Requesting Updates to Approved or Published 25Live Events

Approved or published 25Live events cannot be edited directly by most users. To request changes, users must submit their update request from within the approved event in 25Live. This ensures the correct reservation is updated and allows scheduling staff to process changes efficiently.

Issue/Question

A user needs to update an event in 25Live that has already been approved or published, but no longer has direct edit access. Common change requests include updates to event date or time, room/location, event details, setup or equipment needs, or event cancellation.

Users may be unsure how to request these edits without creating a duplicate event or delaying the update.

Environment

• 25Live

Cause

Once an event is approved or published in 25Live, direct editing is restricted to protect space utilization, operational workflows, approvals, and downstream integrations such as public calendars and reporting.

Resolution

There are two supported methods for requesting changes to an approved or published 25Live event.

Preferred Method: Requesting Changes from the Approved Event in 25Live

1. Log in to 25Live using your USD credentials
2. Locate the approved or published event using Your Upcoming Events link on the main dashboard or searching
3. Select the event reservation
4. Select the More Actions drop down on the right hand side of the screen
5. Select Email Event
   • Select Scheduler for the To option
   • In the Message Body clearly describe:
     • What needs to change
     • Why the change is needed
     • When the change should take effect (if time‑sensitive)

Submitting the request directly from the event helps ensure the correct reservation is identified and updated efficiently.

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Alternate Method: Responding to the Reservation Confirmation Email

If you have retained your 25Live reservation confirmation email, you may also request changes by:

1. Replying directly to the confirmation email
2. Describing the requested update clearly in your response
3. Keeping the original email thread intact so the scheduler can reference the event details

This method allows you to communicate directly with the scheduler associated with your reservation and can be helpful if you no longer have access to the event in 25Live.

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Important Notes

• Do not create a new event to request changes to an approved or published reservation
• Submitting multiple requests for the same change may delay processing
• Significant changes (such as major time or space changes) may still require re‑approval, regardless of the request method