Event Scheduling FAQs

You can log in to 25Live directly by using the 25Live Access Link. To sign in, simply use your CAS credentials (your standard campus username and password).

Can't find the link? Here is where it always lives:

• Our Page: Bookmark this page where the access link is always kept up to date.
• WaveNet: Log into WaveNet, navigate to the Employee Resources section, and you will find the 25Live link listed there.

All Pepperdine faculty and staff have access to 25Live to request and manage reservations for campus spaces.

Students should not use 25Live directly to schedule events. Instead, students should follow the event planning and approval process established by their school or sponsoring department. Student employees who have been granted 25Live access as part of their employment may only use that access for events related to their official job responsibilities.

Before selecting a date, time, and location, consider how your event fits within the broader campus calendar. Review 25Live for other events occurring on or around your preferred date, particularly those that may compete for the same audience, location, parking, or campus resources.

You should also consider High Impact Dates, anticipated attendance, venue capacity, accessibility, parking, setup needs, and the availability of campus partners and services.

Yes. Beginning August 2026, 25Live is Pepperdine's official event scheduling and space reservation system. All events and use of shared campus spaces—including classrooms, conference rooms, event venues, and outdoor spaces—must be submitted through 25Live.

Using one centralized system helps prevent scheduling conflicts, improves campus coordination, and provides greater visibility into events occurring across campus.

Submitting your 25Live Event Request Form should be one of the first steps in the planning process.

As a general guideline, standard event requests should aim to be submitted at least one month in advance. Large or complex events should be submitted significantly earlier to allow adequate time for coordination with campus partners and support services.

Simple requests, such as small meetings or hoteling office reservations, may be accommodated with shorter notice; however, submitting requests as early as possible provides the best opportunity to secure your preferred space and complete any necessary reviews.

No. Submitting an event request does not mean your event is confirmed.

Your event is officially scheduled only after you receive a Status Confirmation email from 25Live, along with any separate operational or departmental approvals that may be required by the University depending on your event type.

Please do not advertise your event, invite guests, or make commitments based on a requested space until your reservation has been formally confirmed.

Most event requests receive an initial review within 24–48 hours. However, processing times may vary depending on the size and complexity of the event, space requested, required approvals, and other operational considerations.

Requests submitted on High Impact Dates require an additional level of review and may take longer. We encourage event organizers to submit requests as early as possible and allow adequate time before making commitments or communicating event details.

For questions about event scheduling, space availability, scheduling conflicts, or 25Live, please contact the University Scheduler at scheduling@pepperdine.edu

25Live is Pepperdine's internal event scheduling and space management system. Faculty and staff use it to view campus activity, check space availability, and submit event and space requests.

The University Events Calendar is a curated, public-facing calendar used to promote select events to the Pepperdine community and other audiences. An event being scheduled in 25Live does not automatically mean it will appear on the public University Events Calendar. Events only appear here if they are requested through the proper IMC approval channel. 

All events and meetings held at Pepperdine are required to be booked through the internal calendar, but only select events will be shown on the public-facing university calendar.

Academic courses and other Registrar-controlled curricular activities take priority over non-academic events and meetings in academic spaces.

Event organizers should review space availability carefully and understand that reservations may need to be adjusted when necessary to accommodate academic use.

High Impact Dates correspond to major University events (such as Graduation, New Student Orientation, Admitted Waves Day, or the Worship Summit) where campus resources and spaces are extensively used. The pop-up serves as an informational warning that your event falls on one of these high-volume dates, which may affect space availability or restrict certain campus services. Events on these days require additional approval by the University Scheduler.

You may still submit your request. Meetings, small gatherings, and other events can often be accommodated on High Impact Dates; the additional review simply helps ensure that your event will not create operational or resource conflicts.

You can access self-service training resources in a few different places:

• Our Webpage: Visit our webpage for step-by-step instructions on common 25Live tasks.
• Live Training: You can sign up for 25Live training sessions for guided instruction and an opportunity to ask questions.
• Built-in Help: Click the "Help?" button in the upper right-hand corner of the 25Live interface to access valuable training information and "How-To" guides.

25Live allows you to search campus spaces and compare their features, capacity, and availability.

1. Once logged into 25Live, click “Go to Search” on the top right hand of your screen below the blue bar.
2. Then, at the top center of your screen, select the drop down menu next to “Select Object:” and choose “Locations.”
3. Navigate to the search bar where you can narrow down your search by a specific building or type of event space (classroom, conference room, tabling, etc.). Type your search parameters, and press ”Search.”
4. Locations matching your search parameters will appear in the table below. Hover over the name of a location in the table to see a photo of the event space and explore the location’s features, layout, and capacity.

