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Events publication process

  1. Receive an incoming request form or receive a request to check a newly created event in the database.
  2. If needed follow up with the client for any necessary information that was not supplied in the request form.
  3. Create a new event in the from the request form or review the clients database event entry.
  4. Gather all images to be attached to event.
    • Feature Headshot Images: Headshot images should be a 150px X 170px
    • Header Image: Header images should be 640px X 200px (max height 240px)
  5. Submit all images for your event via the Publicize an Event form.
  6. Follow up with client before publishing the event.
  7. Publish the event upon clients approval.
  8. Promote the event on Facebook and Twitter if requested.
  9. Print promotional materials (eg. flyers, sandwich boards) if requested.

Event database admin process

Section 1: Required Event Details

Section 1: Required Event Details screenshot
  • Title: This is where the title of the event goes. Make sure to type it in capital/lower case letters. If the title is too long and breaks badly on an email or the website you may insert a <br> tag where you would prefer it to break.

  • Slug: The slug should be unique and cannot be used if it has been used on a previous event. It is also important that you do not change the slug name once it is created or it will break the event! When creating a slug name it should be all lowercase, use hyphens not spaces and should include the date in a year/mm/dd format.

    • Examples of good slugnames: john-smith-20151008 or fall-townhall-20151008.

  • Event email template: From the dropdown choose the type of event template that you would like to use.

  • Status: “Draft” means it doesn’t show up on the website but is accessible with a web address link (URL). Published means it will show up in the event listings on the websites. Private at this point in time works the same as Draft.

  • Event Date: The event date is the actual day and time of the event. Everything will show up on the websites in advance of the event. The date actually regulates when it becomes a past event. Once an event end time is in the past, the event will move to Past Events.

Section 2: Event Categories

Section 2: Event Categories Screenshot
  • Event Categories: Most of the time the event category chosen from the dropdown will be the same as the Event Email Template. The event group designates which category on the events webpage that the event will show up in.

    • Note: It is possible for an event to belong to more than one category. You can add another category by pressing the “Add Category” button.

Section 3: Event Features (Formerly known as “Headliners”)

Section 3: Event Features (Formerly known as “Headliners”) Screenshot
  • Event Features: Previously referred to as Event Headliners, each special guest or feature of an event should be added in their own Feature entry with their name and title. Multiple titles can be included, separated by a single <br> tag. This will format the titles into a bullet list.

    • Note: To add additional features, press the “Add Feature” button.

Section 4: Extended Details

Section 4: Extended Details Screenshot
  • Content: This is where the main description of the event goes and paragraphs need to be separated by two <br> tags. You will use one break tag for a single line return and two break tags for a paragraph.
    • Please include a description of the event and also a bio of the speaker.
    • Limit the content description length to 110 words.
    • We also limit use acronyms because they mean many different things to people. If you do use one, please spell it out the first time it is used.

  • Date description:The Day, Date, and Time of event are entered here and it is important that you follow the correct format. (See the example above)
    • Note: If the event start time is in the morning, put the a.m. after the first start time, i.e., 11:00 a.m. – 1:30 p.m.

  • Location: Where the event is occurring. On-campus events: Building and Room on first line, Arizona State University, XX campus on second line (campus is lowercase). Off-campus venue: Street address so it may automatically be found on Google maps. Test the location! If it does not point to the correct spot, see below under Optional Attributes for the fix.
    • Note: Always test the automatic link given by Google maps to make sure that it is pointing to the correct location.

Section 5: Creating a Registration Form

Section 5: Creating a Registration Form Screen Shot 2015-10-05 at 3.43.59 PM
  • Create a Registration Form: To start, click on the “Create a Registration Form” button. This will create a generic form that can be customized with additional form fields i.e., guests, meals, etc. To add a new field simply drag the field that you would like to the right in the form section. The field can then moved up or down in the list.

    • Note: You can also add or delete a field by clicking the plus or minus button in the bottom right when a field is selected

Section 6: Optional Attributes

Section 6: Optional AttributesScreen Shot 2017-05-01 at 4.46.22 PM
  • Optional Attributes: Optional attributes can be used to customize or supercede the default fields within an event. This is where you would enter a different email template name if using one different than the default. Not used very often. To select a field click the event key dropdown and hover over the option that you would like. Once selected you will then have to give the field a meta value. The meta value could be a URL, alternate template path, or text.
    • Here is a list of optional attributes for your event

    • alternate-map-url: This is used when a google maps search of the location box text does not work.
    • alternate-rsvp-form-path: This is no longer used and has been replaced by RSVP form button.
    • alternate-rsvp-thank-you: This is used to create a custom thank you message (in HTML) for when a user submits an RSVP.
    • alternate-rsvp-url: This is used to create a URL to an offsite RSVP pageand will override all other RSVP form configurations.
    • rsvp-by-date: If provided this is the last day to allow RSVP’s to be collected, by default they are not allowed on the day of the event.
    • digest-category: This is deprecated and will be removed
    • sheetnumber: Deprecated, google docs sheet number. This in no longer used