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The Building Blocks of a Series25 Event

Events

Repeating event
Image: A repeating event in 25Live Pro.

An event in 25Live is the central core around which much of the application is organized. 25Live is flexible enough to create any type of event from short meetings to a whole schedule of academic courses to large, complex events requiring many occurrences, locations, and resources. Events also hold information such as the type, state, custom attributes, requirements, categories, and internal notes.

An event must have the following required pieces of information to be saved:

  • Name: The name of the event (separate from the event title)
  • Event Type: A value that describes the event and also acts to generate a series of user defined questions (i.e. contact roles, custom attributes, requirements)
  • Single Occurrence or Meeting Pattern: A combination of date(s) and time(s)
  • Event State: A value meant to convey where in an approval process or event life cycle the event is (examples include Tentative, Confirmed, Cancelled, Denied, and Draft)

Segments (optional)

Tip: Reservations --> Profiles –> Segments

This building block of a Series25 event has gone by different names throughout the evolution and advancement of products. In R25, events had "reservations." Previously, if you viewed a complex event imported from R25 in 25Live, the event showed "profiles."

Event segments shown in the Schedule view of Event Details.
Image: Event segments shown in the Schedule view of Event Details.

Every event in 25Live has at least one segment, but that structure remains hidden in most events. If you are building a complex event that needs to be divided up, you can add additional event segments. A 25Live event segment is a container for occurrences and their associated locations and resources. This feature is visible in imported events with multiple meeting patterns, and segments provide a flexible method to schedule, view, and manage complicated events, such as conferences, camps, or game series, that don't require nuanced object security or fine-tuned display in calendars. Segments within an event can have different:

  • Setup and takedown times
  • Headcounts
  • Comments
  • Occurrences
  • Names

Occurrences

Multiple occurrences on an event.
Image: Multiple occurrences on an event.

An event occurrence is the date and time of an event, and an event can have multiple occurrences. Occurrences can have one or more locations and resources associated with them. When an event has multiple occurrences, they can follow a repeating pattern (i.e. a monthly meeting) or an ad hoc selection of dates and times. The flexibility of occurrences includes the ability to have multiple occurrences on the same date and have different start and end times.

Guide to Levels for Event Form Fields


FieldEvent LevelSegment LevelOccurrence Level

Event Name

✔️

Event Title✔️

Event Type

✔️

Primary Organization✔️

Additional Organizations✔️

Expected Head Count
✔️
Registered Head Count
✔️
Event Description✔️

Event Date and Time
✔️✔️

Additional Time

(Setup, Pre-Event, Post-Event, Takedown)


✔️
Repeating Pattern
✔️✔️
Locations

✔️
Resources

✔️
Attached Files✔️

Custom Attributes✔️

Contact Roles✔️

Categories✔️

Requirements✔️

Publish To Calendar✔️

Comments
(or Segment Comments)

✔️
Confirmation Notes✔️

Internal Notes✔️

Event State✔️



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