Event FAQs

On 25Live you have the option to select a type of classroom to hold your event in. You cannot request specific university classrooms, but we will take building preferences into account when pairing you to an event space. To make your request, follow these steps in 25Live:

• Select Event Form from the top of the page in 25Live.
• In the Event Locations section of the form, type classrooms in the Search Locations text box.
• 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. This information should be included in your event confirmation email.

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 our 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.

Yes, typically some housing is available in the summer. More information may be found on Housing and Residence Life's website.

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 Services.

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.

All events must follow Virginia State Law regarding alcohol at events. Please contact Sodexo Catering for your bartending needs.

Food served at events must be prepared by a licensed and insured caterer. You may either use one of the caterers from the university's pre-approved caterer list, or follow the steps to have your specific caterer approved. All this information can be found on the Operations and Business Services website.

Depending on the event and its needs, a variety of offices and departments might be involved in the planning and execution of an event. Below are just a few of our partners across campus:

• Catering
• Student Centers
• Events Services
• Parking Services
• Housing
• University Police
• Facilities

25Live is our internal client scheduling system. If you are an external client, you will instead want to reach out to Events.

Faculty and Staff are able to gain access to 25Live by requesting a new user account. Training is available in person and online if needed, but is not required. Request a 25Live account by completing the 25Live New User Request Form. You must be a Mason employee to request a new user account, have a G#, and have access to your department's budget/organization code.

Students must be a member of a registered student organization (RSO) to request a 25Live account. Student Involvement manages requests for RSO accounts to be activated. Please email Student Ivolvement RSO Staff to get started.

* If you are a student who works for a department and you need to use 25Live as a function of your job, you will be permitted to receive a staff account. In those instances, we will need an email from your supervisor stating that fact.

To cancel a request that has not yet been processed, you can log into 25Live, view "events in which you are the requestor" from the home dashboard, locate the event you want to edit, and change the event state to cancel.

For confirmed events that already have been processed by a scheduler, you will need to email your scheduler to make that change. Please refer to our list of 25Live schedulers to determine who you should contact.

Once an event is confirmed, you will not be able to edit it yourself. If you want to make changes to the event, please contact your scheduler. Please refer to our list of 25Live schedulers to determine who you should contact. If your event is less than three business days away, the changes may not be able to be processed or accommodated.

If you have a request for the 25Live administration, please submit the 25Live administration request form.

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.

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.

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 the event team to obtain more specific information.

Guidelines for event spaces in student centers can be found on the Student Centers website.

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 some of our venues, visit Student Centers. Please speak with a scheduling manager to discuss the specific set ups available for your event and venue.

For information on venues at Mason, including those not managed directly by our office, please check the Venues page.

We hope to provide clients with their first choice of location. However, 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.