25Live FAQs
Choose a topic to explore.
Requesting
What is 25Live?
25Live is the online system that BU uses to schedule academic classes and events.
How do I get 25Live access?
Follow these steps to get access to 25Live.
When will my request be processed?
If you are requesting a location for the current booking period, we typically process requests within one to two business days of submission. We will always send you a reservation confirmation once we have processed your request. If you haven’t heard from us within three business days, please email us at roomres@bu.edu.
How far out do you process requests?
For event locations, we can usually process requests for the current semester and the next semester. For academic classrooms, we are only able to process requests for the current semester and must wait until the academic class schedule is finalized before processing requests for a future semester.
I work on the BU Medical Campus and I can’t see any Charles River Campus locations, so how do I submit a request?
You will need to make your request using this form.
What is the difference between a request and a reservation?
A request is what you submit when you complete the event form. At this point, you have requested a location for your event but a location is not assigned or confirmed. Your request becomes a reservation once a location is assigned to it.
Can I do more in 25Live than just request a location?
No. 25Live is only used to schedule locations for academic classes and events. It does not order any other services, such as room setup, catering, audio visual equipment and support, or parking. All these services need to be ordered separately outside of 25Live.
What times should I enter on the event form?
You should always enter your exact event start and end times. Do not add in any setup or takedown time to those times. If the location requires setup and takedown time, we will add it for you when we process your request. If you need your own time in the room before or after your event, you may add pre-event or post-event time using the Additional Time section in the event form.
How do I request a classroom or event location on a day that it is marked as closed in 25Live?
You will need to make your request using this form. There will be charges to open a building or location that is closed, and these charges are only payable with an FSR to Facilities Management.
Why is my reservation still in the tentative event state?
A request or reservation (request converted to a reservation once a location is assigned) may remain in the tentative event state for one of these reasons:
- A location has not yet been assigned to your event. At this point, you have a request that is waiting for a response from us.
- You are using a location that has a room usage fee, and we have not received an ISR for payment. Once we receive your non-refundable ISR, we will change your reservation to the confirmed event state.
- You have a multi-day reservation and we are only able to assign a location for some dates, so we will need to go back later to assign the other dates. This can occur when your reservation spans different booking periods.
What is a sub day?
A sub day is when the academic class schedule for a Monday shifts to a different day in the week due to the Indigenous Peoples’ Day, Presidents’ Day, and Patriots’ Day holidays. On these days, the Monday schedule will shift to take place on a sub day, replacing that day’s classes and events. Classes booked on the day that is being replaced do not occur; however, events booked in academic classrooms on the day that is being replaced will shift to occur on the holiday instead. Sub Monday scheduling ONLY applies to classes and events in academic classrooms.
Edit or Cancel a Reservation
How do I edit my reservation?
Once a location is assigned to your reservation, you can no longer edit it. If you need any edits made, such as date, time, location, or attendance, you can email roomres@bu.edu with the 25Live event reference number of your reservation and the edits you want to make, and we will make those changes for you.
How do I cancel a reservation?
If your reservation is for an academic classroom or event location managed by Events & Conferences, please email roomres@bu.edu with the 25Live event reference number of your reservation and we will cancel it for you. If your reservation is for another location, you should reach out to the specific Location Scheduler.
Locations
Why didn’t I get the location that I requested?
We will always try to accommodate your specific location requests, but we may not be able to because of one of the following reasons:
- There was a request ahead of you for the location you requested – we process requests in the order they are received, and a location will still appear available in 25Live until it has been assigned to a specific reservation.
- You requested a classroom and there is not the required 15 minutes needed between academic classes and events; in this situation, we will provide you with a comparable classroom for which there are no time issues.
- You requested a location that is not appropriate for your event for reasons such as type of event, size, or catering needs.
Why can’t I see the location I want in the event form?
If you can’t see a location when searching for it in the event form, it likely means that the location is not available for the date, time, and attendance of your event. You can check the availability of a location to see when it is reserved. If you are a student organization and you can’t see a location in the event form, it can either mean the location is not available for the date, time, and attendance of your event or because of your organization’s category in The Square, you are not eligible to use that location so it will not appear for you.
As a student organization representative, why can’t I see all locations in 25Live?
All student organizations are classified into categories in SAO’s The Square. You can learn more about The Square as well as see what locations your organization is eligible to use here.
Why can’t I request an outdoor location for my event?
If your event date is less than 6 weeks away, you will not be able to request an outdoor location as there is an approval and licensing process that takes several weeks. You can visit our website to learn more about outdoor locations and find a date counter.
What does “SAO Hold for Student Organization” mean on Fridays and Saturdays in GSU Metcalf Hall and SAC Gym?
The SAO Hold on Fridays and Saturdays preserves these two locations for student organization events. A registered student organization can make a request to use one of these holds by submitting this form. Departments are not eligible to request to use one of these holds.
Can I request the GSU Backcourt or Academy Room before 7 PM on a weekday?
No. Events in these locations cannot start until 7 PM on weekdays. 25Live will not let you submit a request with an event start time prior to 7 PM. There are no time restrictions on weekends.
As a faculty or staff member, why can’t I make a request for a GSU Link table?
GSU Link Tables are for student organization use only. On a limited basis, staff and faculty members can make a request for a Link Table for departmental use. Approval is required and not guaranteed. A request can be submitted using this form.
Why can’t I request the GSU Ziskind Lounge?
The Ziskind Lounge is a student study lounge and cannot be used for events. In rare circumstances with the required approval, it can be used for events but only if the entire second floor of the GSU is being used, which would include GSU Metcalf Hall, GSU Aud, and GSU Terrace Lounge.
What is a blackout?
A blackout signifies that a location is not available for events. Reasons for a blackout include construction, room maintenance, or large University events like Alumni Weekend and Commencement. You cannot request to have an event in a location that has a blackout as the location is not available.
What do I do if I arrive at my meeting or event location and it is locked?
If you find your location locked and you don’t see a custodian from Facilities Management, you can call 617-353-2105 and request that a custodian be dispatched to unlock the location for your event. Be prepared to provide your name, room number, and street address of the location.
Food
Can I use any caterer for my food and beverage needs?
No. All events at Boston University must use Catering on the Charles.
Can I have food or drinks at my meeting or event in an academic classroom?
No. Food and drinks are not allowed in academic classrooms.
How do I make a lunch reservation for the BU Club at the Dahod Family Alumni Center?
You find information on making a reservation here.
Furniture
Can I set up my own event furniture?
No. All event furniture must be set up, or moved if already set in a location, by Facilities Management.
How do I get rental furniture or a tent for my event?
You will need to order those items from a BU preferred vendor by submitting a purchase order in the BU purchasing system. Student organizations will need to work with staff in SAO who will submit the purchase order for you. You can find a list of preferred vendors here.
Fees and Payments
What is a room usage fee?
This is a fee, like a room rental fee, to use a location. The room usage fee is paid with an ISR and is non-refundable. This fee is for use of the room only and does not include any charges for room setup, audio-visual equipment, catering, or any other event charges. You can see a list of locations with room usage fees and what those fees are here.
What is an ISR?
An ISR is an Internal Service Request and is the internal BU mechanism to pay for services needed for your event, such room usage fees, catering, audio-visual equipment, and parking.
What is an FSR?
An FSR is a Facilities Service Request and is the internal BU mechanism to pay for any services from Facilities Management, including room setup and cleaning and trucking (transport of items).