25Live Guides for Event Scheduling

Welcome to Event Scheduling! We are here to help you navigate the University's event and space scheduling process and make the most of 25Live.

What is 25Live?

25Live is the University's official scheduling platform for space and event management. Any use of University campus space must be entered into 25Live, whether you are hosting a meeting, event, program, training, or other activity.

Keeping all campus space usage accurately recorded in 25Live is critical to effective event operations. Accurate scheduling allows the University to properly plan and allocate resources, maintain accurate reporting, coordinate building access and setups, avoid scheduling conflicts, and support emergency response efforts.

Learn How to Use 25Live

Below, you will find a series of short 3 minute long training videos designed to help you navigate 25Live and understand the scheduling process. These videos will cover topics including:

• How to Submit an Event Request in 25live 
  • https://wpunj.yuja.com/V/Video?v=16703109&node=71409921&a=89240102 
• How to Understand Your Event Request 
  • https://wpunj.yuja.com/V/Video?v=16703111&node=71409939&a=148310497  
• Student Presentation 
  • https://www.wpunj.edu/dA/7ebdb01cfe/25Live & ES Student Presentation (1).pdf?language_id=1

We encourage all faculty, staff, and student organizations who use campus spaces to review these resources and become familiar with the 25Live scheduling process.

Before You Submit

CaterTrax & 25Live Reference Numbers
All CaterTrax catering orders now require a 25Live reference number.

If your event is not being held in a formal event space or academic classroom:

• Select the appropriate building in 25Live.
• Select the space labeled “OTHER.”
• Include your office or room number in the Event Details so we know where to deliver your requested items.

Custodial Coverage
For events scheduled Friday evenings or weekends during the academic year, custodial coverage is extremely limited and is not centralized within a specific building. We strongly recommend contacting Event Scheduling in advance to:

• Arrange custodial coverage
• Obtain overtime cost information
• Coordinate furniture placement, general cleaning, trash removal, and restroom upkeep

Summer operating hours and custodial coverage differ from the regular academic year schedule.

Plan Ahead

• Student Organizations & Leadership Academy: Submit requests at least 3 weeks in advance to allow time for required approvals.
• Departments & other users: Submit requests at least 2 weeks in advance for events and a minimum of 4 days in advance for meetings. 

What to Expect

• Requests are typically processed within 2–4 business days.
• You will receive a confirmation, follow-up, or decision by email.
• Respond to requests for additional information within 2 business days to avoid delays.
• Changes to an event should be submitted at least 10 days before the event.

Important Policy

Submitting an event request confirms your agreement to comply with University and State of New Jersey policies. University spaces may not be used by outside parties for political activity, fundraising, or solicitation. Violations may result in cancellation of the event.

Need 25Live Access?

If you need to be added as an authorized 25Live user, please submit an IT Help Desk ticket requesting access. Event Scheduling is unable to add users directly.

Need Help?

For general questions about scheduling, space availability, event requirements, or using 25Live, please contact Event Scheduling:

Phone: 973-720-2456
Email: eventscheduling@wpunj.edu

Please be patient when awaiting a response. Due to the nature of our work, our team may not always be in the office or immediately available by phone or email. We may be walking through spaces, assisting with events, coordinating setups, or preparing for upcoming programs.