events are saved in a confirmed state, however, they are not approved until a confirmation email is sent from the Registrar’s office.

How long will it take to hear back about my event request?

You should expect a response within 3 business days. Please note, during peak periods in the semester, response times may take up to 5 business days.

Why can I not request an event happening the next day or two days from the time of submission?

Requests must be made three days in advance from the day of submission. If you are requesting space on Monday, the earliest day that you would be able to request space is for Friday of the same week.

How do I know if the event was approved?

You received a confirmation email from the Registrar’s office. If you are not able to locate the confirmation email, please email rgsrclassrooms@udel.edu.

How can I check the status of my request?

By emailing rgsrclassrooms@udel.edu.

I logged into 25Live for the first time and I am only able to see a few locations to request (not central inventory space). What do I need to do?

Please email rgsrclasssrooms@udel.edu for further assistance.

How far in advance can I submit an event request for space?

Space is reservable on a term-to-term basis. The classroom assignment process must be completed before the Registrar’s Office begins accepting special event requests. An email will be sent prior to the event form opening for each term. An info message will appear when logging into 25Live, letting you know what term we are currently accepting requests through. 

How can I reserve lobby space?

The lobby space is available to reserve Monday through Thursday after 7pm, Friday after 5pm and 9am to 5pm on Saturday and Sunday. If your request does not meet this criterion, you will be unable to reserve lobby space.

Why can I not request certain locations for weekend events?

Weekend events are scheduled at the QUAD (Ewing Hall, Gore Hall, Kirkbride Hall, Purnell Hall, and Smith Hall) for safety and energy saving reasons.

What do I do if the building or room location for my event is locked?

If you need assistance with accessing a central inventory classroom during or after normal business hours, contact UD Facilities at 302-831-1141.

Why didn’t I get the location that I requested?

We will always try to accommodate the location requested, but there are a few reasons we may not be able to:

1. You requested a classroom and there is not the required 15 minutes needed between academic classes and special events.
2. There was a request ahead of you for the same location that you requested.

What is a blackout?

A blackout is a location that is unavailable for event requests. Reasons for blackouts include room maintenance, construction or emergency situations.

Can I have food or drinks during my event in an academic classroom?

No, food and drinks are permitted in academic classrooms.

I am using catering for my event. What space can they use to serve food?

Please refer to the Food & Beverage Services Policy for Academic Buildings.

Do I need to reserve the space for catering to use during my event?

Yes, please make sure it is requested when reserving the space.

Can I have food or drinks during my event in an academic classroom?

No, food and drinks are permitted in academic classrooms.

I am using catering for my event. What space can they use to serve food?

Please refer to the Food & Beverage Services Policy for Academic Buildings.

Do I need to reserve the space for catering to use during my event?

Yes, please make sure it is requested when reserving the space.

As a registered student organization (RSO), why can’t I submit a request through 25Live?

All registered student organizations must request space through Student Centers.

As a faculty/staff advisor for an RSO, why can’t I submit a request through 25Live on the group’s behalf?

All registered student organizations must submit for space through Student Centers. Any request submitted to the Registrar’s office for a registered student organization will be denied. 

I am still not comfortable using the system. Are there additional training resources?

Additional resources are available on our website. If you would like one on one training, please email rgsrclassrooms@udel.edu.

Is there a fee to request central inventory space?

There is no fee to reserve central inventory space for an event.