Make your reservation at: https://calvin.edu/go/reservations

25Live Quick Guide

Download printer-friendly instructions

  • 1. Enter Calvin username and passphrase. (e.g. abc12@calvin.edu)
  • 2. Click the “Event Wizard” tab along the top of the page

    Words of instruction and/or guidance are shown in the light blue boxes in each new screen.
  • 3. Enter “Event Name” in the box
    • 40 characters maximum including spaces.
    • Be specific, clear and accurate. Examples include: benefit concert, band practice or movie.
    • Avoid using acronyms.
    • Event title - only if you want to expound on the Event Name.
  • 4. Select “Event Type”
    • Select from the scroll down menu.
    • Choose an event type - this cannot be changed once the event is saved.
  • 5. Select “Primary Organization” for this Event
    • Type the name of the organization or department responsible for your event. Select from the choice(s) displayed.
    • Click “Next”
  • 6. Enter additional basic event information
    • Add in your Expected Head Count.
    • Include additional information about your event under Event Description. Provide detailed description highlights (Who, What and Why).
    • Click “Next”
  • 7. Is this a repeating event? Will your event occur once or multiple times?
    • Select “No” or “Yes”
    • “Yes” gives you the opportunity to select if the event happens weekly, monthly or allows you to select varying dates.
    • Click “Next”
  • 8. Tell us WHEN this event takes place. Enter the date and time of the event.
    • Enter the “Event Start” date and time.
    • Enter the “Event End” date and time.
    • Additional Time. Do you know the amount of time needed for room set-up and/or take down?
      • “Yes” – Enter the information below the event times.
      • “No” – Event Services may add the time information.
    • For events with multiple occurrences, follow the prompts to select additional days for your event’s occurrence.
      • If the repeat event occurs at different times of the day, additional reservations are required.
    • Click “Next”
  • 9. Find and Select LOCATIONS for your Event
    • Search – type your preferred location name and click search. Use building codes to narrow down the building search (e.g. HH for Hiemenga Hall)
    • Green checkmark – location is available during your requested times.
    • Red triangle – location is unavailable during your requested times.
    • Select preferred location – populates in the “Selected Locations” list (under the light blue box in right-hand column)
    • Click “Next”
  • 10. Find and Select RESOURCES for your Event
    • Browse resources by selecting among resource searches or index of names.
    • Resources available include Catering (Food Service), Building (room setup), Audio (technical needs) and Calendar (if you want your event to appear on the Calvin web calendar).
    • Enter specific needs in the setup box under the assigned resource.
    • Select multiple resources by event occurrence.
    • Click Modify Selected Occurrences to complete details for each occurrence of a resource.
    • Populates in the “Selected Resources” list (under the light blue box in right-hand column)
    • Click “Next”
  • 11. Select CONTACTS for the event (light blue box)
    • Make sure your name is on the list or for whom you are making the reservation.
    • Click “Next”
  • 12. Select which CALENDARS should publish this event.
    • Choose if you want your event published to the College web calendar.
    • Click “Next”
  • 13. Add additional COMMENTS and NOTES for this event.
    • Add notes in Comments box
    • Click “Next”
  • 14. Read the Affirmation and check if you agree.
    • Click “Next”
  • 15. Click “Save”
    • This is a critical step in the event request process!
    • Once you have completed your event request and entered all of the necessary information, click the “Save” button.
    • “Your event has been successfully saved!” will appear at the top of the event wizard.
    • Please completely finish the event request process by clicking “Close.”
    • Confirm your event request was submitted
    • Click “Home” TAB and then “Dashboard” TAB. The event(s) just entered should appear under “Your Event Drafts.”
    • Once confirmed by Event Services via email, the event will be listed under “Your Upcoming Events.”

If you have questions, please contact Event Services at 526-6280.