Reserving Virtual Events for Your Online Events
The times we’re in call for alternative ways to continue the work of the college, and for different ways of looking at how we define “scheduling,” “event” and “space.” Many of you have been working with your departments to consider how to hold and communicate about virtual events. Here’s an update on that front.
It is now possible to schedule virtual meetings and other events by reserving a new “location” in 25Live called Virtual Event. This option allows you to reserve a virtual space for your event so that it can be pushed to your program calendars and/or, if the event is not marked as “private,” the main calendar, smith.edu/calendar. The “Always allow sharing” toggle has been turned on, which means that it can be reserved by more than one person at a time without registering a schedule conflict.
In order to schedule a virtual event, you must:
- Not put the Zoom link or access information in the event description, as that information will be publicly viewable and may lead to significant disruptions.
- Include email contact information for students, staff and faculty to request the link or access information.
- Not add any resources.
Please contact firstname.lastname@example.org if you have any questions.
25Live Pro Resources
Events Management Office Services
Planning Checklists and Tips
Vehicle Requests (online form)
Catering Requests (online form)
Americans With Disabilities Act
The Americans With Disabilities Act (Public Law 101:336) requires that activities and events that are open to the public be conducted in such a way as to not discriminate against those with disabilities. The types of activities and events that are covered by this law include theatre performances, concerts, lectures, sporting events and exhibitions. The Events Management Office will assist in locating an accessible space. Organizers of events are responsible for contacting the Office of Disability Services for all special needs requests. Fees may apply.