Creating an Event

Before creating events, define the types of events, staff, and resources. You might also find it helpful to set up general event templates from which to copy when creating specific events.

Set up internal departments and organization departments and contacts before designating event managers, sponsors, and contacts. You must set up facilities before you can designate event locations.

Page Name	Definition Name	Navigation	Usage
Event	CAMPUS_EVENT	select Campus Community, then select Campus Event Planning, then select Event Management, then select Events, then select Event	Name an event, including selecting the event type and assigning the event manager.
Event Template	CAMPUS_MEETING	select Campus Community, then select Campus Event Planning, then select Event Management, then select Events, then select Event Template	Specify event meetings.
Meeting Detail	CAMPUS_MEETING1	select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Detail	Enter meeting details, including date, time, and anticipated attendance.
Meeting Sponsor	CAMPUS_MEETING2	select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Sponsor	Enter meeting sponsor and contact information.
Meeting Location	CAMPUS_MEETING3	select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Location	Enter meeting location information.
Meeting Resources	CAMPUS_MTG_RSRCES	select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Resources	Schedule meeting resources.
Meeting Staff	CAMPUS_MTG_STAFF	select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Staff	Schedule meeting staff.

Access the Event page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Events, then select Event).

Image: Event page

This example illustrates the fields and controls on the Event page. You can find definitions for the fields and controls later on this page.

Field or Control	Definition
Event ID	When you create a new event, the event ID is all zeros until you save the page. After you save the page, the system assigns the next available event ID.
Event Type	The type, from the Event Types page, that describes this event.
Academic Institution	The academic institution responsible for this event.
Event Manager	The individual at your institution who is managing this event.
Primary Meeting	After you identify a primary meeting for this event on the Event Template page and save that page, the system displays the number of that meeting here. The system displays the location for the meeting in the Location field.
Comment	Comments to further identify or describe this event.
Delete	Click this button to delete this event from your database.

Access the Event Template page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Events, then select Event Template).

Image: Event Template page

This example illustrates the fields and controls on the Event Template page. You can find definitions for the fields and controls later on this page.

Note: You can also add meetings to an event on the Meeting Details page.

Copy From Template

If meetings, resources, and staff templates exist for the selected event type (from the meeting Template page, Meeting Resource Templates page, and Meeting Staff Template page), the system displays that data here. You can click either the Copy or Copy All button to copy the information from those templates to this event. If no template exists, no data appears here and you must add the meetings and assign the resources and staff for this event.

Field or Control	Definition
Copy	Click this button to copy each meeting set up for the event type selected with its resources and staff. You can manually change any of the copied information.
Copy All	Click this button to copy all the meetings with their resources and staff. You can manually change any of the copied information.

Note: The Copy All button is especially helpful if, for example, if you have the same event each year. Instead of entering the information each time, you can click this button to copy all information from the template and update the information for the current year's event.

To Meetings

Field or Control	Definition
Primary Meeting	When selected, indicates that this is the primary meeting for this event.

To Resources

Add the resources and quantity that you need for this meeting. You can also add a brief description.

To Staff

Field or Control	Definition
ID	The ID of the individual responsible for this task.
Hours Required	The number of hours that the assigned individual is required to perform or participate in this task. You can also add a brief task description.

Field or Control

Definition

ID

The ID of the individual responsible for this task.

Hours Required

The number of hours that the assigned individual is required to perform or participate in this task.

You can also add a brief task description.

Access the Meeting Detail page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Detail).

Image: Meeting Detail page

This example illustrates the fields and controls on the Meeting Detail page. You can find definitions for the fields and controls later on this page.

Meeting Detail

Field or Control	Definition
Event Meeting	The number of this meeting in the list of meetings for this event. The system automatically enters the next sequential number for each meeting that you add. You can override the number to reorder the list of meetings. When you return to the page, the meetings will be in the specified order.
Primary Meeting	When selected, indicates that this is the primary meeting for this event.
Campus Meeting Type	The meeting type that best describes this meeting. Values for this field are delivered with the system. You can modify these.
Meeting Date	The date when this meeting is scheduled to occur.
Day of the Week	The day of the week when this meeting is scheduled to occur. The system automatically displays the day of the week when you exit the `Meeting Date` field.
Meeting Start Time	The time when this meeting is scheduled to begin. The system assumes the time is `AM.` If not, you must enter `PM.`
End Time	The time when this meeting is scheduled to end. The system assumes the time is `AM.` If not, you must enter `PM.`
Contact Minutes	The length or duration of this meeting. The system calculates the contact time based on the meeting start and end times. The system recalculates the contact minutes each time that you change the start or end time. You can override the calculated minutes value.
Expected Attendance	The number of attendees expected at this meeting.
Maximum Attendance	The maximum number of attendees that can be accommodated at this meeting.
Number of Attendees	The number of attendees invited to this meeting. The system displays the number of invited attendees assigned to this meeting on the Event Attendees page.
Comments	Comments to further identify or describe this meeting.

