Frequently Asked Questions

We know 25Live can be difficult sometimes. Common solutions to technical issues include using a compatible browser, clearing browser cache, and reviewing checkbox selections. You can review these solutions in our 25Live Troubleshooting guide on the 25Live Help page. 

If that doesn’t answer your question, you can review the other guides on the Help page, attend a drop-in training session, or email the 25Live system administrator (listed at the top of the 25Live Help page). 

All service provider requests related to an event go through Event Management. You should indicate your needs in the event form and/or let your scheduler know. They’ll instruct you on next steps.
Note: Catering and Helpdesk also require you to communicate with them directly via CaterTrax and TDX Mailer (a.k.a. Helpdesk ticket).

You can edit most fields of your event form while the event is still in the ‘Tentative’ state. Navigate to your event and click on the pencil and paper “Edit Event” icon on the right side of the screen. Once your event has been confirmed, you no longer have edit access. You can contact your scheduler to request that they switch the event back to ‘Tentative’ temporarily, so that you can make updates.

Note: No changes can be made within 7 days of the event, per the 7-day rule.

After your event has been confirmed, you will see a ‘Request Cancellation’ button on the right side of the event record (where the ‘Edit Event’ button was previously). Navigate to the event and use the button to notify schedulers of your cancellation. The schedulers will, in turn, notify any relevant service providers of the cancellation. Please leave a comment about why the event is being cancelled.
Note: If you only need to cancel one date of an event series, it’s best to email your scheduler directly to make the change.

You can edit calendar info while your event is still tentative. Navigate to your event and click on the pencil and paper “Edit Event” icon on the right side of the screen.

Once your event has been confirmed, you no longer have edit access. Visit the Event Calendar Update Form to add or edit calendar information after your event has been confirmed.

Yes! Visit our help page and review the Faculty/Staff guide to learn how to “manage occurrences.”

Students, much of the Faculty/Staff guide applies to your request form as well. Begin from the “Creating Events” section.

New documentation for this process will be coming in Fall 2026!

When checking availability through the Location search utility (not within the request form), use the Availability view.  The Calendar view does not show any pre or post event time that may be scheduled for events.

Also remember to click the Include Requested box in the Availability view. This will display any requests already in the queue for the same space.

25Live automatically assigns today’s date to the request form until you select a date. If you access the form during a Blackout period, you will get the alert. You can ignore the alert by clicking OK or X to close the alert window.

If you select a date during a blackout period, the option displayed to reserve an available space will read “Request Available.” This allows you to request spaces during the blackout period. Please note that, while the system allows you to request any available space, only a few campus spaces may be used during blackout periods. Consult the Blackout Periods section of the Date Restrictions policy page for the list of spaces. Requests for other spaces will likely not be approved.

To submit a request during a blackout period, you must access the request form by clicking ‘Event Form’ at the top of 25Live. Selecting a date/time from a location’s availability grid won’t work.

Use location “Virtual Middlebury.” All virtual events that are open to the campus community must be submitted via the 25Live Event Form so they can be published to the events calendar. Event Management also advises on potential content conflicts and capacity limitations. There are limitations on our capacity to host large virtual events simultaneously.

A few shared locations were created for managing specific needs. These shared locations may be used simultaneously for different events. 

25Live will warn of a conflict when there is another event at the same time, and the request option is “Request Available.” You should view the conflict and decide if you should complete with the other event or decide on a different time. Click the Request Available option to request the space despite the conflict. Please note that Event Management will advise against scheduling simultaneous virtual lectures of similar content.

Shared locations:

Calendar Announcement* is used to publicize College events to the Campus Calendar when they occur during a scheduled class (e.g. guest lectures) or in otherwise non-schedulable spaces. Please note the actual location in the Calendar Text field.

Meet-up Place* is used to indicate outdoor locations where groups might meet, only to depart for an activity (tours, group runs, chartered bus, etc.).

Off Campus* is for posting college-sponsored events in town or elsewhere. We do not publicize non-college events in the campus calendar.

Virtual Middlebury is used to schedule and publicize virtual events.

* Please note the actual location in the Calendar Text field.

Yes! These spaces normally sit empty. You will need to specify all equipment needs and seating preference: audience/lecture style seating or seating at tables. When requesting table seating, also specify round or banquet (rectangular) tables. In Wilson Hall, the telescopic seating is normally closed and may only be opened by trained personnel. No less than seven days’ notice is required to request the telescopic seating.