Communications Trainings | On-Demand Resources

New Event Management System

Last updated September 2020

Got something going on? Discover how to boost awareness of your University-related events by posting them to the University's calendar. The University's calendar will feed your event information to the Extension website (and others) as well as to Nevada Today email blasts, so you can enter your information once and reach many.

Logging in to the University's event calendar

1. Go to events.unr.edu.
2. Click the rectangular red "SUBMIT AN EVENT" button on the right side of the screen.
3. A log in box will pop up; click the rectangular dark blue "LOGIN WITH SCHOOL ID" button in the middle of the pop up box.
4. You will be taken to a University NetID log in screen; log in with your University NetID username and password.

   The NetID (Network Identification) is a unique username that is automatically generated for all current students, faculty and staff of University of Nevada, Reno. You must activate your NetID when you first arrive at the University, and then reset the password at least once a year afterwards. Your NetID will typically be made up of your name. For example, John Smith will have a NetID like jsmith.

   For questions about your NetID or to reset your password, visit the University's Office of Information Technology NetID website

5. Once you log in, you'll be taken to the page to "ADD A PUBLIC EVENT." 

Submitting events to the University's calendar

Once you have logged into events.unr.edu with your NetID and password, you'll be able to add events to the calendar. To help events show up well in search engine results and social media posts and to entice people to click on, RSVP for, share and attend your events, fill in as much information about your event as you can.

Event Name (Required)

What you enter here will be displayed as the event's name on the main listing and details pages. Once you enter the event's name, Localist may display a duplicates warning below the field. This will detail if there are any possible matching events, future or past, already in the system.

Tips for good event names

• Highlight uniqueness - There’s something about your event that stands out from all others like it, something your program participants particularly value. Find out what it is, use it in your title.
• Use strong language - Evoke imagery, emotions, positive associations. No caps lock (That's yelling.).
• Use language relevant to your audience - Find out what keywords your folks are using to find you and your stuff, use those keywords and stack them to the left. This is good search engine optimization or SEO. It will help people to find your programs on Google.
• Be short and sweet - 8-14 words, <70 characters
• Be accurate - Don’t sacrifice accuracy for creativity.
• Be correct - Use proper grammar, spelling, punctuation and capitalization. Type in Word first, or install a plugin like Grammarly.
• Be vigilent - Double check everything! Check spelling, titles, names and other information in the title and in all other fields too.

Description (Required)
No character limit.

Tips for good descriptions:

• A flyer is not necessary. It's not a best practice. It's not even wanted by users. They want easy, and flyers aren't easy. They require zooming or clicking. They're not search engine, social media sharing or accessibility friendly. So, if you have a flier related to the event, don't post it! Instead, copy and paste without formatting (ctrl + shift + v) its text content and upload its best photo into the event listing. Do not post or link to an image of the flyer. This is not accessible. Do not link to PDF flyers/forms that aren’t accessible.
• Include as much info about your event in the event description box as possible, but nutgraph it so people can tune out. That means put the most important stuff at the top. Then, after the super-important details, include all of the questions they’ll be asking themselves. This way, they can read on for more info. If you don't answer any and all questions people may have about your event, they’ll get frustrated and move on. These are folks who look for info online. They're not folks who call for more info. If the were, they would be on the phone with you right now, not on the calendar. So give them all of the info online.
• Give the info in a way that is not redundant. Keep out of the description box info that goes in the other boxes, such as date, time, ticket requirements, etc.
• Contact info for the event should always be included It should be the most appropriate person to contact for event information, not necessarily the user submitting the event.
• Don't add special fonts, colors or other decorations in your body text, as it can limit readability and accessibility. It can also be poor marketing and branding.
• Double check spelling, titles, names and other information in all applicable fields.Start Date (Required)

There are several ways you can enter a date: Oct 3, October 3, 10/3, "Next Friday," "Tomorrow," 10/3/18, etc. As you type the date, below the field will update accordingly.

Event Status

Choose from:

• Live
• Canceled
• Postphoned
• Sold Out

Start/End Time

Use "6 p.m.," etc. Events do not require these times, in case it is an all day event. But, if there is an end time then there must be a start time.

