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Ñý¼§Ö±²¥ ²Ñ²¹³úé±¹´Ç

Welcome to ²Ñ²¹³úé±¹´Ç

²Ñ²¹³úé±¹´Ç is our event registration software system, designed to enhance your event planning experience. Through ²Ñ²¹³úé±¹´Ç, you can request space on and around the Ñý¼§Ö±²¥ Campus at any time.

Important Information Ñý¼§Ö±²¥ Event Requests

Basic Meetings & Events:

  • Requests must be submitted at least fourteen (14) days in advance.

Larger or Staffed Events:

  • Events requiring additional personnel, such as special setup staff, security, early building access, or coordination with university service providers, must be submitted at least thirty (30) days in advance.
  • These larger events require more preparation and will involve collaboration with an event coordinator to ensure all logistics are met.
 

Getting Started 
 

Set Up Your ²Ñ²¹³úé±¹´Ç Account
  1. Navigate to the
  1. Log in to ²Ñ²¹³úé±¹´Ç using your university credentials (FlashLine username and password)

Please note that you might be asked to complete two-factor authentication.

Once you complete this step the UECS office will be notified and will approve your access.  

Submit an Event Request
  1. Log in to the .
  2. Click Add New Request.

Enter Event Information

mazevo add new event event information, Picture

  1. Type the event name.
  2. Select the organization. You'll only be able to see organizations for which you are a part.  
  3. Indicate the number of people who will attend the event. This is required and will show you rooms accommodating that number of people.
  4. Please indicate the University billing index (account code) to which all charges for this event should be applied.
    If unsure, please consult your department’s business administrator.
  5. °ä±ô¾±³¦°ì N±ð³æ³Ù.

Enter the Date and Time of the Event

Mazevo add new event when pannel, Picture

  1. Select the start time and end time.
  2. Select the dates. To indicate this is a recurring event, select an option from the Repeat drop-down menu or click the recurring dates on the calendar.
  3. °ä±ô¾±³¦°ì N±ð³æ³Ù.

Select an Available Location  

mazevo add new event where pannel, Picture

  1. Select one or more buildings in which you wish to schedule rooms.
  2. Click Find Rooms. You'll be presented with a list of available rooms for every date that you selected at the requested time.  Rooms that are not available will be displayed on the tab labeled Unavailable Rooms with a reason why the room is not selectable.  You can search available rooms for rooms with certain features by entering text in Search for a room.
  3. Click the box next to the room or rooms you want to request.
  4. Select the setup you will need for the space.  If you select Other (See setup details), click on Add Notes and include your setup needs then click save.  
  5. °ä±ô¾±³¦°ì N±ð³æ³Ù.

If a room you want to request is not displayed in the list, it will be for one of the following reasons:

  • The date and time you are requesting falls within the restricted booking window for that space. Please note that the system enforces this down to the exact minute of the meeting's start time.
  • The room is not available for any of the dates you selected.
  • The number of people you entered violates the capacity of the room.
  • The time that you requested exceeds the hours that the building is open.
  • One or more dates you selected fall on a holiday or when the building is closed.
  • Your permissions do not give you access to request that room because it is an exclusive space.  

Select Services   

mazevo add new event select service providers, Picture
 

  1. If no service providers are displayed after selecting a room, none are available for your request.  
  2. Click the box next to any service provider you wish to request.
  3. °ä±ô¾±³¦°ì N±ð³æ³Ù.

Select Resources

mazevo add new event select resources, Picture

  1. Check the box next to any resources you wish to select.
  2. Indicate a quantity.
  3. Enter notes (if appropriate).
  4. °ä±ô¾±³¦°ì N±ð³æ³Ù.

Answer Questions

mazevo add new event answer questions, Picture

  1. Respond to any questions listed. If no questions are displayed, you can submit the request.
  2. Click Submit.

Once your request is submitted, it will be listed under My Events as Pending. You'll be notified by email once the request has been reviewed and approved or declined.

Making Changes to Your Request

After opening an event from My Events, you will be on the following screen:

A Requester editing one of their events, Picture

From the screen shown above, you can:

  • Sort the list of bookings by clicking on any column heading in the grid
  • Filter the list of bookings by using the Search for a Booking text box. 
  • View a printable summary of your request
  • Make changes to the event or any booking (see below) 

Making changes

By selecting one or more bookings (the dates/times and rooms), you can make the following changes:

  • Change the room
  • Change the time
  • Change the dates (more forward or backward)
  • You can change the event name and billing code (if your system uses them) by clicking the pencil icon.
  • You can change the answers to the questions you answered when you created the event.
  • You can add a secondary contact by pressing on the link Add Secondary Contact.
  • You can add more bookings (dates/times) by pressing the Add Bookings button.
  • You can cancel the entire event (all dates and times) by clicking the link in the upper right corner.  

Only current and future bookings will be affected when making changes at the event level.

To edit a booking, click on the date you wish to change, and ²Ñ²¹³úé±¹´Ç will open a new screen as shown below:

Changing a single booking, Picture

You can change the following information by clicking on the appropriate field:

  • Event Name (for this booking)
  • Room
  • Date and Time
  • Change Setup Style
  • Change or upload a room diagram
  • Cancel the booking 
Adding or Changing Resources

Click  Add Resources to add additional resources to this booking (and optionally to all future bookings).

To change resources, select the resources to change by using the checkboxes to the left of each resource. After selecting the resources, choose Change Resources from the menu that appears. You can delete the resources by clicking on  Delete from the menu. 

How to Copy an Event
  1. Navigate to My Events.
  2. Select the Past Events tab.
  3. Locate the event you want to copy and press the copy icon (to the left of the event id).
  4. Select the new Start Date for the event and press Next.
  5. The Copy Request page will display the event information and the bookings that will be copied.
  6. Press Next to complete the copy.

Limitations for copying events

  • The event must be in the past.
  • Only pending and booked statuses will be copied.
  • Only bookings in rooms that you can book will be copied.
  • All resources will be copied.
  • The new event will need to be reviewed by an event planner.
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