Access the Meeting Sponsor page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Sponsor).

Image: Meeting Sponsor page

This example illustrates the fields and controls on the Meeting Sponsor page. You can find definitions for the fields and controls later on this page.

Contact Information

Field or Control	Definition
Campus Coordinator	The individual at your institution who is responsible for, or should be contacted about, this meeting.
Department Sponsor	The department at your institution that is responsible for this meeting.
Manager Name	The name of the responsible department's manager. The system displays the Manager field and manager's name only if a manager is associated with this department on the Department Profile page.
Organization ID	The organization that is responsible for or is sponsoring this meeting.
Organization Contact	The individual in the responsible organization who you should contact about this meeting.
Other Coordinator	The additional individual at your institution who is responsible for, or can be contacted about, this meeting.
Name	The name of the additional contact person if the individual does not exist in your database.
Phone	The phone number of the additional contact person if the individual does not exist in your database.

Access the Meeting Location page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Location).

Image: Meeting Location page

This example illustrates the fields and controls on the Meeting Location page. You can find definitions for the fields and controls later on this page.

Meeting Location

Field or Control	Definition
Campus Facility	When selected, indicates that the location for this meeting is a campus facility. When you select `Campus Facility,` the system provides the Facility ID field with a prompt list of facility IDs from the Facility Table page.
External Organization Facility	When selected, indicates that the location for this meeting is a facility at or arranged by an external organization. When you select the External Org Facility option, the system displays the organization ID and description from the Meeting Sponsor page and provides the External Org Location field with a prompt list of locations for the organization from the Organization Locations page. When you select a location number, the system displays the address for that location.
Other Facility	When selected, indicates that the location for this meeting is a facility other than at your campus or at an external organization in your database. When you select the Other Facility option, the system displays address fields for you to identify the address or location of the facility.

Field or Control

Definition

Campus Facility

When selected, indicates that the location for this meeting is a campus facility.

When you select Campus Facility, the system provides the Facility ID field with a prompt list of facility IDs from the Facility Table page.

External Organization Facility

When selected, indicates that the location for this meeting is a facility at or arranged by an external organization.

When you select the External Org Facility option, the system displays the organization ID and description from the Meeting Sponsor page and provides the External Org Location field with a prompt list of locations for the organization from the Organization Locations page. When you select a location number, the system displays the address for that location.

Other Facility

When selected, indicates that the location for this meeting is a facility other than at your campus or at an external organization in your database.

When you select the Other Facility option, the system displays address fields for you to identify the address or location of the facility.

Access the Meeting Resources page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Resources).

Image: Meeting Resources page

This example illustrates the fields and controls on the Meeting Resources page. You can find definitions for the fields and controls later on this page.

Meeting Resources

Field or Control	Definition
Resource Number	The number of this resource in the list of resources for this meeting. The system automatically enters the next sequential number for each resource that you add. You can override the number to reorder the list of resources. When you return to the page, the resources are in the specified order.
Quantity	The number or quantity of the resource required for this meeting.
Resource Code	The type of resource, from the Resource Codes page, required for this meeting.
Description	A brief description to further identify or describe this resource.

Access the Meeting Staff page (select Campus Community, then select Campus Event Planning, then select Event Management, then select Meetings, then select Meeting Staff).

Image: Meeting Staff page

This example illustrates the fields and controls on the Meeting Staff page. You can find definitions for the fields and controls later on this page.

Meeting Staff

Field or Control	Definition
Staff Number	The number of this staff person in the list of staff required for this meeting. The system automatically assigns the next sequential number to each staff member that you add. You can override these numbers to rearrange the order of the staff. When you return to the page, the staff members are in the specified order.
ID	The ID of the staff member responsible for this task.
Name	The system automatically displays the individual's name when you select the ID. If the individual does not have an ID in your system, you can enter his or her name in this field.
Staff Code	The type of staff required for this meeting.
Description	The task that the staff member is required to perform or participate in for this meeting.
Hours Required	The number of hours that the responsible individual is required to perform or participate in for this task.

Creating an Event

Prerequisites

Pages Used to Create an Event

Naming an Event

Adding Meetings to an Event

Copy From Template

To Meetings

To Resources

To Staff

Entering Meeting Details

Meeting Detail

Specifying Meeting Sponsors

Contact Information

Entering the Meeting Location

Meeting Location

Scheduling the Meeting Resources

Meeting Resources

Scheduling Meeting Staff

Meeting Staff