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Add Event to Website
Promote your event on your pages and the campus calendar.
General process
- Website editors add events to the group which is responsible for the event, to appear on their pages.
- All events which are “live” are shown on the campus calendar automatically.
- Editors can then suggest and share their events to other groups, so it can appear on their pages.
- Editors can also further promote events “Open to the Public” on News & Events and on the homepage’s event map.
How to add an event
In order to add events, a user must have access to edit the website. All “groups” (sites) should have at least one editor, but everyone who is a part of the group could have access and add events.
- Steps for Adding an Event to the Website
- [Important] Adding Virtual Events for the Campus Community
- Best Practices for Event Promotion
Student events
Events planned and run by students should be added to the website by faculty and staff to appropriate groups.
- Events related to academics and coursework, such as senior projects, should ask their advisor or faculty in the department to add their events to the website.
- Events held by student clubs and organizations should ask the Student Engagement and Leadership (SEAL) office to add their events to the website.
Automatic promotion
Additional Promotion
You can share your event with other groups, and they can choose to share your event on their pages. This can be done when editing the event in the sharing section towards the bottom of the editor.
Some examples:
- The event is a collaboration two or more offices. One office makes and maintains the event, then shares with the others to promote it. This way, there’s only one instance of the event, which when updated, updates everywhere.
- The event may be of interest to their audiences. For instance, an lecture by/about an author of Japanese fiction may be of interest to Modern Languages, English (creative writing), Comparative Literature, and International Education.
Users can still easily find events through the campus calendar, so don’t overdo the sharing. Be judicial when sharing and accepting events: each group should focus on what would be most useful or interesting to their audiences.
On News & Events, there is a list of upcoming public events. To have your public event appear here, be sure to categorize it as “Open to the Public”.
To be clear, “public” means any and everyone off campus can attend and participate. Be sure not to mislabel campus-only events as open to the public, as the public relies on that tag to find the events they can attend and be a part of.
This feature was removed during the pandemic and is unlikely to return. Alternative methods to promote events are in the works.
The homepage’s event map is intended to promote public events which best represent the college, both by its description to users and by it execution to attendees. Obvious examples would be signature events such as visit days, residency keynotes, homecoming, etc.
To be considered for inclusion:
- Add the event to your group, making sure to include a location and following best practices.
- Accurately categorize it as “Open to the Public”.
- Share it to the “Core: Homepage” group.
Events shared will be reviewed periodically for approval.
How should events be promoted?
If your event is private or invite-only– meetings, dinners, etc– you likely do not need to promote your event on the website.
The said, it can be helpful to at least add the event to make the campus community that an event is taking place:
- Campus Committees: while not normally open to anyone but members and invitees, others still will want to know when the committee will meet so they can prepare proposals or make contributions to business.
- Board of Trustees, Showcase, and other major events: others may want to know when these events are happening, especially when event resources and support will be limited at that time.
If the event is intended only for your group, then no additional promotion on the website is needed. Add the event to your group then share it by other means (email, word of mouth, etc) to those who can intend.
Even if others cannot attend, the information can still be useful to know for event planning and avoiding conflicting events.
Add the event to your group, then share the event with any other groups involved or with audiences who will likely be interested.
“Public” means any and everyone off campus can attend and participate.
Add the event to your group and be sure to categorize it as “Open to the Public”. Any public users will rely on this category to find the events which they can attend.
If you believe the event is representative of the college, then also share it with the “Core: Homepage” group for consideration on the homepage event map.