Event Management System (EMS)

Transcription

1 Event Management System (EMS) How to submit your event details Office of External Affairs and Communications

2 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.

3 Set the working programme and propose an event 1. Set the Working Programme to Science Festival Click Events and then Propose an event. The University house style is to use lowercase lettering except at the beginning of sentences and for names. More details at:

4 Event details - description 1. Please work through the categories and complete. Ignore the exposure of this event box. 2. Disabled facilities, please complete these for your venue. Check the University access guide on the Disability Resource Centre website at: 3. Age categories: All ages, 8+, 12+, 15+, Adults 3. The short description information is used for the printed programme, 400 characters maximum. If you would like the name of your speaker in the programme, please include their details here. Likewise if you would like to include your Department or Research Institute add it to the text. 4. The long description is used for the website. You can repeat information from the short description here. There is no maximum word count. You are welcome to include additional information, links to your webpage etc. 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.

5 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.

6 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.

7 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. 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 can provide details on how your event is booking. 4. Do not complete the booking reference number. This will be filled in by the Festival Team. 5. DO NOT INCLUDE PERSONAL CONTACT DETAILS HERE

8 Event details organiser s contact details 1. Please include your full contact details here. 2. Your details will not appear on the Festival website but allow us to contact you if we have queries or new information. 3. Click use my details if you are the event coordinator. 4. Include your address in the other details box and any other contact information you have. 5. Ignore the other details tab. 6. Click confirm when you have double checked all your event details.

9 Event details add an image 1. Once you have confirmed you event details, it will appear in the 2015 Science Festival programme listings. 2. Click on the manage images button within the actions buttons. 3. Upload a high resolution jpeg image in a landscape format at least 944 x 541 pixels in size. 4. Your image will be used on your event page on the Festival website and may be included in the printed programme. 5. Add 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 or have a creative commons licence. Please get in touch with us if you have any queries regarding photograph use. 7. Credit the photographer if appropriate.

10 After the deadline 17 November 2014 Do not edit your event in the Event Management System after 17 November 2014 All revisions must be sent by after the deadline to: After this date your event will be accepted into the programme or we will you to explain why it is not suitable. We may edit your event descriptions slightly to fit the limited space we have in the printed programme. If we have any queries about your event description or have to make substantial changes we will get in touch with you directly. 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.

11 Contact details and deadlines Dr Lucinda Spokes Phone: Website: Deadline for submitting event information: Monday 17 November 2014 Don t hesitate to contact us if you have any queries or need information. Thank you so much for being part of the Science Festival.