Repeating

By default events are set to never repeat. Once you have entered a start date and times, you can use the repeating drop down to create a custom schedule. The options in the drop down will dynamically update to correspond to your start date. For example, "The 1st day" would say the "The 2nd day" if the start date was March 2nd and not March 1st. Custom schedule options include:

• Every day (Sunday - Saturday)
  • Every = 1 day - 30 day pattern
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• Every weekday (Monday - Friday)
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• Every Mon, Wed, Fri
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• Every Tue, Thu
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• Every week
  • Every = 1 week - 30 weeks
  • Repeat on = Only recur weekly only on the days checked off
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• The 1st day (corresponds to numerical calendar date)
  • Every = 1 month - 30 months pattern
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• The first Wednesday (corresponds to day of the week of start date)
  • Every = 1 month - 30 months pattern
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• Every year (corresponds to exact date)
  • Every = 1 year - 30 years pattern
  • Repeating until = enter a specific date (March 1 - March 15) or amount of instances (15 times)
• Multiple times on the same day or across all days in a schedule
  1. Add the day/schedule with the first time frame
  2. Select the Add Above to Schedule button
  3. Navigate back to the start time and end time fields and enter the second time frame
  4. Select the Include Above in Schedule button
  5. Repeat as many times as necessary

Repeating events include two layers:

• Event: This is the overarching "what's happening," for example a series of Open Houses.
• Instance: If the Open House event spans multiple days then each day is one instance.

Summary

As soon as you enter a valid start date, you will see the Summary updated to reflect the field data. Once you have completed all of the fields, confirm your schedule in the Summary.

Overwrite Scheduled Dates

Adding a second (or more) schedule to the confirmed dates and overwriting the confirmed dates are both done by changing the previous data in the Schedule fields. If you are navigating back to an already saved event then these fields will be cleared.

Once your schedule is entered, set one of the following options, then save:

• Add to: Click the "Include Above in Schedule" button
• Overwrite: Check the "Overwrite scheduled dates" box and click the "Replace Existing Schedule" button

Add Above to Schedule

As soon as you enter a valid start date, you will see the Add Above to Schedule button activated. Once you have confirmed your schedule in the Summary, then select the Add Above to Schedule button.

Confirmed Dates

Once you have added dates to the schedule, they'll then be listed below in the Confirmed Dates section. From there you can delete or edit the times for individual instances.

Experience

Choose from:

• Hybrid
• In-Person
• Virtual

If you select hybrid or virtual, fields will appear for dial-in instructions, stream URL and stream embed code. If you enter a stream URL, your event page will feature a call to action button that if clicked will go to the stream's webpage. If you enter stream embed code, viewers will be able to watch the stream on your event page.

Place

You can either select to manually enter a place name + address (Use:option) or you can select a place page, which will automatically link it and pull in the saved address. Use: By selecting this option, you will not be connecting a place page and will instead be using a custom location. If Use is not displayed before the name then this means that what is listed is a place page and is available for connecting an event. If only text is entered in the field and a Use or Place Page option is not selected then Localist will save the text as is for the place name. If you select to use a custom option, such as Use: Washington Monument, then fields for Address and Directions will appear.

Room

This is free text, so it can be words and/or numbers.

Address

Enter the address where your event will be held.

Hashtag

Adding a hashtag helps the University, Extension, event attendees, etc. to talk about your event on social media in a way that you can track, measure, analyze and report. It also helps Localist to know which events it should promote as trending. When entered, Localist will monitor mentions of the hashtag on Twitter and take mentions into consideration in the trending algorithm. Do not include the hashtag symbol as it will automatically be added. Note: Only one hashtag can be used.

Tips for adding a hashtag:

• The hashtag symbol in the event listing is already there, just put the text.
• #CamelCase for readability and accessibility.
• Know your audience, where they gather online. Develop the hashtag there, and use it there.
• Make it short enough to be easy to use, but long enough to be clearly yours.
• Check before using it. Is it used by anyone else? Can it be misread? Does it mean what you think it means?
• Use early, often, during the event, and ask others to use it.
• After the event is over, track, measure, analyze, respond, find cool pics, testimonials, etc., make relationships.

Event Website

Any website can be entered. The best one to enter is your program webpage on the Extension website. If your program doesn't have a page, log into our College's Personnel Management System and add it. Instructions for this are available on Extension's Employee Resources webpage.

Photo

Brains process images faster than text. The easiest, fastest way to tell people what your event is about and why they should come is visually.

The Upload button allows you to add a photo to your event. Choose From Photo Library shows your recently used photos as well as the University's block N logo for use if you do not have a photo for your event. If you do not set an image for your event, the block N will be set by default. Try to include an image for every event you post. Join Extension's photo sharing group on Flickr to to find photos you can use and share your photos for others to use. Other places to find photos include in our College's Brand Toolkit and sites like Pixabay, Pexals, Unsplash or Morguefile. Be sure to double-check the photo's license before you use it.

Only use photos you have permission to use. Do not use photos stolen from the internet, including from social media or blogs. Do not use clipart.

Photo Caption

This field is misnamed. It's not caption field like it says. It's an alternate text field. What you enter here won't show up on the event posting under the image the way a caption would. Instead, it will show up in the code of the image on the website. People who view your event using a screen reader will have what you enter in this field read to them by the screen reader. For tips on writing good alternate text, visit WebAIM's article on alternate text.

