Adding a New Event

• Create a Single Event
• Complete Required Fields
• Complete Optional Fields
  

Create a Single Event 

1. Create a new event:
   1. Click the blue "+ Add new" button towards the right side of the Your Events screen; or
   2. Click the yellow "+ New" button in the top right within the purple menu bar.
      
2. Complete the required fields:
   
   1. Event Title
   2. Event Date
   3. Event Type
   4. Contact Email
3. Complete the optional fields:
   1. Optional Fields
   2. Online Event
      
   3. Event Details
      
   4. Event RSVP
      
   5. Privacy Options
4. When you have finished entering your event information, you can save and publish your event to the Events Calendar.
   1. Click the green "Save" button to save your event; or
      
   2. Click the green "Save and Go To Event" button to save your event and then view it as it appears on the calendar.
      

Complete Required Fields

Event Title

1. In the "Enter a title for this event" field provide a new title for your event.
2. This field will remain red until it has been updated and your event cannot be saved until this has been completed.
3. There is no character limit, however the system will stop displaying the remainder of your event title beyond 255 characters.

Event Date

1. In the Date and time section, click the "Event date" field to launch an interactive calendar. Select the start date for your event.
2. To provide an optional start time for your event by click the "& time" field and select a time from the dropdown menu.
   
3. To provide an optional end time for your event click the checkbox for "Add ending date & time" and complete the appropriate fields as you did for your event start information.
   
4. If necessary, click the grey  "EDT" button next to the time to pull up the list of time zone options. Selecting a new time zone will automatically update your event date to display in the appropriate format for the selected region.
5. An event date is required, this field will remain red until it has been updated and your event cannot be saved until this has been completed.
   

Event Type

1. In the Event Type section on the right side are eight available categories to help classify your event for site visitors using the public calendar.
   1. Note: SPS events calendar users have different requirements. Review the additional steps for creating SPS events.
      
2. Use the checkbox next to each field to select the most appropriate type(s) from:
   1. Open to the Public
      
   2. Alumni
      
   3. Arts
      
   4. Athletics
      
   5. Conferences and Speakers
      
   6. Dates and Deadlines
      
   7. Faculty
      
   8. Free
      
   9. Free Food
      
   10. Industry
       
   11. Open Houses and Receptions
       
   12. Private
       
   13. Students
       
   14. Training and Workshops
3. Your event cannot be saved until you have selected at least one category for your event. Don't forget that you can further define your event using Tags.

Contact Email

1. By default your Calendar Group's name will appear on the published event page, however a contact email for the event is also required.
2. Your event cannot be saved if the "Contact Email" field is left blank.
3. In addition to the required "Contact Email" field, consider completing the optional "Contact information" field with any or all of the following details:
   1. Key event contact(s)
   2. Phone number
   3. Additional email addresses (Note: email addresses will automatically be linked for you, no need to make it a "mailto:" link)

Complete Optional Fields

Event Summary

1. In the "Add a short summary" field, provide a brief one sentence summary for your event.
2. Your event's summary appears beneath the title in a stylized format when listed on the public calendar or embedded within your CMS page.

Event Image

1. You can have an optional featured image to appear alongside your event title.
   
2. Learn how to customize your event with images here.
3. Note: SPS events calendar users have different requirements. Review the additional steps for creating SPS events.

Featured Event

1. If you'd like your event to be considered for the Upcoming Events section of the public calendar page, click the grey star in the "Featured event" field.
2. Only four events are featured per day. To be included, your event must have an associated image.
   

Location

1. Including a location will provide attendees with a map of where your event is being held. You can also specify a room number or create a new location if needed.
   
2. Learn how to customize your event with locations here.

Online Event

1. If your event is online only or hybrid, check the "This is an online event" checkbox to enable more features.  Once checked, the event will add a small camera icon to event listings and will add "Online" as the default location text.
   
2. Add a URL to your online event space and specify the text you want to show for the event join button.  If populated, this button will appear just below your full event description before, during, and after your event.  If the button fields are not populated a join event will not appear.
   
3. Special instructions about the online event can be optionally added using the Special Instructions field.  These will appear above the join button if populated.
   
4. Be sure and indicate whether this event is "online only" or "hybrid."
   Note: if you also add a physical location to the Location field, the event will still show a small camera icon but replace the default "Online" location text with the physical location entered.

Tags

1. Tags are an easy way to further define event content. For example, an event in the Arts category could also have the tags "film" and "comedy" to provide additional context.
   
2. Learn how to customize your event with tags here.

Add Event Details

You have the option to add details for your event or link directly to another site that contains your event information. There is an option to switch between adding details for your event or linking to another site in the Add Event Details section.

1. Event Description:
   1. While there is limited space available within the "Event Summary" field, you can provide additional information in the Event description section.
   2. Use the text editor with available editing toolbar to include as many details about your event as possible. Things to consider including:
      1. Event participant names
      2. Sponsoring departments
      3. Whether an ID is required to attend
      4. Etc
   3. In addition to the formatting options available in the editing toolbar you can also insert images, images, and externally hosted audio or video.
      
2. Event Cost:
   1. While this field is optional, if your event is free we suggest including that detail.
   2. Select one of the following cost options:
      1. Free
      2. Event Cost
      3. Suggested Donation
      4. Other
   3. With the exception of selecting "Free," all cost options will provide appropriate fields for you to insert a cost amount or additional text.
      
3. Briefing:
   1. Leave this field blank.
   2. This is a unique field that is used by a single Calendar Group.
   3. If you have content in this field it will not appear with the rest of your event details, but it will show up in any RSS feeds, etc, for your events.
      
4. Related Content:
   1. In this section you can include any related material or link to related websites.
   2. Learn how to manage digital media in your File Library here.
      
5. Add Event Link:
   
   1. If your event is being managed through another site, you can link to an external URL. Click the option to "link to another site for event information."
   2. In the Event link category enter your external event URL in the "URL for event" field. Your external URL will be validated when you save your event data.
6. Customize the Event URL:
   1. You cannot customize your event URL upon event creation. First save your event and then edit the event to access the URL customization next to the event Title field.
      

Add an RSVP Option

1. RSVP:
   1. The Events Calendar includes a basic RSVP feature you can turn on to capture attendee information prior to your event.
      
   2. Learn how to manage RSVPs here.
      

Set Sharing & Privacy Options

1. Privacy Options:
   1. By default, all events are visible to the public.
   2. Learn how to create a unique URL to limit the accessibility of your event.