Event Management System (EMS)
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- Giles Edwards
- 3 years ago
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From this document you will learn the answers to the following questions:
Where is the information about the events in the Science Festival?
Which festival is the 2014 festival?
How can you add more information to the Science Festival website?
Transcription
1 Event Management System (EMS) How to submit your event details Office of External Affairs and Communications
2 Contact details and deadlines Contact us: Lucinda Spokes / Shelley Bolderson Science Festival Coordinator Phone: csf@admin.cam.ac.uk lucinda.spokes@admin.cam.ac.uk Website: Deadline for submitting event information is: Friday 15 November 2013 Please don t hesitate to contact us if you have any queries or need more information. Thank you for being part of the Science Festival.
3 Logging on to the system Go to: 1. University contributors: log using your Raven details. 2. External contributors: login using your username and password. 3. If you are a new external contributor contact us and we will authorise you to propose events into the system. Once you have been confirmed as an event proposer, login as above.
4 Set the working programme and propose an event 1. Set the working programme to Science Festival Click on propose an event. The University house style is to use lowercase lettering except at the beginning of sentences and for names. More details at:
5 Event details - description 1. Disabled facilities: please complete for your venue. 2. Age categories: All ages Adults 3. The short description information is used for the printed programme: 30 words max. If you want the name of your speaker in the programme please include this here. 4. The long description is used for the website. You can repeat information from the short description here and there is no maximum word count. 5. Cost of event, please enter free here. 6. Include your event capacity here. This information is not visible on the website but used for booking.
6 Event details time and date 1. Enter the date and time of your event. 2. To add additional session times and/or dates, click on add and enter the details of the next session.
7 Event details - venue 1. Click on Browse existing venues to see if the venue is already on the system. 2. If not, please add the name and address of your venue, ensuring you add the correct postcode as we use this for our mapping.
8 Event details - enquiries and booking 1. Booking options: unavailable required 2. If you would like to take your own bookings, please enter your public contact details here. Please include a contact phone number for visitors who do not have access to the internet. 3. We are happy to take bookings on your behalf, please contact us as early as possible to arrange this. We use the eventbrite system and we will provide details on how your event is booking. 4. Your do not need to complete the booking reference number. This will be filled in by the Festival Team.
9 Event details organiser s contact details 1. Please include your full contact details here. These will not appear on the website, but allow us to contact you if we have queries or new information. 2. Click use my details if you are the event coordinator. 3. Include your address in the other details box and any other contact information you have. 4. Ignore the other details tab. 5. Click confirm when you have double checked all your event details.
10 Event details - manage images 1. Once you have confirmed you event details you will see it in the 2014 Science Festival programme listing. 2. Click on the manage images button within the set of actions buttons 3. Add a image to illustrate your event. This will be used on the website and may be included in the printed programme. 4. Images must be a high resolution jpegs: size 944 x 541 pixels. 5. Include an image description for screen readers, e.g. Hands-on activities in the Biology Zone. 6. Do not breach copyright restrictions. Use your own photographs or those that are copyright free. Please get in touch with us if you have any queries regarding photograph use. 7. Include the photographers name if appropriate.
11 After the deadline 15 November 2013 Do not edit your event in the Event Management System after 15 November 2013 All revisions or new events must be sent by after the deadline to: Your event will be accepted into the programme or we will you to explain why it is not suitable Co-ordinators who submit events on or before 15 November 2013 can proof and review copy for the printed programme to check content is correct pre-design. (Please note, after this stage descriptions may still be edited to fit the limited space in the printed programme). The website will go live at start of February. All changes to events or new events must be sent by . Changes will be displayed on the website and included in s to our mailing list.
Event Management System (EMS)
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