Learning About 25Live Event Structure

The Building Blocks of a Series25 Event


An event in 25Live is the central core around which much of the application is organized. 25Live is flexible enough to create any type of event from short meetings to a whole schedule of academic courses to large, complex events requiring many occurrences, locations, and resources. Events also hold information such as the type, state, custom attributes, requirements, categories, and internal notes.

Repeating eventImage: A repeating event in 25Live Pro.

An event must have the following required pieces of information to be saved:

  • NameThe name of the event (separate from the event title)
  • Event Type: A value that describes the event and also acts to generate a series of user-defined questions (i.e. contact roles, custom attributes, requirements)
  • Single Occurrence or Meeting Pattern: A combination of date(s) and time(s)
  • Event State: A value meant to convey wherein an approval process or event life cycle the event is (examples include Tentative, Confirmed, Cancelled, Denied, and Draft)

Segments (optional)

A 25Live event segment is a container for occurrences and their associated locations and resources. Every event in 25Live has at least one segment, but that structure remains hidden in most events. When building a complex event that needs to be divided up, additional segments can be added.  This feature is visible in imported events with multiple meeting patterns, and segments provide a flexible method to schedule, view, and manage complicated events, such as conferences, camps, or game series, that don't require nuanced object security or fine-tuned display in calendars. 

Event segments shown in the Schedule view of Event Details.Image: Event segments shown in the Schedule view of Event Details.

Segments within an event can have different:

  • Setup and takedown times
  • Headcounts
  • Comments
  • Occurrences
  • Names


An event occurrence is the date and time of an event. An event can have multiple occurrences, and those occurrences can have one or more locations and resources associated with them. When an event has multiple occurrences, it can follow a repeating pattern (i.e. a monthly meeting) or an ad hoc selection of dates and times. The flexibility of occurrences includes the ability to have multiple occurrences on the same date and have different start and end times.

Multiple occurrences on an event.Image: Multiple occurrences displayed on an event.

Guide to Levels for Event Form Fields

Field Event Level Segment Level Occurrence Level

Event Name


Event Title✔️

Event Type


Primary Organization✔️

Additional Organizations✔️

Expected Head Count
Registered Head Count
Event Description✔️

Event Date and Time

Additional Time

(Setup, Pre-Event, Post-Event, Takedown)

Repeating Pattern


Attached Files✔️

Custom Attributes✔️

Contact Roles✔️



Publish To Calendar✔️

(or Segment Comments)

Confirmation Notes✔️

Internal Notes✔️

Event State✔️