FAQs

25Live

In order to gain access to 25Live, you must request a new user account and attend a training session:

  • Faculty or Staff: Request a 25Live account by completing the 25Live New User Request Form.
  • Students: If you have not taken the mandatory RSO training please email RSO@gmu.edu to sign up for the next available class. PLEASE NOTE: You must be a registered student organizations to request a 25Live account. Please contact Student Involvement for more information.

25Live is a complex online system that searches thousands of events and locations to deliver the most accurate information in real time and can be accessed by hundreds of people at one time.  System performance can vary based on a number of factors such as the speed of your network connection, available bandwidth, and the number of users on the system.

Also, the browser used to access 25Live can also affect its performance.  We strongly recommend Mozilla Firefox, Google Chrome or Safari.  We do not recommend using Internet Explorer as it runs 25Live significantly slower.

With every new release, performance enhancements and adjustments are being made to improve the system.

Calendars

University Information, University Events, and Digital Communications are working with various partners across the university to update the university calendar. The calendar will be populated by entries from 25Live.

The calendar will allow any viewer, from internal or external to Mason, to see events that are open to particular audience types (Alumni, Community, Current Students, Faculty/Staff, Prospective Students). This allows an ease to share information for all audiences to engage with events connected to George Mason University.

For events and trainings to appear on the Event Calendar, a request should be submitted on 25Live directly from a campus department/college/school or recognized student organization.

REMEMBER: Think from the calendar user’s perspective. Pretend that if you are brand new to Mason and/or from the outside community and are planning on attending an event you should be able to find out all of the information you need from a calendar entry (i.e. what the event is, where it is taking place, what day, what time, cost, who to contact with questions, etc.)

Information submitted should include

Title – Descriptive, yet short
An event description – It does not need to be lengthy. Do you understand what the event is? It is recommended, but not restricted that event descriptions do not exceed two paragraphs of more than 50 words each – for a rough total of 100 words.
Note: CVPA events are being edited by the CVPA marketing staff. For now, please do not edit for length.
Event Descriptions should follow Mason brand guidelines, for example:

Correct spelling and proper grammar. To highlight:
No words in all capital letters
No “th”, “st”, etc. after numbers
Time format must be: (example) 3 p.m. – 4 p.m. (if in a list) or 1 p.m. to 3 p.m. (if in a line of text)
Price information:
Fees should be written as a dollar sign and amount (i.e. $20), with no decimal point. There is no need to include decimal points unless the fee is $20.25 or $20.50, for example
If an event has multiple prices, list as follows: $40, $35, $25. Prices should be listed in descending order
Events should only be listed as Free when that is clearly stated
If the event space is not listed in 25Live (e.g. is off-campus or in multiple locations), the event description must include the physical location where the event is held or the main registration/welcome area for the event.
Location format must be: Building, Room 123
The word “campus” is lower case unless connected to Fairfax, Arlington, or Science and Technology (e.g. “Arlington Campus” or “Science and Technology Campus”).
Off-campus events should be listed as location and city/town (e.g. Nationals Park, Washington, DC) *only Mason-affiliated or Mason-sponsored off-campus events should be listed.
Avoid acronyms, unless introduced. For example, an event description includes, “The Office of Communications and Marketing (OCM)…”, then later in the description uses “OCM” is fine. However, an acronym should not be used without describing what it is first.
“School of Business” should never be “SOB”
“Mason” is the short version of saying “George Mason University”. “GMU” is not allowed inside descriptions. The exception is some entities have “GMU” in the title of their organization (e.g. GMU Baha’I Student Association – there are very few. Please confirm doing a search on gmu.edu).
“SciTech” is only used for the “Science and Technology Campus” when space is limited.
“George Mason University” receives all capital letters, but the word “university” alone is not capitalized.
Any stated websites should have a clickable link.
Delete uses of the word, “please”.
It is recommended that contact information is listed at the bottom of an event description (e.g. Philip Stamper, University Information, 703-993-5308, pstamper@gmu.edu) when possible or requested. (Note: we are working in the system to more clearly identify who to contact)
Either a contact organization/office/department/ or a person’s name (a specific name is not required, but a specific organization/office/department is)
Phone numbers are required and should be entered at 703-993-1000, not (703) 993-1000.
An e-mail address must be listed
University Information determines if an event or training meets the stated criteria, and reserves the editorial rights on all content submitted. Should your event or training need to be edited, we will make the edits for posting, unless more information is needed.

