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Event Planning FAQ


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What is 25Live?

25Live is Chapman University’s online scheduling system for reserving rooms and campus spaces. It’s an easy-to-use tool that simplifies every scheduling task. Whether you’re planning a meeting, class, or special event, 25Live allows faculty, staff, and approved student users to submit requests, check availability, and view campus schedules all in one place.

What services can the Event Operations team help with?

Our team is here to guarantee the success of your event from start to finish! Below are some of the tasks we can assist with:

  • Ticketing and scanning services
  • Communication with our campus partners such as catering, media services and facilities
  • Creating scale diagrams for our event spaces
  • Fire safety permits
  • Parking tickets
  • Vendor access and work orders

How do I know if my event is confirmed?

You will be emailed a confirmation! Your space is not confirmed until you receive a confirmation with your reference ID. Space submission does not guarantee that your event will be confirmed.

What is my reference ID?

Your reference ID is the event-specific code (year, a hyphen and 6 letters) that will be sent to you once your event is confirmed. It is the best way to keep track of your event, whether you are checking your event in 25Live or contacting a resource department. NOTE: When reaching out to our office about your event, always include the Ref ID as well as the title and date of your event.

Why would my event be declined?

There are a couple of reasons your event may be declined. For instance, the space may already be requested, the space may require specific approvals from other departments, there is a space available that would better meet your needs, or potential weather issues.

How early can I start planning my event?

You can begin planning your event as far as a year in advance when the academic calendar opens in 25Live. NOTE: All events should be scheduled no later than 5 days in advance.

What if I can’t find the space I want in 25Live?

It may already be reserved for a different event or require special approval. You may want to consider a different date or location.

What is a blackout date?

Blackout dates are designated days when events can’t be booked anywhere on campus due to a holiday or other major event. This is due to the size and logistical complexity of said events that often pull all available resources we have to offer.  We also have a blackout in place for classroom reservations during the first two weeks of each semester. Here are the current planned blackout dates for the upcoming school year:

Who should I contact if I need to make changes, cancel my event, or if something goes wrong?

Your assigned event organizer should always be your first contact regarding changes to your event. Please email your organizer and include the reference ID, title, and date of your event. Our office is open Monday-Friday from 9:00 am- 4:00 pm.

My event isn’t showing up on the calendar. Why?

Your event must be confirmed before it will show up on the calendar. On the 25Live website, click “find event” in the top right corner and enter your ref ID with no spaces.

What is Sodexo? How do I request catering?

Sodexo is our exclusive on-campus catering service. All catering requests must go through Sodexo. Once your event is confirmed and you receive your reference ID, please visit the Sodexo website to browse the many delicious options they have to offer. You will need to enter the reference ID when checking out, so have that ready to go before clicking submit.

Can I have alcohol at my event?

If you would like to serve alcohol at your event, you must let us know in advance and work with Sodexo. Please refer to our policy.