In general, alternate text should be unique, short and sweet, and accurate. It should provide an experience equivalent to seeing the image. This means it should present the same content and function of the image to the user. Skip the words "image of..." or "graphic of...". The code will tell the user it's an image; they don't need to be told twice!

Event Type

Select all that apply from each Filter Family. The event type Filter Family includes:

• Academic Lectures and Seminars
• Arts
• Athletics
• Career
• Civic and Service Engagement
• Clubs and Organizations
• Commencement
• Community Outreach
• Health, Safety and Wellness
• Literature
• Music
• Professional Development
• Research Study
• School of Medicine
• Student Activities
• Training and Workshops
• University Holidays
• Welcome Event

Department

Select all that apply from each Filter Family. This is how your event will show up on the website! No tags? No website!

Note: If your event is not open to the public, choose the tag "Not Open to the Public" in addition to any other relevant tag. This tag will keep the event off of the main Extension calendar, so folks don't randomly show up. But, it will let it appear on your program page, so folks who participate in or fund your program can get the info they need.

The department Filter Family includes:

• College of Agriculture, Biotechnology and Natural Resources
  • Agriculture, Nutrition & Vet Sciences
  • Biochemistry & Molecular Biology
  • Center for Resource Economics
  • Experiment Station
  • Natural Resources & Environmental Sciences
  • Extension
    • 4-H
    • Aging & Elderly
    • Animals & Livestock
    • Business & Operations
    • Carson City
    • Childhood Education
    • Children, Youth & Families
    • Churchill County
    • Clark County | Las Vegas | AD Guy Center (Historic Westside)
    • Clark County | Las Vegas | Life Long Center (Paradise)
    • Clark County | Laughlin
    • Clark County | Logandale
    • Clark County | Mesquite
    • Community & Economic Development
    • Douglas County
    • Elko County
    • Eureka County
    • Fire, Water, Air & Soils
    • Food & Forage Crops
    • Food Quality & Safety
    • Forests, Rangeland & Wildlife
    • Green Industry Programs
    • Grow Your Own, Nevada!
    • Healthy Lifestyle
    • Horticulture
    • Humboldt County
    • Integrated Pest Management
    • Lander County
    • Landscaping, Lawns & Trees
    • Lincoln County
    • Lyon County
    • Master Gardeners
    • Mineral County
    • Not a Public Event
    • Nutrition
    • Nye County | Pahrump
    • Nye County | Tonopah
    • Pershing County
    • Pesticide Safety
    • Pests & Plant Diseases
    • Radon
    • Washoe County
    • White Pine County
    • Youth Horticulture

• Other University colleges, departments and units

Category

Select all that apply from each Filter Family. The category Filter Family includes:

• Academic Lecture Event
• Campus Community
• Diversity
• Health & Wellness
• Jobs
• Just for Fun
• Leadership
• Medical School Admissions
• New Employee Resources
  • New-hire orientation
• New Student Resources
• Personal/Professional Development
• Research Participation Opportunities
• Safety
• Travel
• Volunteer Opportunities
• Workday
• Workplace Safety

Audience

• Alumni, All
• Community-Wide, All-Campus
• Community-Wide, Including Off-Campus
• Employees, Academic Faculty
• Employees, Administrative Faculty
• Employees, All
• Employees, Classified
• Employees, New
• Students, All
• Students, Graduate
• Students, International
• Students, New & Prospective
• Students, Undergraduate

Pricing

Select all that apply from each Filter Family. The pricing Filter Family includes:

• Free
• Free, must register in advance
• Paid

Group

Select all that apply from each Filter Family. The group Filter Family includes:

• Admissions & Records
• Alianza
• Apex
• Arts 365
• ASUN
• Faculty Senate
• Ignite Integrity
• International Activities Committee
• Jobs and Careers
• Joe Crowley Student Union
• Nevada Alumni Association
• Nevada Bikes!
• Northern Nevada International Center
• Office of the Provost
• Ozmen Center for Entrepreneurship
• Performing Art Series
• Postdoc
• School of Medicine
• Staff Employees Council
• The Reynolds School of Journalism
• University Museum District
• Volunteer and Community Engagement
• Walking Tours

Ticket Cost

Enter any number with accompanying text, such as $50. If the event is free, leave this field blank or enter "free."

Ticket URL

This can be any URL. If a price is entered for ticket cost, this button will say Buy Tickets. If there is no cost entered or the event is free, this button will say Register.

Click Add Event

Published by: Andrews, A., 2018, How to add an event to the calendar, Extension | University of Nevada, Reno

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