University Information actively reviews various sources for events and trainings that are sponsored orco-sponsored by, as well as larger hosted events at Mason, and posts these events and trainings.

If more information is needed, we will contact the sponsoring/requesting entity directly.

If you would like to adjust your event’s description or title, hide the event from the calendar, or would like to make it viewable.

Event Spaces

It may be that the location you are trying to request is unavailable on the date/time that you are requesting.  Also, while all locations are in 25Live, not all locations are available to request by all users as some locations require special approvals or accommodations.  Email gmuevents@gmu.edu to obtain more specific information.

Most of the activities that OEM schedules are in and around the Student Unions and Johnson Center. OEM also schedules classrooms when classes are not in session. OEM does not schedule the Center for the Arts or the Patriot Center.

OEM prefers to provide clients with their first choice of location. Decisions are made with an eye toward availability, traffic control, appropriateness for the location and priority use Administrative Policy 1103 covers some of these issues in more detail.

Set ups depend on your event location and the availability of furnishing. Some of the set ups that may be available include, theater style, conference style, rounds and classroom style. To view setups and room diagrams for the unions visit Student Centers. Please speak with a scheduling manager to discuss the set ups available for your event.

General

Specific university classrooms cannot be requested. You may only request a type of classroom.

  • Select the Event Wizard Tab
  • In the Event Locations section, search for “Classrooms”.
  • From the list, select the appropriate type and campus location of classroom (i.e. CLASSROOM (FAIRFAX): TECHNOLOGY).
  • In the Comments section, indicate any building or room preference.

For course-related events, you must also fill out the following sections:

  • In the Categories section, select “Course-Related Event”
  • In the Event Attributes section, indicate the specific course(s) and CRN in the appropriate section.

**All required sections must be filled out before the event can be saved and processed. **

Once a classroom has been assigned, you will receive an email confirmation with the specific location.

To cancel your event, email your event scheduler.

Example: 2013-AAUDKS

Each event in 25Live is assigned an event reference number that is specific to your event.  The event reference number is located on your event confirmation as well as the subject line of the email you received with your attached event confirmation.

Given the tremendous amount of events in the system it is much easier for us to identify your event by the event reference number.  Please keep note of it, and refer to it in email or phone conversations with your event scheduler.

There are many but some of our main partners and their contact information follow:

Food served at events must be prepared by a licensed and insured caterer. Approved caterers, including the university’s caterer, are listed at http://approvedcatering.gmu.edu/approvedcaterers.html. If your caterer is not on the approved list, follow the instructions to have them approved.

Please contact Sodexho Catering for your bartending needs.

Some locations have audiovisual equipment as part of a standard set up. When equipment is not standard, you will be referred the appropriate office for portable equipment. In some cases it is necessary to hire a technician to work with special equipment. Also, there may be a charge to use or rent equipment. Speak with your event manager about specific requirements. Keep in mind that equipment and personnel are NOT normally available on a last minute basic.

Given the population of the university community, parking is sometimes a challenge. As a rule, it is necessary to pay for parking on campus at any time and at any place. For many events, guests are encouraged to park in one of the decks. For other, larger events, guests may be directed to a specific lot. It is possible to pay in advance for your guests. Parking arrangements should be made with Parking Service.

Yes, usually in the summer. More information on housing may be found at http://housing.gmu.edu.