Remember when choosing a space, consider your expected attendance, event format, accessibility, audiovisual needs, setup requirements, and proximity to parking or other event activities.

Before selecting an event date, check in 25Live to see what else is happening across campus.

1. Once logged into 25Live, navigate to the blue bar at the top of 25Live and click “More.”
2. In the drop down menu, click “Calendar.”
3. Select “Malibu Campus Events” in the drop down menu above the calendar, and search.
4. To the direct right of the drop down menu, click the arrows to toggle the calendar to previous and future weeks around the current date.
5. For events further in the future, click the dates in between the arrows. From there, a calendar will appear, and you can navigate to the correct year, month, and date.
6. After the calendar has been adjusted to view dates around your potential event date, scroll down to the bottom of the calendar and click “View All” on the potential date of your event. 

Carefully review all the events already scheduled for that day, where they are located, and the magnitude and target audience of the events. Repeat this process for the days leading up to and after your event as well. Consider what events are already scheduled, so you are not surprised by other major events that may impact parking, attendance, or availability of campus resources, such as tables and tents. 

Checking the campus calendar early can help you avoid competing for the same audience or resources and better understand what else will be happening on campus around your event.

To check the availability of a room or event space:

1. Once logged into 25Live, click “Go to Search” on the top right hand of your screen below the blue bar.
2. Then, at the top center of your screen, select the drop down menu next to “Select Object:” and choose “Locations.”
3. Navigate to the search bar where you can search by a specific room or building. Type the name of the room or building, and press ”Search.”
4. Your search results will populate in a table below.
5. On the left side above the table, change the view from “List” to “Calendar,” “Availability,” or “Availability Weekly,” depending on your view preferences. From these views, you will be able to change the date and see the times that the location(s) are booked, available, and what other scheduled events will be happening in the space around that time. 

Remember that seeing an available time in 25Live does not guarantee that the space can be reserved. Your event must still be submitted and formally confirmed through the scheduling process.

When you're ready to request your event:

1. Navigate to the blue bar at the top of your screen and click “Event Form.”
2. From there, fill out the Event Form as detailed and accurately as possible. It can be helpful to already have an idea of which event spaces have availability and what time you want to host your event before filling out the form.
3. If you are having trouble with a section, click the blue circle icon next to the section name for instructions. If further help is needed, our [Creating a 25Live Reservation PDF Guide] is available for your reference.
4. Review your information and submit your request.

As a reminder, your reservation is only finalized once you receive a formal confirmation email from 25Live, along with any separate operational or departmental approvals that may be required by the University depending on your event type.

1. Create your event as outlined in the previous FAQ, using the date of the first event in your series.
2. In the “Event Date and Time” section, click the blue “Repeating Pattern” button to choose how your event repeats (or select “Ad Hoc” to pick multiple, specific dates).
3. Select the days on which the event will repeat, as well as the end date.
4. Once you’ve input your event dates, you can click “Manage Occurrences” to view all dates or change the time of your event on specific days.
5. When viewing All date Occurrences, you can also click “+ Add Occurrence” to add more dates to your event.

When filling in the Event Name section of the 25Live Event Form, choose a name that clearly identifies your event to someone who may not be familiar with your department or program. For example, instead of “Department Meeting,” use “Math Department Faculty Meeting.” It is best practice to assume someone looking at your event will not have the same level of knowledge about the event or department as you do. Please avoid vague titles, unexplained acronyms, and abbreviations whenever possible. Before submitting your request, double-check spelling and grammar and remember that event names are limited to 40 characters.

Once your event is approved and scheduled, you can share the details directly through 25Live. Navigate to your event details page, click on the “More Actions” menu, and select “Email Event.” From there, you can input the email addresses of your participants, add a custom message, and choose which event attributes (like location and time) to include in the email body.

Assigned and officially confirmed reservations cannot be modified directly in 25Live. If you need to make changes to a confirmed event or cancel it entirely, please email the University Scheduler directly at scheduling@pepperdine.edu with your event reference number and the specific adjustments needed.

To locate an existing event:

1. Once logged into 25Live, click “Go to Search” on the top right hand of your screen below the blue bar.
2. Then, at the top center of your screen, select the drop down menu next to “Select Object:” and choose “Events.”
3. Type the event reference code or keywords for the name of the event, and press ”Search.”
4. If you are having a hard time locating the event, try changing your keyword search. 25Live searches are sensitive to acronyms, spelling, etc.