Overview

Adding events to the website and the daily events e-mail that is distributed to faculty, professional staff and students is a two-step process:

  1. First, reserve a space for your event using the reservation system.
  2. Once confirmed, use that reservation ID to add the event in the CMS.

Event title, date, time and location are managed in the reservation system. Edits to these pieces of information must be made in the reservation system.

Event descriptions, including sponsors, and images are added and managed in the “Events” tab of the website Content Management System (CMS).

Once an event is entered into the CMS, it will be displayed on our online College Events Calendar. These events will also be fed to system that generates our daily events e-mail. To display the events on one or more web pages, a one-time set up is needed on the given pages.

See below for detailed instructions.

 

Step 1: Reserve a Space for your Event on  F&M’s  Events  Calendar  

Step  by  step  instructions  to  create  a  new  reservation  to  include  on  the  Calendar  

  1. Go  to  the  reservation  system  at  http://reservations.fandm.edu/  

  2. Log  in  using  your  NetID  and  password  

  3. From  the  Reservations  menu,  select  Campus  Space/Room  Reservation  

  4. Fill  out  all  the  required  fields  necessary  to  make  the  reservation.    

    a. NOTE:  the  Start  Time  and  End  Time  that  you  enter  into  a  new  reservation  should  be  the   time  the  event  actually  occurs.  It  should  not  include  the  time  you  require  to  set-­up  and   tear-­down  for  the  event.  

  5. Next,  go  to  the  Details  tab  to  add  additional  information  about  your  event.  

  6. The  Event  Name  is  the  title  that  will  appear  in  the  calendar.    Title  your  event  appropriately ,  with  as  few  words  as  needed.    In  most  cases,  you  should  not  include  terms  like  F&M  or  weekly  meeting.  

  7. Select  an  Event  Type  from  the  pulldown  menu.  

  8. Please note:  the Description field is NOT used when you create your calendar event on the website.

  9.  Answer  Yes  to  the  question,  “Should  this  event  be  displayed  on  the  College’s  events  calendar  that  is  available  publicly  on  the  web?”  (See screenshot below.)

10. If  needed,  identify  the  requisite  time  you  need  to  do  set-­up  and  tear-­down  for  your  event.  

 

  • Reservation Details

Step 2: Add Your Event to the Website

Once your event space reservation has been confirmed, you will receive an email with the reservation ID.  When you do, you can add this event to the website using the following instructions:

  • Go to the bottom of any page on www.fandm.edu and click on the "CMS Login" link
  • Log in using your F&M NetID and password
  • On the top left of the screen, click on Events, and then select New Event from the drop-down menu
  • In the pop-up window (modal), enter the reservation ID that you received from the reservation system confirming your event space reservation. See screen shot below.

 

  • Create a new event
  • Next, go to the Content tab (see screen shot below).
  • Add a thumbnail image. This image will be displayed on the calendar and events feeds. It will not appear in the event detail page. See the next step on how to add images to the event detail page.
  • In the "body" field, use the "Add Content" button to add text descriptions and images.
  • content tab
  • Finally, go to the "Publication" tab and add tags to your event. Start typing in the department, office or student organization name and select from the options that appear. NOTE: An event should have at least one tag, and this can be the event sponsor. Events may have multiple tags if appropriate.
  • When done, click on the Add button on the top right to save your event on the website.
  • tag your event
Your event is now on the F&M Website calendar, and will be automatically included in the daily email digest.

Display your Events on your Website

To display your upcoming events on your department, office or student organization page, follow the instructions below. This is a one-time set-up, after which events will automatically flow through.

  1. On the page where you want to display your event(s), identify the section in which you want to display these events.
  2. In that section, click on the Add Content button, and select Event.
  3. In the pop-up window (modal) that appears, select Event Tags from the "Add Event by" drop-down menu.
  4. In the next field within the modal, enter the tag(s) for your event. For example, if you want to display all events that are tagged Sustainability, enter that here. Multiple tags may be added if needed.
  5. In the last field of the modal, enter the number of events you want to display at any given time. For example, if you enter "5", the system will show the five upcoming events for that tag.
  6. Click on the Save Changes button.

NOTE: If there are no events with that tag, nothing will display on your page. Also, after an event is over, it automatically drops off the page.

  • event feed