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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 or for campus audiences on For Beloiters.
What events should be added to the website?
Unless the event is private or invite-only, every campus event should be added to the website to help build a complete campus calendar.
- For you, adding an event to the website provides passive promotion, where users can discover your event themselves or can easily look it up whenever they need to.
- For our community, the calendar is a comprehensive resource to find events of interest and plan their schedules.
- For our key external audiences, such as future students and their families, they expect to see a calendar full of events as a signal of an active and lively campus.
- For event coordinators, the calendar helps to schedule new events at appropriate times, minimizing conflicts and overlaps, etc.
How to add an event
Whenever possible, events should be added directly to the website by event coordinators to their own group (minisite) on the website.
If the event coordinator is not a website editor, either request editor access or work with a colleague who does have editor access. Add the event directly to your group in the Events section of the dashboard.
More information:
The first step would be to consult with web staff about the creation of a new group/site for your program. Once made, and with editor access, the event coordinator can add the event to the website directly.
If the program is not in a position to have a group/site– such as being a trial program that should not have a permanent presence on the website, or similar situations– then you can submit your event through For Beloiters.
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 submit their event to Student Engagement and Leadership (SEAL).
- For other kinds of events, or if the above resources are unable to assist, you can submit your event through For Beloiters.
Promotion of events
Automatic promotion
Once an event is added to the website and set to live, it is already set up to appear in certain pages on the website.
Additional promotion
Event coordinators can take additional steps to further promote their event across the website.
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, edit your event and give it the category “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.
On For Beloiters, there is a list of upcoming events for campus audiences.
To have your event appear in this feature, edit the event, tag your audiences, and share it to the “For Beloiters” group.
Not all events shared to For Beloiters will be accepted. Priority will be given to events that audiences will likely want to attend, such as fun or unique experiences. Remember: even if not included on For Beloiters, your event will still be available on the campus event calendar.
Summary: how to promote based on audience
If your event is private or invite-only– meetings, dinners, etc– you likely do not need to add your event on the website or promote it.
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.