Create an Ad Hoc Event

In this topic, you will learn how to request an ad hoc event.


  1. Click the Event Wizard tab.

    Step 1
  2. Begin by entering information about your event:


    Fields marked with an Asterisk * are required fields and must be filled out before submitting an event.


    Event Status:   The left-hand corner of the Event Wizard provides an event completion of required fields and scheduling conflicts.

    Step 2
  3. Click in the Event Name field.

    Step 3
  4. Enter a name for the event.  In this example, we'll enter "Department Meeting".

    Step 4
  5. Event Type:


    Click in the Event Type field.

    Step 5
  6. Enter information that best describes your event.   In this example, our event is a meeting.   Begin by typing "me"

    Step 6
  7. 25 LIVE will return suggestions.   Select Meeting.

    Step 7
  8. Primary Organization for this Event:


    Click to search for a department or organization.

    Step 8
  9. Begin to enter your department or organization.

    In this example, enter "inf".  25 LIVE will return suggestions. 

    Step 9
  10. In this example, we'll select INFORMATION SERVICES.

    Step 10
  11. Click Next ► 

    Step 11
  12. Expected Head Count:


    Enter / select the expected head count


    Step 12
  13. In this example, we'll enter 15.

    Step 13
  14. Enter a description for your event.   This is public information about your event and will be posted to university calendars.


    In this example, the event is: Information Servcies Department Meeting.

    Step 14
  15. Click Next ► 

    Step 15
  16. Does this event have more than one occurrence?


    In this example, select Yes.

    Step 16
  17. Event Date and Time:  Select the date / time of first occurrence of the actual event.


    Use the calendar to select the date.   Please check Date Restriction  (on the right).

    Step 17
  18. Click the arrow to advance the calendar (if necessary).

    Step 18
  19. The first occurrence of the meeting will be January 7th.


    Step 19
  20. The meeting will begin at 10:00 am 

    Step 20
  21. The meeting will end at 11:30 am.

    Step 21
  22. Indicate if Setup or Takedown time is required.


    Click Next ► 

    Step 22
  23. Click Ad Hoc Repeats 


    Individually select dates to add to the event.

    Step 23
  24. Click to add dates to the Occurrence List.


    Click January 20

    Step 24
  25. Click to advance the calendar (if necessary)

    Step 25
  26. Click to add February 5

    Step 26
  27. Click to add February 18 

    Step 27
  28. Click to advance the calendar.

    Step 28
  29. Click to add March 3 

    Step 29
  30. Click to add March 19 

    Step 30
  31. Click to add March 31 

    Step 31
  32. Once all the meeting dates have been selected, click Next ► 

    Step 32
  33. Search and select a location for the ad hoc meetings.


    In this example, we will search by location name.  Click to Search by Location Name... 

    Step 33
  34. Enter the location information into the Search field. In this example, enter Anderson.

    Step 34
  35. Press [Enter].

    Step 35
  36. You can further define your search by showing  only locations that do not have a time conflict and / or enforce head count.


    After making your selections, click the Refresh button.

    Step 36

  37. Locations with your selected criteria will be displayed. 


    In this example, we'll select Anderson Hall RM 025.

    Step 37
  38. Click Next ► 

    Step 38
  39. Search and Select Event Resources.


    In this example, we do not require resources.


    Click Next ► 

    Step 39
  40. Select Custom Attributes:


    We do not require Custom Attributes for this event.


    Click Next ► 

    Step 40
  41. Add Comments / Notes:


    There are no additional Comments for this event.


    Click Next ► 

    Step 41
  42. Affirmation:


    Please review your event details on the left and click I agree.

    Step 42
  43. Click Next ► 

    Step 43
  44. Verify or change the Event State:


    Click Tentative.  The event is scheduled, but is awaiting Confirmation from its Scheduler.

    Step 44
  45. Click Save.

    Step 45
  46. Under which heading would you like to save this event:


    Click the radio button which best describes your event. 


    Selecting “I Don’t Know” will delay processing your request.  It is recommended you not pick the "I Don't Know" option.


    In this example, we'll select FACULTY ACTIVITIES 2014/2015 

    Step 46
  47. Click Save.

    Step 47
  48. The request for ad hoc meetings has been submitted.


    Click Close.

    Step 48

After completing this topic, you will know how to create ad hoc events.