Event Planning Forms & Resources

Guidelines for Reserving the “Virtual Event” for Your Online Events

The times we’re in call for alternative ways to continue the work of the college, and for different ways of looking at how we define “scheduling,” “event” and “space.” Many of you have been working with your departments to consider how to hold and communicate about virtual events. Here’s an update on that front.

It is now possible to schedule virtual meetings and other events by reserving a new “location” in 25Live called Virtual Event. This option allows you to reserve a virtual space for your event so that it can be pushed to your program calendars and/or, if the event is not marked as “private,” the main calendar, smith.edu/calendar. The “Always allow sharing” toggle has been turned on, which means that it can be reserved by more than one person at a time without registering a schedule conflict.

In order to schedule a virtual event, you must:

1. Not put the Zoom link or access information in the event description, as that information will be publicly viewable and may lead to significant disruptions.
2. Include email contact information for students, staff and faculty to request the link or access information.
3. Not add any resources.

Please contact ksananto@smith.edu if you have any questions.